The HR Solutions category of the ExactHire blog discusses wide-ranging topics, trends, and best practices within the Human Resources and HR Technology industries.

What are the Phases of Onboarding?

Onboarding is your secret weapon for attaining all sorts of goals for your business. For example, taking the time to make the best impression for new hires can help increase employee retention. Having a well-rounded training plan in place can catapult your new employee from lumbering novice to an agent of productive wizardry. The onboarding process can help you take the helm of your company’s culture to increase collaboration and reduce petty grumblings.

Small to medium-sized businesses often neglect the onboarding process at their peril. But realizing the potential of onboarding requires thoughtful planning. Taking new hires on the journey from clumsy newcomer to accomplished contributor calls for a phased onboarding plan.

Employee Onboarding Process Stages

You may find yourself saying “I hate the term onboarding” once you really take a deep dive into how you can make this process better. But I assure you, if you don’t take control of your new employees’ experience, your organization will suffer.

A good onboarding definition is simply the process of introducing your new employee into the organization. Employee onboarding can help your organization reach its financial goals, and that prospect is maximized when you create a phased plan for this important process.

Employee Onboarding Process Phases

There are six stages to employee onboarding. The first is project management, during which you plan and break down the steps for onboarding your new hire.

The second is preparation and pre-boarding. During this phase, you complete your background checks and brief the staff who will be taking part in the onboarding process. You’ll also communicate with your new hire to help ease lingering doubts about his new position.

Next is the tedious, yet necessary step, that you’re already familiar with: new hire paperwork. Employee onboarding software can help you easily crank out this administrative detail while saving time and reducing errors.

The fourth step is new employee orientation, followed by new employee training. During this phase, your new hire will be introduced to your organization’s structure and will learn how he fits in.

Finally, the last step, reviewing productivity and performance, will help you assess the success of the previous steps.

Process Project Management

In many ways, bringing in new hires and helping them evolve into productive and contributing members of the organization is no different than any other project. You can use the principles of project management to create your employee onboarding process flow. In this first phase, you consider your goals for the onboarding process and develop the basics, such as a timeline.

The goals you set for your new employee will help determine your metrics for the onboarding process. Make the goals specific with clear standards for success.

You want new hires to feel comfortable with how things are done at your company. You can do this by identifying what new hires need to know about the company’s culture and work environment. Consider assigning a coworker to mentor the new hire in the subtleties of staff interactions.

Remember that onboarding is a key factor in employee retention. Consider each onboarding stage from your new hire’s perspective. Consider what impression you want your new hires to have throughout each phase of the onboarding process.

The project management phase for the onboarding process workflow is also when you determine your timeline. Most employee turnover happens in the first year of employment. Incorporate support for that entire first year into your onboarding plan.

The project management phase is also a good time to rally your onboarding team. These are the people who will play a role in helping the new hire acclimate to her new role. Make sure each of these people understand their role in welcoming the new employee.

At the end of this stage, you’ll be able to create an onboarding process checklist. While many of the tasks on this checklist will apply to all new hires, you want to create a detailed checklist unique to each new hire’s position.

Download ExactHire's Employee Onboarding Checklist

Employee Onboarding Preparation And Pre-Boarding

The following onboarding process steps include everything on your checklist that happens before the new hire’s first day.

Don’t forget to think about the onboarding process project from the point of view of your new employee. In this sense, bringing on a new hire is much like your customer onboarding process. In other words, extend as much consideration to your new hire as you do your new customers.

Consider sending him a welcome email with photos and welcome messages from co-workers with whom he’ll be working closely. Include information about parking. Let them know which door they should enter through and who his first point of contact will be.

During the preparation phase, the new hire’s workstation should be set up with the relevant equipment and supplies. Don’t forget some company swag. It’s also a good time for the hiring manager or supervisor to send an email invitation to lunch.

This step in your employee onboarding process is also when you coordinate with security and the IT team to make sure the employee is outfitted with appropriate user IDs and access. Don’t forget to add the new hire to calendar invites and email distribution lists.

New Hire Paperwork

While business has seen a lot of changes in 2020, the content of new hire paperwork has stayed largely the same. From tax forms to payroll forms, the data gathered from paperwork keeps your company rolling and in compliance with important government guidelines.

The most tedious part of the new hire checklist, paperwork, is prone to mindless errors. Onboarding software can automate employment paperwork to save time and reduce errors. New hires will need to enter information only once to populate multiple forms. And the data they enter can cross over to your other human resources software.

After the new hire digitally signs her paperwork, paperless onboarding software can automatically direct her to the orientation checklist and training modules.

New Employee Orientation Checklist

Orientation is your opportunity to help your new hire acclimate to your company’s culture and conform to procedures. Your employee onboarding checklist will include all the items to go over during orientation. You can automate this portion of the new employee checklist with onboarding software. 

During this time, introduce your new hire to the company’s mission and its organizational chart. Your new hire checklist wouldn’t be complete without a review of the employee handbook and safety policies. Your new employee orientation checklist should also include benefits documents and basic administrative procedures from security to the telephone systems.

Your new employee onboarding checklist should include activities and/or content to help the new hire better understand your organization’s culture. Schedule lunch outings with key employees. Personal fact sheets are a great way for coworkers to learn about each other. Invite your new hire to complete one and give her access to her coworkers’ fact sheets.

Onboarding software is a great way to manage your new employee orientation checklist templates. You can find a free checklist here if you need ideas for what to include during orientation.  

Employee Training

Employee training is when your new hire learns the nuts and bolts of his new position. How long it takes to learn a new job depends on many factors. Your onboarding process should be thorough enough to encourage success, yet succinct enough for your new hire to get up to speed quickly. 

How long it does take for a new employee to be productive really depends on a comprehensive onboarding process. You should give your new employee access to training modules. Onboarding software can make the distribution and tracking of these modules easy.

New employee training should also be collaborative. Assign knowledgeable staff members to teach the new hire how to do various tasks. If you incorporate these tutorials as items on your onboarding software, you’ll be able to track their completion and coordinate communication between the stakeholders.

Throughout the training process, you should give your new employee clear standards by which they can gauge their own success. Help them feel comfortable and encourage them to ask questions. Their productivity and performance will depend on how well they grasp key information during the training phase.

New Hire Time to Productivity and Performance

Hopefully, these onboarding steps will lead to success in the last phase: productivity and performance. All of your goals for onboarding hinge on making sure your new hire graduates into a productive employee.

Once your new hire is trained, you can continue your onboarding efforts with support and feedback. Schedule meetings to provide feedback on the new hire’s performance. This is also a good time to introduce your new hire to additional training opportunities.

Let your new hire know his input is important, too. Ask him to provide feedback about the onboarding process. Encourage him to ask questions and address concerns.

From time to time, you’ll need to part ways with a recently hired employee. You can use onboarding software to manage your offboarding checklist. The data you acquire can be incorporated to give you a clearer picture of how to increase employee retention.

If you’re using onboarding software, you can effortlessly measure your onboarding success. Over time, you’ll collect enough data to know the average time it takes to onboard a new employee. You’ll be able to use that data to measure the time it takes that employee to reach the position’s expected level of productivity and competence.

A great onboarding process will help your organization develop effective, long-term employees. By reducing turnover and reducing the time it takes new hires to be fully productive employees, you’ll have a healthier bottom-line.

 

Want to learn more about onboarding software?

Schedule a live demo today!

Photo by Scott Graham on Unsplash

Why Are Applicant Tracking Systems Important?

It’s no easy feat being a hiring manager in the digital age.

A dozen online job boards means a dozen passwords and methods for posting openings. Over 150 million applicants are scouring those job search sites. Every position you post will likely receive hundreds of resumes. You have to sift through them all before you find the four to six candidates with the skills and experience to warrant an interview.

Or maybe you don’t. An applicant tracking system will give you the power to harness the digital age to make the most of your recruiting data.

You can let an applicant tracking system do the grunt work for you. The benefits of using software to track your hiring efforts go beyond saving a few clicks or tossing your password book. The built-in analytics that come with the system will help you hone your most effective hiring and retention practices. Ultimately, better candidates will become more valuable new hires with better retention rates.

Intro to Applicant Tracking Systems

An applicant tracking system will help you manage all your recruiting efforts, from posting the position to sending the offer letter and everything in between.

You’ll finally be able to post your open positions to multiple job boards and social media sites with just one click of your mouse. You’ll also be able to monitor your posting’s response across all those platforms. The data an applicant tracking system provides will help you optimize postings to attract higher quality candidates.

An applicant tracking system will allow you to customize your application for each position and location. You won’t need to depend on an individual job board’s capabilities. You can also use job screening questions to automatically rule out unqualified applicants. With an applicant tracking system, you can test your candidates’ resumes by requiring them to complete assessments.

Now that you have only qualified candidates in your job pool, you can begin sorting and applying status codes to applicants. An applicant tracking system can find resumes using keywords and other search parameters. You can save applicants and import them as potential candidates for future job openings.

An applicant tracking system doesn’t just make finding the perfect new hire easier. It also helps you track data for federal reporting purposes. You can automate the tasks and reports you require to ensure recruiting compliance. An applicant tracking system will even update the latest requirements to help you remain compliant.

Applicant Tracking System Features and Benefits

Applicant tracking software offers benefits and features throughout the hiring process.

Being able to attract more qualified candidates is just one applicant tracking system feature. For example, perhaps you’ve been too swamped to post your positions to more than a couple job boards. If so, you may have been missing out on your ideal applicant. With an applicant tracking system, you can post to multiple job websites with a single process.

Once job seekers find your posting, they can opt to apply for more than one job. The resumes and applications you receive can be saved for future job openings. With an applicant tracking system, you’ll be able to create a pool of applicants who have already expressed interest in working at your company.

You’ll be able to engage applicants on the devices they use the most. Millennials make up the largest demographic in the workforce. Your hiring process must be mobile friendly if you are going to reach the most candidates.

An applicant tracking system will make it easy for job seekers to post their resume and fill out your application from a mobile device. When it comes time to contact desirable candidates, you’ll be able to send text and email messages from within the applicant tracking system.

An applicant tracking system can improve the workflow of your entire hiring process. Everyone on the hiring team can work within the same platform. You can set up multiple users with varying levels of access. You’ll be able to set up interview questions and other documents for each position. You can search, sort and apply a status to applicants so only those who are most qualified are at the top of the pile.

From there, you can easily view all your communications with applicants. You’ll be able to schedule interviews. You can even disqualify candidates for future consideration. You can order background checks and send offer letters from within the program. Once you have your new hire, you can transfer all of her relevant information into employee onboarding software.

Applicant Tracking System Advantages

Companies spend billions each year in their recruiting efforts. Much of this cost comes from the time it takes to find, hire and train new employees. The cost is compounded when new hires leave before their first anniversary and hiring managers must go through the process all over again.

An applicant tracking system can help you reign in those costs. Many companies lack a centralized platform for their recruiting efforts. Job postings, resumes, and candidate communications are scattered in a slipshod collection of spreadsheets and filing cabinets.

An ATS offers features that you just can’t replicate. For example, the system can seamlessly integrate with online job boards. When an applicant tracking system is an Indeed partner, you’ll be able to allow candidates to view and start the application process for your job posting directly from Indeed. An applicant tracking system can upload a resume in PDF format to make it easy for job seekers on-the-go to quickly indicate their interest. Then, you may invite screened candidates to provide more information later in the selection process with a multi-step job application.

Putting your hiring documents and information in one easy-to-use platform will help you avoid wasting your team’s time. A robust platform that integrates with the latest hiring trends is better than learning how to build an ad hoc applicant tracking system with spreadsheets and a paper trail.

An applicant tracking system is better than an Excel template because it’s designed to parse through a large collection of data. Applicants will be loading their information into the system themselves when they apply on an easy-to-use job site featuring your company brand. From there, you’ll be able to search through applicant data without complex formulas. You’ll have simple searches and reports readily available.

With your system and hiring process in the cloud, you won’t need to rely on your company’s slow IT team. Your applicant tracking system also won’t be limited by the functional requirements of your company’s server. The scalability of an applicant tracking system means it can grow with your company.

Applicant Tracking System Disadvantages

Tracking applicants through an ATS doesn’t work for all employers.

It’s nice to have the capacity for data. But you’ll need to invest time for training stakeholders to manage the hiring process within an ATS system. For that reason, even stand-alone applicant tracking software is not for employers who hire rarely. And, an ATS that may be a part of an enterprise HRIS (human resources information system) is generally used by mid-sized organizations and larger businesses.

An applicant tracking system may not be necessary for employers that are not required to file recruiting compliance data. For example, businesses with fewer than 50 employees that also don’t have government contracts may not benefit from the data capabilities of an applicant tracking system. Such companies likely have just one person who manages the bulk of the hiring process using email folders, spreadsheets or a web form on their corporate website.

Characteristics of Top Applicant Tracking Systems

The best applicant tracking systems in 2020 bring candidates and the entire hiring team together. They’re more than a holding place for data. These platforms work harmoniously across users and sync across multiple websites.

Look for a platform that gives appropriate levels of access for all stakeholders. Your team will be able to collaborate from within the program. From the job’s qualifications to the interview questions, you’ll have an organized repository for the position’s important information.

A great hiring experience isn’t just important for your team. It’s essential for the applicants too. Look for a system that offers a customized online application on a jobs site that complements your branding.

The top applicant tracking systems in 2020 work seamlessly with the latest hiring trends to save time and money. But the savings don’t stop with the text recruiting feature. ATS analytic capabilities will help you zero in on the hiring practices that net you the best new hires. Increasing hiring efficiency is how many companies use applicant tracking systems.

Countless valuable features are why 98 percent of Fortune 500 companies rely on applicant tracking systems.

Perspective on the Applicant Tracking System Free Scan

One of the most powerful features of applicant tracking systems is their candidate profile scanning capabilities. You want to make sure the system you choose gets this feature right. Otherwise, the best candidates may float to the bottom of your talent pool if you can’t perform robust search queries.

Tech-savvy applicants will strive for an ATS-friendly resume. They may load their resumes with the keywords they think you’ll search for in your job scan. There are plenty of blog posts about applicant tracking system free scans online that may inform them and impact their perspective.

You don’t want a new hire who can manipulate the system. You want the best qualified candidate for your position.

Some online job boards offer an applicant tracking system free download. But these low-quality platforms don’t offer a robust job scan for candidate profiles. An applicant tracking system that’s free is not necessarily good for qualified job seekers and could sabotage your hiring efforts.

The digital age connects you with more highly qualified candidates than ever before. But if you don’t have a robust applicant tracking system, you’ll be bogged down with too much data and redundant processes. You’ll never know where you consistently find your best hires, and you’ll have trouble knowing how to increase your employee retention rates.

Coordinate more efficiently with your team. Advertise across job boards and social media sites with minimal effort. Find the best resumes without bothering with low-quality job seekers that try to buck the system.

A robust applicant tracking system will help you manage and organize your hiring efforts. Once your open positions are populated with rock stars, you’ll be able to retrace your steps and gain insight that will save time and money in the future. 

Want to learn how to choose the right recruiting and HR software?

Choose Right HR Software | ExactHire

Photo by Alesia Kazantceva on Unsplash

Don’t Expect Job Seekers to Complete Your Long Employment Application

While you have the best of intentions when it comes to improving your employer’s hiring process and better engaging job seekers, if you’re being honest, you’ve let a few excuses keep you from taking action to attract more applicants and retain employees. Don’t let excuses like the global pandemic continue to immobilize you from taking action to hire top talent now.

One of the common excuses we at ExactHire have seen lately is when prospective clients assume that they don’t need to shorten their employment application because a higher unemployment rate will ensure they still receive plenty of eager job seekers–regardless of a job application’s length. They do need a job after all, right?

This is the second video in a series about identifying the excuses we often hear and the strategies that ExactHire has the experience to know make a difference in your hiring success.

Long Job Application | Hiring Process Improvement

Video Transcript:

Hi, I’m Jessica Stephenson with ExactHire, and I’m here to share my latest “no excuses” video for those of you looking to fine tune your hiring processes for better job seeker engagement. And even though it can be tempting to use the pandemic as your excuse for waiting on those unemployed job seekers’ applications to roll in…your employment competitors already know that you can and should do more to engage future employees. And, they’re taking advantage of that knowledge, too.

Excuse: If they really want the job, they’ll complete the whole application!

So here’s the next excuse we at ExactHire know that some employers have been holding onto for far too long!…. If they really want the job, they’ll complete the whole application.

Once upon a time, this was more true. And, perhaps it will be sort of true once again as economic factors continue to shift over time.

In the meantime, your organization–however beloved it is in the eyes of your community–will never be so precious that it can entice top talent to complete a 52-question job application.

The job application rate numbers don’t lie.

According to an Appcast study referenced by SHRM, job application completion rates plummet by nearly 50 percent when an application has 50 or more questions rather than 25 or fewer.

Others say the impact is worse–Indeed research suggests that employment applications with just 20 screener questions lose 40% of candidates, with abandonment rate increasing as more questions are added.

You can bet that increasingly tech-savvy and on-the-go job seekers are abandoning your laundry list of a job application as we speak…their attention is only retained if you can allow them to raise their hand of interest on your opportunity quickly.

Your job seekers…and you…deserve better!

Strategy: Trim the question fat.

So, what do you do first? The obvious initial strategy is to shorten your application. But, obvious doesn’t mean easy.

Take the time to audit your application questions and consider what really needs to be asked at the onset of your hiring process. Do you need their references on the app; or, can you get them at the interview?

Modern hiring software makes it easy to edit and preview your application to include the optimal number of questions for your organization.

Think about how your application will appear to a job seeker as you make edits and then save it as a draft before you decide to publish it.

Still feeling overwhelmed? Okay, but probably not as overwhelmed as your job seekers are when they look at your current job application? No worries, we can help at ExactHire. Check out the link below and let’s improve your job seeker employment journey together!

Schedule a demo with ExactHire now!

We’re ready to learn about your hiring process!

Check out the other videos in this series…

Long Job Application | Hiring Process Improvement
Hiring Process Improvement | High Unemployment

 

High Unemployment is Not an Excuse to Avoid Hiring Process Improvement

I’ve seen a lot of change in HR technology over the past decade as well as many employer pitfalls when it comes to leveraging technology to improve the quality of hire and increase the number of job applicants.

Those employer pitfalls have really stuck out like a sore thumb this year, as the global pandemic has had a profound impact on employer recruitment and retention success. Creating a great hiring experience has never been more important to workforce productivity.

The excuses your organization may have made in the past about why you haven’t taken the time to improve your recruiting process must be remedied if you hope to compete for top talent in a post-pandemic world.

This is the first video in a series about identifying the excuses we often hear and the strategies that ExactHire has the experience to know make a difference in your hiring success.

High Unemployment | Hiring Process Improvement

Video Transcript:

Pre-Pandemic Employment – THEN

Hi, I’m Jessica Stephenson with ExactHire, and to say that it has been a volatile employment year is a major understatement. Whether your employer has laid off people, or is in a hiring binge, it’s clear the pandemic has shed light on the more troubling excuses we hear employers make about their hiring process.

Before the pandemic began, companies were navigating a candidate-driven market. The job seekers called the shots…and companies couldn’t find enough candidates…fast enough.

At the end of February, nearly 158.8 million US civilians were employed–that was a 10-year high. And, the unemployment rate was at a historic low of 3.5% (Source: Bureau of Labor Statistics).

The employment landscape favored job seekers, and while we were in a much better economic position, employers had to rethink their hiring processes to attract and quickly hire top talent. That meant candidates received multiple job offers, employers boosted their total compensation packages and some jobs went unfilled for long periods of time.

Some of those were evergreen jobs…those are the jobs that some industries always have open 24/7, year round. Examples of evergreen jobs might include servers at restaurants, cashiers at retail stores, tellers at banks, direct support professionals with nonprofits…you get the idea. The positions for which multi-location employers, especially, are always hiring.

Pandemic Impact – NOW

Fast forward to now. We’ve made economic improvements and US unemployment has improved to 6.9%…though it’s still almost double what it was in February (Source: Bureau of Labor Statistics).

Some jobs are still on hold, and others are at peak demand in an unprecedented way. Like manufacturers of safety equipment, pharmaceuticals, medical devices, e-commerce sites, online meal delivery services and software companies.

And like I said earlier, the excuses employers are making…are more exposed. So, what’s that first one?

A Higher Unemployment Rate Doesn’t Mean Hiring Employees is Easier

Unemployment is still pretty high now, and it’s an employer’s market so I’m not worried about applicant volume.

Not so fast…even though you’ve likely seen an increase in job listing views, application starts and even submissions since the pandemic began, know that some people are still opting out of traditional working arrangements for many reasons.

These reasons may range from a new need to work remotely in order to care for others…to a lack of motivation to work because pandemic-related unemployment resources have exceeded their normal pay rate.

And for people who are underemployed and constricted to a specific schedule of availability due to a short-term part-time job, they aren’t giving your job a second glance if you’re not conveying that your organization is still working hard–even in an employer’s market–to attract and retain good hires.

The Pandemic is Still Impacting Your Job Candidate Pool

According to a Washington Post article referencing Bureau of Labor Statistics data in May of this year, “if you took the official unemployment figure, added in people who wanted a job but were not looking for one, and then included everyone who had been pushed into part-time work, you could say that 26.4 percent of people lost work or work hours in April.

But hey, things are better now than in April, right? Yesss…but let’s recognize that this year more than 1 in 4 workers were hit by the coronavirus fallout.

Navigating that experience had a significant impact on job seekers and that impact has lasting effects…effects that you must consider as an employer.

Strategy: Communicate Your Employment Opportunity Differently

Since there are no guarantees that you’ll convert applicants…even in this job market…you must communicate differently.

And I don’t mean just trying different media to communicate (although that is important), I also mean highlighting your solutions to the pain points that today’s job seekers want to alleviate.

If they’re reluctant to return to work for social distancing reasons and your job can be done remotely, prominently display that in your job description…and even your job title.

If you’re open to flexible working arrangements such as temporary work or variable working hours, mention that, too.

Dedicate a portion of your careers site to spotlight your response to the headlines of this year such as the global pandemic and the fight for social justice and racial equality. Weave your employment brand and core values into every piece of career content with consistency, variety of delivery method and sincerity.

And just like you’re not willing to settle for a warm body in a job seat, while applicants may need jobs…they’re not willing to settle at organizations that don’t have brands or values that align with their own.

Has your organization been doing enough to navigate this volatile employment landscape?

Interested in learning more? Watch this webinar on demand!

Pandemic Hiring Recruiting Webinar | ExactHire

Check out the other videos in this series…

Long Job Application | Hiring Process Improvement
Hiring Process Improvement | High Unemployment

How Is Onboarding Related To Employee Retention?

Employers are facing more challenges than ever as they march into 2021. The pandemic, social unrest, and the general chaos of the past year have brought otherwise healthy companies to the brink, while decimating others that were unstable in the best of times. Our turbulent and uncertain era has illustrated one truth: the corporations that succeed will be the ones that don’t waste their financial resources.

Yet, decision makers often ignore a hidden siphon draining their financial reservoirs: high employee turnover. In terms of lost time, productivity, and resources, every employee that voluntarily leaves costs the company about 15 percent of their annual salary. That means a company loses $7,500 when an employee with a $50,000 salary quits. That percentage goes up when that employee has been with the company for less than a year. When the average company loses a third of such new hires, the losses eat away at the margins needed to weather unforeseen forces such as a pandemic.

You can’t change the news headlines. Luckily, there is plenty you can do to reduce unwanted employee turnover. The best place to start is with a robust and comprehensive employee onboarding process.

Importance Of Employee Onboarding

Onboarding in the workplace, whether positive or negative, creates a powerful impression in the minds of new hires. During those critical first days and months, new hires decide whether they will remain committed to their role or regret taking the position.

You invested time, energy, and money into wooing the perfect candidate. But if your onboarding process is chaotic, overwhelming, and disorganized, your dazzling new hire will be browsing online job boards before he has completed his W-4.

As you probably experienced during the hiring process, finding the right talent is a growing challenge. Eighty-three percent of companies agree: desirable, qualified applicants are harder to come by. There simply aren’t enough workers with the right education and skill set. The talent shortage is three times higher than it was just ten years ago, according to CNBC.

According to the Work Institute, “the escalating competition for workers and a shrinking talent pool are coming together, intensifying an employee-in-control marketplace.” With the job market tipped in favor of applicants, the last thing you want to do is send your lucky catch back to the job pool where you’ll be forced to cast your net again. Onboarding statistics show that the work of retaining valuable new hires begins on their first day.

The importance of employee onboarding becomes clear when you recognize its ability to dramatically reduce the stream of unhappy employees heading to the exit door. Done correctly, onboarding can reinforce your company’s image as being a well-managed employer with clear expectations that empowers employees and provides them with the support they need to succeed.

Employee Onboarding Statistics

Estimates vary as to what employee turnover costs companies. The Work Institute uses a modest estimate of 33 percent of an employee’s salary. When a recently hired employee decides to leave, the company loses thousands of dollars.

But a high turnover rate doesn’t just affect the costs associated with that one position. Organizations that habitually lose talent experience lower performance across the company. Low retention rates adversely affect morale and undermine the cohesiveness of the team. Your best employees often pay the price as their frustrations mount with an increasing workload.

Given the cascading effects of high employee turnover, it isn’t surprising that, since 2010, there has been a 46 percent increase in voluntary employee resignations. A third of these resignations happen before the employee’s first anniversary. First-year resignations are not only the most common contributors to turnover, they are also the most costly. It takes several months for employees to be productive enough to begin to offset the cost of their hiring and training.

Employee onboarding statistics 2020 show onboarding is your best chance to inspire new hires to stick around past their first anniversary, when their retention rate will dramatically increase. Your new hires feel understandably anxious about their new job. Not only do they want to do well, they want to be reassured that they’ve chosen the right company in which to excel. A well-designed onboarding process will let them know how they fit into their new role and how your organization fits into their long-term goals.

Despite the crucial role of those first days and weeks in a new employee’s longevity, Gallup onboarding statistics show that only 12 percent of employees feel their employer nails the onboarding process. Perhaps that is why, as employees plan their future, employee onboarding statistics tell us that 51 percent of those currently employed are looking for a new job.

Benefits Of Employee Onboarding

The benefits of onboarding don’t stop with employee retention. With the right process in place, your new hires will know more quickly what is expected of them. The early investment you make in their career within your company will pay dividends when they become independent and productive. Committed and motivated employees work harder, are more efficient, and have lower absenteeism.

When it comes to improving the employee onboarding process, the benefits of onboarding checklists can’t be ignored. Automating your checklist can be done within onboarding software so you make sure all of your new hires receive the information and training they need to be successful. You’ll finally be able to customize your onboarding packets for each position and its corresponding location. Your new hires won’t be bombarded with information that is irrelevant to their role.

Well-organized employee onboarding will help you ensure that you’re following all federally mandated regulations for new hires. Digitized paperwork means fewer errors and it is more easily retrieved. Security protocols will ensure only the right staff can assess sensitive records.

The advantages of onboarding also include setting the bar high in terms of expectations for new hires. You’ll increase their confidence in the management of the company. They’ll also see your company as a place where they can learn and grow.

The work of putting together new hire packets for all of your potential open positions that take advantage of the many strategies to reduce employee turnover may seem like one of the disadvantages of onboarding. But when considering the benefits of onboarding, survey how your current retention rates may be hurting your organization’s goals.

Employee Onboarding Reduces Employee Turnover

Once you realize its financial impact, you can begin thinking about how to reduce employee turnover through robust retention strategies.

Understanding why employees leave is the first step in managing employee turnover and retention. When employers wonder how to reduce employee turnover in industries as different as manufacturing and healthcare, the Work Institute found that the answers are similar.

The top four reasons employees leave a company are career development, work environment, management behavior, and job characteristics. Employees get their first taste of all four areas of concern during the onboarding process. Strategies to reduce employee turnover begin with onboarding.

Concern over career development is the most cited reason employees give for leaving their jobs. With employee onboarding software, you can present new hires with digitized training and online video tutorials at just the right moment to support them as they learn their new roles. You can create a checklist or schedule of training. You can even use triggers so that a training video won’t appear until the right time so that your new hires aren’t overwhelmed. When new employees are provided the information they need to succeed, they’ll feel that your company will meet their career development needs.

Employee onboarding is the perfect time to take control of your company’s culture and work environment. Task a new hire’s coworkers with various aspects of her orientation. You can even do this during the pandemic by having coworkers record a welcome video or schedule a virtual get-to-know-you meeting with their new colleague. By taking the helm of your company’s culture, you’ll create a pleasant work environment for your new hires and strengthen your team’s cohesiveness.

A comprehensive onboarding process helps managers understand what is expected of them as they welcome a new employee. Now is the time for managers to get to know their new team member. Knowing a bit about the new hire’s home life can help the management team mitigate another reason for employee turnover: work-life balance. Managers can also use employee onboarding to clearly set forth the expectations they have for the new hire and identify ways to help the new hire succeed.

Employee onboarding software will allow you to easily create customized new hire packets for each position. Armed with a packet that contains comprehensive and relevant information, your new employee can be comfortable in his or her new role.

The right employee onboarding process will create a good first impression in those retention areas: career development, work environment, management behavior, and job characteristics. Getting the impression right from the start will reduce employee turnover.

Impact Of Employee Onboarding

The travails of 2020 may have been unpredictable, but employers have always had to contend with external circumstances when making hiring decisions. The silver lining of this past year may very well be the enduring lesson that employees should be valued like customers. The financial impact for treating them like cogs in the wheel can be devastating when the world’s chaos starts circling your business.

You can avoid the often hidden, though significant, financial losses of high employee turnover. Done correctly, onboarding can lead to reduced employee turnover, meaning better margins and productivity. The best time to double-down your efforts to keep your talent is on their first day at work. Onboarding reduces turnover, increases your employees’ loyalty to your company, and inspires them to excel.

 

Download ExactHire's Employee Onboarding Checklist

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How to Create Digital New Hire Forms

Human resources professionals can improve employee onboarding by creating a process to complete new hire paperwork that is easy to follow and manage. Web-based (or digital) new hire forms are a great way to achieve this. Now, you may have people in your organization that can facilitate a process like this by using Excel, Word, or Adobe PDFs. However, the security of personal information should be a very high priority, and those programs often fall short in that area.

OnboardCentric by ExactHire allows organizations to create digital new hire forms that eliminate any security concerns. Our employee onboarding software contains your company’s handbook, policies, Form I-9, W-4 Form, and other new employee paperwork. Here’s how it works:

Implementing Onboarding Software–What to Expect

The process of building a digital new hire form is much more seamless than one might think. First, ExactHire gathers and reviews all the standard forms that you would like to include. If we have any questions about those forms, we will discuss them with you. And we are happy to answer your questions, as well!

Typically, our questions are aimed at understanding who fills out which portions of various forms. We also need to know which form fields will be pre-filled before the employee looks at the form. From there, our team will take the PDF, Word, or Excel forms provided to us and build the questionnaire into the system.

We will assign you an employee-level login to test your newly created web-based new hire forms. As a result, you will receive an email with a username and password requesting that you complete the forms. Then, you will walk through the questionnaire to submit your answers.

After you’ve viewed and signed your forms as a new employee would, you can view your forms as an administrative-level user would, and complete that aspect of the approval process.

Choosing Onboarding Software–Why ExactHire?

Collecting, managing, and storing sensitive employee data is no small task. While there are many online form solutions on the market, few can meet the specific requirements of a Human Resources department.

Our employee onboarding software is designed by a team with professional HR experience and credentials. Beyond simple forms, our system facilitates internal task management and offers features such as integrated E-verify, and push-to-payroll.

Finally, when local or federal governments release new compliance requirements or updates to forms, our team likely knows about it first. We help you respond to changes quickly, and we are always available if you have questions or advice.

 

 

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Provide your new hires with a secure, digital method to easily complete employee onboarding paperwork. Sign up for a demo to learn how ExactHire can partner with your organization to modernize employee onboarding!

Release Notes: Tracking Job Application Abandonment and Improving User Experience

Release Notes: Interview Scheduling, Custom Tags, Job Previews and Maps Integration

The State of Your HR Goals

Our clients are often looking for help in leveraging ExactHire solutions to meet their HR goals. Whether it be optimizing job templates, setting up custom reports, or integrating assessments into their hiring process, helping clients succeed is extremely rewarding for me. So it’s no surprise that ExactHire clients and HR success were on my mind last week when I was listening to Indiana’s Governor Holcomb deliver his 2020 State of the State address.

It’s All About Jobs and Impact

As I listened to the speech, albeit while wrestling my toddler into his pajamas, I made a mental note of how many times I heard the word jobs (or job). Because I know the mind can play tricks and make a person biased toward items they are most familiar with, it made me wonder if I was actually hearing the word job more frequently than other words.

So I ran a quick analysis on the speech and the word jobs was said 13 times. When taking out pronouns and articles, the only other words that were more frequently used were: Indiana, year, and state. I’m glad to know that my mind wasn’t playing a trick on me!

I feel like this is worth pointing out because the work of an HR department is important. I feel like all of you in human resources, posting your jobs, looking for the right new hire, are doing work that impacts not only your organization, but your state and country, too. It wasn’t that long ago when a human resources department seemed to be a thing of luxury. But now we have the ear of our lawmakers; we battle the largest challenge at most organizations; and we invest in the biggest assets an organization has – its employees.

While you might feel frustrated that you cannot seem to find the right hire or that filling a position is taking longer than expected, do know that you are taking on a critical component of the economy – working on things that make an impact larger than you may have initially thought, with ripples expanding outward – and people are taking note.

Helping You Achieve Your HR Goals

No business can succeed without setting goals. The most successful organizations are constantly reviewing past performance and making appropriate adjustments in order to achieve future goals. While this applies to whole organizations, it’s also true for individual departments. What are your HR goals? Where can you improve your outcomes or efficiency?

If you are interested in brainstorming ideas on how you can improve your applicant pool, increase the speed of onboarding new hires, or test drive software that may create efficiencies for you, don’t hesitate to give myself or any of my teammates a call.