How to Create an Inclusive Onboarding Process for New Hires

Why Onboarding Matters

Onboarding is the process of integrating new hires into your company. A well-organised onboarding process is crucial for both employee engagement and retention. It sets the tone for the employee’s experience with your organisation. When done right, it improves productivity and morale; when done poorly, it leads to disengagement and high turnover.

• First Impressions: Employees form their first impressions during onboarding. A poor experience can leave them feeling unappreciated and confused.
• Engagement: A positive onboarding experience fosters engagement, improving productivity and reducing turnover.
• Confidence and Integration: Onboarding helps new hires understand their role and feel integrated into the company culture.

Key Elements of an Effective Onboarding Process

1. Preparation Before Day One

• Role clarity: Provide a schedule or agenda for their first day.
• Tools and resources: Set up their workstation, email, and any required tools. Include workplace adjustments if needed.
• Communication: Send key information (e.g., start time, point of contact) to their personal email before the first day.

2. What to Do on the First Day

• Warm welcome: Greet them in person or assign a colleague to welcome them.
• Introduction to the team: Facilitate introductions to key team members.
• Company overview: Share company culture, values, and objectives.
• EDI resources: Introduce them to Employee Resource Groups (ERGs) and other relevant support structures.
• Workplace adjustments: Discuss adjustments they may need to perform well.

3. Week One: Settling In

• Regular check-ins: Hold informal meetings to address questions and ensure they are settling in.
• Role-specific training: Provide training on tools and responsibilities.
• Assign a buddy: Pair them with a colleague to ease their transition.

4. The Role of Feedback

• Gather insights: Ask for feedback on their experience to identify improvement areas.
• Adjust if needed: Be open to changes that enhance their onboarding experience.

Recognising Bad Onboarding

A poor onboarding experience can have serious consequences, such as lower productivity and higher turnover. Signs include:

• Lack of organisation: No clear plan or workspace setup.
• Unprepared managers: Managers unaware of the new hire’s arrival.
• Idle time: New hires left without tasks or guidance.

Supporting New Employees: Workplace Adjustments

Not all employees have the same starting point. Some may require adjustments to perform at their best. Examples include:

• Flexible working for carers.
• Assistive technology for disabled employees.
• Quiet spaces for neurodivergent employees.
• Temperature control for menopause-related discomfort.

Ask every new hire: “What can we do to help you thrive in this role?”

Retaining Employees: Wellbeing and Support

• Mentoring: Provide guidance from experienced employees.
• Buddy system: Offer short-term support for company navigation.
• Wellbeing check-ins: Schedule regular meetings to address concerns and offer reassurance.