The employee onboarding process is crucial for any organization that wishes to establish a workforce that is engaged and therefore committed to the organization. One study suggests that 88% of companies experience high rates of employee turnover as a result of a poor onboarding process. At PeopleGoal, we provide you with the tools to ensure that each employee develops a full understanding of their role; preparing them to get stuck straight in with fulfilling their responsibilities.
In this tutorial, we will go through a step-by-step demonstration of how to create an employee onboarding process. We recognize that every organization has its own culture and are run with their unique set of ideals. Consequently, the onboarding process must be suitable to align new recruits with these concepts.
This article will provide an overview of the process that can be applied to either the Pre-Onboarding or Onboarding checklists.
Follow the steps below and you'll be able to install and create your own Employee Onboarding Process in next to no time:
Without further ado, let's begin!
After the workspace has installed, click the Onboarding tab in your Workspaces page. You are then able to go ahead and edit whichever of the three Onboarding apps you want to use.
On installation, all of the templates have already been set up with pre-built questions and states ready for use. If you don't require any further customization then skip ahead to step 4.
The template is currently set up with a series of states that will prompt the onboarding process along with the relevant participants to provide the needed information or checks for your new hire. For example, in the first state the employee is prompted to give some personal details such as name, email address, postal address and so on.
For each step in the process, you may want to review and edit the specific questions/checks to be made for the new employee. These instructions apply to each state in the process; it's completely up to you to determine which, if any, you wish to customize or reconfigure.
Elements are individual form fields that allow you to prompt the user to give specific information. You have the ability to change each element to suit your unique process and company needs.
In this example, the company has offices based in multiple countries so we are changing the "Employee: Postal Address" element to have include an extra line for this information. The checklist can be completely reconfigured to include any information that is relevant to your organization.
Note that any changes made are only applied to that specific element. This means that if you change the size of the respondent's text area, this will not affect other elements. If you want the altered text area to be set across multiple elements, there is an option to duplicate an element once you've got it set to how you want it.
A new element that might be useful to add is a Date range picker in Calendar. You could use this to determine if a new employee has any pre-booked holidays or periods of absence that would affect their onboarding.
This example demonstrates how you might create a new section to reference a Pre-Onboarding Checklist within the Onboarding Checklist app. After creating the new section, we select Option and click Item select. We change the name of the section to inform users that they can link the two checklists for later reference. This section has been set to optional, as it may not always be necessary to include. This tool is useful if there is information from another app that can be incorporated into the Checklist, particularly as it saves having to fill out the same information twice.
Within your onboarding process you will likely have a variety of managers or individuals who are required to participate in making checks. This is where the use of states provides the steps in your onboarding workflow. Each state has its own participant and these enable the onboarding process to develop.
The states set in the pre-built template require input from pre-determined individuals. Each state's participant will be prompted to input their specific information. There are then confirmation states to ensure that the necessary information reaches the correct participant.
You can add as many states as you like to your onboarding workflow, enabling each stakeholder to participate and allowing you to create a complex process with ease. Additionally, it is possible to control the visibility of sections (and individual elements) in every state. These can be set to read-only, editable or hidden for the selected state participant.
When onboarding a new employee it is important to maintain an open channel of communication with them. This way, they have the best opportunity to understand what is going to be expected of them in their role. Furthermore, it should make them feel valued and well-considered by peers and colleagues.
For this reason in the example, you can see how we have added a new Employee Confirmation state in the Employee Onboarding template. This will fit in as the penultimate state in the workflow, providing the employee with read-only access and therefore greater clarity on the checks made by each department in the process of onboarding them.
In this example, our team has moved to working completely remotely and so there is no longer a need for the office administrator checks. Some responsibilities may be delegated to HR or the line manager but as you can see the Administrator Checks State is no longer required in the workflow and so can be deleted. We'll also delete the Administrator Checks section in the template as those questions no longer need to be answered.
Each state has a default status flag which indicates to participants what stage of the process their item is in. Your Onboarding apps are pre-built with default status flags, which you can alter.
In the example, we have added a new flag "Awaiting review" that can be applied to the later confirmation states in the Onboarding App. With this new status flag, the employee and all others involved in the process will be made aware that the checklist is almost complete. It's also advisable to delete status flags that are unused so that they don't clutter up your item filter once you start onboarding employees.
Within each onboarding process there will be a whole host of participants involved to make the relevant checks or provide information. The Onboarding Apps allow you to manage precisely which participants you intend to include in your workflow. Depending on which department or team your new recruit is joining will determine which managers or individuals are required to participate in the checks.
It is possible to automate this process through your account's Relationships. This is particularly helpful to automatically populate an employee's line manager or hiring manager in the onboarding workflow. If you have individuals from HR, IT and Admin who will routinely take on responsibility for onboarding employees, you can also assign them as default users. Setting up your participants beforehand means that when an employee's checklist is opened, all of the people who need to be involved in the workflow are automatically assigned.
In this example, we assign the default user for the Administrator and IT Checks to the relevant employees. We also alter the default relationship of the Line Manager to be Manager.
Typically only certain individuals involved in the process of onboarding need to be able to see each step. This is why the template is set up as default - with only particular participants (new employee, hiring manager, line manager) set to Full visibility.
The onboarding employee can edit the boxes relevant to them, then after the manager or other individuals have commented on the employee's checklist they can see a summary of the whole process.
Likewise, the Line Manager can see all of the comments made by the employee without being able to edit them. They then have access to the specific text area to make their comments in response.
As the checklist may contain sensitive information, those who do not need to see this are prevented from doing so. By setting Limited visibility under "Visibility level" for the necessary participants, we are able to protect this information.
Click Save changes to confirm your updates.
Permissions control access to your app within your PeopleGoal team. Different levels of access will determine to what extent users can create/ edit checklists.
For Onboarding Checklists, we'd recommend that you set the permission to Access Denied. This means that account-wide, users can't access the Onboarding workspace. We'll then set up specific team and user permissions so that only new joiners can access the onboarding apps.
The user who installed the Onboarding app template has Owner permission by default. Any specific team and user permissions then replace the default permission type.
You can then simply add new hires to the New Joiners team for as long as they need to complete Onboarding, and remove them from the team when their onboarding process is complete.
Nice one! With all of your questions, participants and permissions in order, you're all set to start your onboarding process.
Note that in starting any onboarding process, if you do not have automated participants then you will need to open the new checklist and select the relevant managers/state participants. Learn how to do this in part i. below.
Scheduling an onboarding process in advance of an individual joining can be useful to ensure that all the necessary measures have been correctly put in place.
Launching your onboarding process is not the end of the line. Onboarding is something that you should look to continually develop and improve as your company grows. By gathering and recording the experiences of those who have gone through the onboarding process you will be able to construct a fuller understanding of how informative your process is. A New Joiner Survey will enable you to collect feedback that will be beneficial for both new employees and your company.
From this feedback, you can then learn and improve your process to ensure that new recruits get all the necessary information and have the best experience possible when onboarding. This is crucial for maintaining higher rates of employee retention, as employees who experience a poor onboarding process are far more likely to be disengaged by their work.
So there we have it, you should now be able to go ahead and launch your onboarding process with ease. Having completed this, we recommend taking a look at our other workspaces to really drive better employee performance, engagement and more. We'd recommend installing the Engagement workspace to set up weekly pulse surveys, mood surveys or employee engagement surveys. All of which will enable you to monitor the employee experience of working in your company, beyond the initial stages of joining. You'll find all of these and more in our App Store.
PeopleGoal Support Team
Account Management & Implementation Specialists