New employee onboarding plan: a practical guide

The integration of a new employee is a pivotal moment. It involves finalizing the recruitment process and laying the foundations for a healthy and successful working relationship. Welcoming a new arrival, also known as "onboarding," is a key step for the company, with multiple challenges: motivation, retention, productivity, etc. Companies understand this well and many now have an integration plan in place. QuarksUp, an HRIS expert, offers advice on how to successfully integrate new recruits.

What are the steps in an integration plan?

The integration process must follow a clearly defined path. To do so, it must adhere to certain key steps:

• Preparing for arrival: Remember to organize your employee's start date in advance (computer access, computer, work supplies, badge, phone, administrative documents for payroll and health insurance).
• Arrival day: On the first day, offer the new employee an orientation program by scheduling meetings with key contacts: manager, HR, etc. You can also organize a welcome lunch, which is a more informal opportunity to get to know each other.
• Assigning a mentor: To facilitate the employee's integration, you can appoint a mentor to guide them. This could be someone who is training them for the job (a colleague, for example).
• Weekly and monthly checkpoints: Set a precise schedule and remember that the integration plan is a long-term process.
• The end of the trial period: This is a crucial moment, allowing the employer to decide whether or not to confirm the employee's appointment and their permanent integration into the team.

Please note that for certain positions with a high level of responsibility, the integration plan may extend beyond the trial period.

What should be included in the onboarding email for a new employee?

In order to welcome the employee properly, it is a good idea to send an onboarding email. There are two types of these emails:

• welcome email to the employee;
• Email introducing the new employee to the rest of the team and the company.

The onboarding email for a new employee is intended to motivate and reassure them. It could take the following form, for example:

"We are delighted to welcome you to our team. We are confident that your skills will be a real asset to the future of our company."

It also allows you to inform them of the arrival procedure: "We will be expecting you at 9 a.m. on September 2, 2022. Ms. X will take care of the administrative formalities upon your arrival and will give you your badge."

It can end on a very positive note by reiterating the message of welcome to the new employee: "On behalf of the entire team, I would like to welcome you and look forward to having you join us."

The onboarding email to teams is sent by HR or the manager. It should specify the name and job title of the new hire. It explains the reasons for their arrival (replacement, creation of a new position, increased workload, etc.). It could be written as follows, for example:

"I am pleased to announce the arrival of Mr. X in the Y department. He will take up the position of ... from September 2, 2022. You will be working with him on such-and-such a project. Thank you for giving him a warm welcome."

How should the company and its future employees be presented?

The purpose of the integration plan is to give new employees an in-depth introduction to the company. This onboarding period is an opportunity for them to gain a thorough understanding of the company's business lines, markets, and values. To this end, the HR department may provide them with a welcome booklet. This document provides key information on:

• the company's history;
• its values;
• useful contact details: nurse, payroll, etc.
• the location and operation of the company restaurant;
• the timetables;
• the procedures to be followed;
• …

Good to know! Group integration sessions

Some companies offer collective company presentation sessions for several new arrivals. They sometimes produce corporate films highlighting key moments in the company's history.

During this onboarding process, new hires must be able to identify key contacts in the various departments. The HR team is responsible for scheduling individual meetings with these individuals. To ensure that information is communicated effectively, the manager organizes meetings with all team members.

Description of the duties and responsibilities of the new employee

The arrival of a new employee can be an opportunity to clearly redefine their responsibilities. In conjunction with the HR department, the line manager draws up a detailed job description. This will list all of their duties and related objectives.

To ensure a good understanding of the tasks involved, it may be useful to create working pairs. This will allow the new hire to observe the actions performed by one of their colleagues. This person can provide training on procedures or certain tasks that the new hire has not yet mastered.

Successful integration undoubtedly requires a clear definition of the expected tasks.

How can you improve your integration plan?

In the interest of continuous improvement, the HR department needs feedback from employees. The HR manager may ask them to provide a surprise report on their experience of joining the company.

To evaluate the effectiveness of the onboarding process, a satisfaction survey can be implemented. QuarksUp offers a personalized survey generator. The HR department can then evaluate the quality of its integration plan, particularly with regard to the following aspects:

• the duration of the integration process;
• a good understanding of the tasks;
• identification of key contacts;
• the sense of belonging.

The integration plan is a process that should not be overlooked. It lays the foundations for the newcomer's professional life within the company.

The 3 key points to remember:

• To retain employees, the company must take care with its integration plan.
• During this process, the newcomer must clearly understand their responsibilities.
• The integration plan must be part of a continuous improvement process.