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

How to Write a Job Description

Indeed.com, just one of many jobs sites, is home to more than 16 million job postings. How can yours stand out? How can you avoid underqualified applicants? Most importantly, how can you persuade the best candidates to apply to your company?

The answers to all of these questions begin with your job description. That small post of just a few hundred words has to do some heavy lifting. Your job description must be optimized for search algorithms. It must be clear and honest to help candidates self-qualify. Your job ad has to subtly communicate the awesomeness of your company to a small pool of coveted, well-qualified candidates.

Your job description must accomplish all these goals for one purpose: to convert only the best job seekers into a manageable pool of applicants. How can you write a job description packed with that much power?

Job Description Writing Guide

When thinking about how to write a job description, there are two things to keep in mind. First, you’re writing for the search engines. Second, you’re writing for the job candidates. Each of these “audiences” requires a different approach.

Search engine writing elevates your ad near the top of search results where applicants can find it. Writing your job description with keywords will guide algorithms to your ad. Keywords should appear in your job title and the description, especially the first paragraph. The meta title and meta description should also include keywords.

Keywords will get your ad in front of the applicant. But only clear and compelling writing will persuade readers to complete the application. When asking yourself how do you write a good job description, start by identifying your ideal candidate. Then create a job ad that appeals to that person.

Sometimes, a boss will ask employees to write their own job descriptions. Ideally, several stakeholders should be involved in crafting job ads. HR professionals should seek input from the supervisor overseeing the new hire and also the position’s co-workers. A marketing professional or content writer can craft a job description that is both SEO optimized and compelling for applicants.

 

Mobile Recruiting Guide

Best practices for Writing Job Descriptions

The best practices for writing job descriptions seamlessly weave SEO writing with persuasive writing. If you’re learning how to write your own job description, start by crafting a job description that clearly identifies the role. This description becomes the blueprint to which you add keywords. Finally, you’ll rework your description to persuade job seekers to apply.

What do you write in a job description? Things like the job title, pay range and shift should appear at the top. Next, include a brief summary of your company. Follow this by a summary of how the job fits into the goals of the company. You’ll want to include the most important or time-consuming duties and responsibilities for the position. Identify the minimum qualifications. Finally, identify unique requirements for the job, such as heavy lifting or repetitive hand motions.

Identify what words job seekers are using to find your position. These become your keywords. Use both general and specific terms. The first paragraph of your job description should contain all of your keywords.

Perhaps you’re writing a job ad for what your company calls a project manager. But many industries employ project managers. Someone searching for a position as an IT project manager would not be a good fit for a litigation support project manager. If your job description is for an industry-specific position, then include that information as a keyword.

Include keywords that specify required skillsets. “Java-Script Computer Programmer” or “B2B Content Creator” act as longtail keywords. They are more likely to appear at the top of results for applicants searching these terms. Being specific with your job titles will also help applicants self-qualify.

A Good Job Description Template with Job Responsibilities

When wondering how do you write an effective job description, consider your ideal candidate. What does this person want? For example, perhaps you want someone who works well with a team. This person wants to feel like a valued team member. Perhaps you want someone who can work independently. This person wants to feel trusted and empowered.

Notice that you’re writing to appeal to your ideal candidate’s emotions. In this way, writing your job description is much like writing content for customers. You want your candidates to feel good about applying to your company in the same way you make customers feel good about purchasing.

The best practice for writing the duties and responsibilities section of a job description will tap into a candidate’s desire to support a larger cause. Any job duties list can be written to tap into the applicant’s desire to contribute to something bigger than themselves. If you already track employees’ roles and responsibilities in an Excel or Word template, you can rewrite them from this purpose-centered perspective.

A job seeker’s decision to apply to your company is largely an emotional decision. In this way, applicant conversion is similar to customer conversion. However, you’re only hiring a few select applicants. Effective job descriptions will increase the number of preferable applicants while discouraging undesirable or unqualified applicants.

You can do this by highlighting the emotional benefits that the company values. For example, perhaps your open sales position requires travel. Enticing someone who “wants to see the world” may not attract the type of candidates you want. But you’ll appeal to more desirable applicants if you highlight the opportunity to “work with some of the most innovative and culturally diverse software clients in the world.”

Good Job Description Examples

Rework the key components of a job description to highlight the benefits applicants may enjoy.  The best job descriptions for 2021 will highlight benefits in relation to a purpose-orientated mindset.

Good job description examples of the duties and responsibilities for a receptionist may include answering the phone. A compelling description may be, “Be the friendly first point-of-contact for Esperion Therapeutics. Ensure a great customer experience by correctly determining callers’ needs and identifying the person or department best suited to meet those needs.”

Perhaps you’re wondering how to develop a job description for a service technician who will travel to repair equipment for clients. A persuasive job description may read, “Use your mechanical know-how to ensure a consistent customer experience. Keep client productions running smoothly when you travel to client locations nation-wide to diagnose and repair equipment or perform maintenance.”

What Job Descriptions Should Not Include

Now you know your job ad needs keywords and compelling writing. But what should not be included in a job description?

Overwrought Job Titles. Don’t include words like rock star, ninja, connoisseur, or anything similar in your job titles. Rather than creative, these words seem dated and desperate. Candidates aren’t using these terms to search anyway.

Unrealistic Qualifications. Ask yourself if you really need a branch manager with a Master’s degree. Or a receptionist who speaks Spanish. Or an assistant who can write Excel macros. Some qualifications aren’t as important as you may think.

Too Much Positivity. You also want to realistically assess the job. Is there something about the position that may be a deal breaker for some people? If the job requires overtime or working weekends or excessive travel, then clearly say so in the description.

Jargon and Abbreviations. Your words should be clear to a general audience and spelled out completely for search engines. Don’t use terms that only people in your industry or company would understand. Don’t use abbreviations.

Complete List of a Role’s Tasks. Your job description should not be an exhaustive list of the position’s duties. For legal purposes and to avoid wrongful termination suits, include phrasing that allows supervisors to expand responsibilities for the role.

Final Thoughts

Recruiters need to do more to attract top talent. With more than half of job seekers going to online job boards, the work of getting noticed by quality applicants begins with your job description. This small block of text must appeal to algorithms as well your ideal candidates.

But what happens when your amazing job description spurs a candidate to apply? The best job descriptions will fizzle if they end with email instructions. You can keep the momentum going when your job ad directs clients to a branded careers site where they can learn more about your company. You can sort and manage the data from the influx of awesome candidates when your branded careers site feeds into an applicant tracking system.

Do you want to know more about how to connect with job seekers online? Download our free guide, Connecting with Job Seekers in the Digital Age.

 

Photo by Tim Mossholder on Unsplash

How Much Does Onboarding Software Cost?

Companies may be breathing a collective sigh of relief now that the vaccines have arrived. The end of the pandemic is in sight. Economic recovery can begin.

Not so fast.

Have you thought about what the pandemic’s end means for your employees? A new survey says one in four of them will be quitting your company. Eagle Hill Consulting released a survey that indicates 25 percent of employees are planning to leave their jobs once the pandemic is over. The number climbs to 33 percent for Millennials and parents with children who are remote learning.

People will be leaving their jobs for a variety of reasons. But their departures will mean one thing for your company: rising employee turnover. Low employee retention can cost your organization thousands. As you prepare for future recruiting, you can also incorporate strategies to reduce employee turnover.

Effective onboarding increases employee retention by 82 percent.

You can prepare now for the new hires in your future. And by doing so, you can improve what may be the most important ingredient for creating high employee retention: your onboarding process. Effective onboarding increases employee retention by 82 percent. Onboarding software can further reduce your costs while improving your new employees’ experience.

Estimating the Price of Employee Onboarding Software

Before you can know the true cost of anything, you have to know the price you’re paying for not having it. You can’t calculate the ROI of best employee onboarding software until you know what your current onboarding process is costing you.

First, there’s the hours spent onboarding new hires. Someone in your organization is printing off those new hire forms and putting together the new employee packets. Your new hire is spending time completing the forms and handwriting the same information multiple times. Then the documents make their way to someone who inputs the information into a variety of software, databases, and spreadsheets.

Then there’s the not-so-straightforward hours spent onboarding employees. Someone is charged with chasing down forms when they’re not completed on time. That same person searches for forms that long-term employees completed on their first day. Has a sales person ever left your company for a competitor and there was nothing you could do about it because the non-compete form he signed a decade ago was MIA?

Next, consider the obscure number of hours spent training the new employee. These numbers are difficult to estimate if you’re not using employee onboarding software. Chances are, employees are stepping in to help when they can. Without onboarding software to outline a training plan, your new hire’s introduction to your company is an ad hoc assortment of good intentions and tedious forms.

Now you’re probably wondering, what does employee onboarding software do to improve the onboarding process? Software will streamline your onboarding process, saving both time and money. You’ll improve your new hire’s experience, increasing employee retention. Over time, you’ll collect data which can be used to further improve your onboarding process. You’ll find the cost savings and benefits make onboarding software essential to an effective and affordable employee onboarding process.

Factors that Affect the Price of Software

The price you pay for your new software will depend, in part, on how many employees you typically hire per year. As you consider what features you need from your employee onboarding software, also consider the current cost to onboard new hires at your organization.

New Hire Onboarding Packet: Your employee onboarding forms can be digitized for efficiency and to reduce errors. The information entered into electronic I-9 and W-4 forms can seamlessly integrate with your payroll software. Onboarding software also includes E-Verify integration, and electronic signatures are legally binding.

Company Policy Manual: Are you sure your new employees actually read your workplace and sexual harassment policies? You can integrate all of your new hire’s training into the onboarding software with training modules. These modules will educate your new hire on your company policies and ensure they have the necessary knowledge with short quizzes.

Assign Tasks with Email Reminders: With software, you can create a customized workflow for the onboarding process with tasks. You can assign each task to a stakeholder. This person will then receive email reminders to mark the task as complete within the software. Everyone will know their roles. You’ll always know where the onboarding process stands.

These are just some of the affordable onboarding software features to consider when you calculate the ROI of onboarding software. Onboarding software will also assist with various federal compliance tasks, such as reporting and security measures that keep information confidential.

Choosing the Right Onboarding Software for Small Businesses

When you decide to buy employee onboarding software, you may find companies that sell onboarding solutions cater to large organizations. Not only are these providers more expensive, they may not offer the level of HR support as a provider catering to small and mid-sized businesses.

Look for a provider that offers customer support for onboarding software tailored to SMB. A support team that is SHRM-certified will give you the detailed HR support small and mid-sized businesses need. And a realistic timeline expectation–or even a guarantee–for software implementation, along with a money-back guarantee, mean less risk for SMBs.

When considering how to choose employee onboarding software, look for E-Verify integration and comprehensive support features. In addition to HR-related support, you’ll want in-house technical support staff. And of course, software that is cloud-based means you won’t need to invest in IT infrastructure.

Get a Price Estimate for Employee Onboarding Software

Before you get a price estimate for employee onboarding software, make sure you find a provider that can handle your unique employee onboarding process needs. As an SMB, you’ll need unlimited onboarding software customer support at no extra cost. Many so-called top HR software vendors target large corporations and may not provide unlimited, personalized support.

Also consider how your employee onboarding software will integrate with your other HR systems. “Best of breed” onboarding software can readily accommodate payroll and other HR software systems. By creating a seamless digital onboarding experience, you save time, reduce errors and improve your employees’ experience.

Regardless of your timeline for HR software implementation, make sure your provider won’t tack on additional hidden charges. Look for a pricing structure that is straightforward, where you won’t need to pay extra for support or implementation. And finally, ask if you can try onboarding software risk-free for a couple months.  With guaranteed support, a risk free trial period, and a solid set of onboarding features, you’ll be ready to decide whether the cost of employee onboarding software is worth it.

Photo by Raj Rana on Unsplash

How Do I Write An Employee Application?

The digital age has transformed recruiting. From a branded careers site where applicants can search and apply for jobs to quick-as-a-click reporting that lets you see what works and what doesn’t, data-driven recruiting beats the old paper-pushing days of yore. But don’t toss your job application form in the recycling box just yet.

Far from being obsolete, the reliable questionnaire is still a heavy hitter in your recruitment toolbox. But if job seekers still need a pen to apply to your company, it’s time to write your employee application form for the Web.

The Basic Job Application Form

A simple job application form performs a straightforward role in your hiring process: gather enough relevant information to determine if the applicant should move forward in the next step of the recruitment process. A Web-based application form achieves this crucial task far more efficiently than a paper application as well as a number of other functions.

An online employment application form will transfer candidate information into an applicant tracking system (ATS). Capturing data through the application means your hiring team will spend less time typing and later correcting errors. It also means you can find and sort candidates easily using a search box. Later, you can file your EEOC reporting with just a few clicks rather than thumbing through file folders and creating a lengthy Excel spreadsheet.

An online employee application form is also more convenient for your applicants. When they find your job ad online, they can click over to your careers website and immediately fill out an application. You’ll benefit from a larger talent pool when your application process is user-friendly.

An applicant tracking system will allow you to create an online application form that can be customized for unique positions throughout your company. You’ll be able to ask applicants questions that are specific to their desired role or the location where they’ll work. If you simply make a PDF job application form from your current paper version, you won’t be able to tailor your questions to the applicant or sort through the resulting data.

 

Mobile Recruiting Guide

An Effective Job Application Form

A web-based employee application form is more effective than a paper, or even a downloadable PDF, version. Pairing your online job application form with an applicant tracking system will help you search through numerous applications to find the best candidate more quickly. But how can you write an employee application form in a way that encourages the best job seekers to complete it?

Consider the candidate experience during the application process. A slow or frustrating recruiting process can be a turn off for quality applicants who understand their worth. Take your application for a test run to experience your recruiting process from the candidate’s perspective.

A short, simple application form is almost always preferable to a long series of questions. Aim for an application that takes about 15 minutes to complete and has fewer than 20 questions. If you find that you need more information to narrow your choices, invite qualified candidates to complete a second, short employee application form.

Every iteration of your employment application template should be reviewed for potential legal issues. Not only will new legislation affect the legality of your employee application form, but so will recent case law. For instance, questions about education aren’t illegal, but a recent discrimination case may have been successful if the application unintentionally excluded a protected group.

Job Application Formatting Tips

Candidates are more likely to complete your questionnaire when you stick to a simple job application form format. The web page should tell the applicant at the beginning how long the application process will take. Use check boxes and drop down menus for questions with yes/no or predictable answers. If your employee application form has more than one page, include a page counter that lets the candidate know how many pages are left.

A job application formatted for mobile use will simplify the process for most of your candidates. Hourly workers, especially, are more likely to rely on their smartphones. But, professions with the lowest mobile job search rates—math and computer jobs—still see nearly half of candidates using smartphones to find their next job. Creating a simple job application form in a mobile-friendly format will increase the number of applications you receive from these candidates.

Creating even a simple job application form formatted for mobile use is a daunting task for IT departments in many small to medium-sized businesses. Fortunately, the best applicant tracking systems can take care of the numerous coding and capability issues that arise when creating an application for both Android and iOS. Applicant tracking software can offer a mobile-friendly employee application form that works with the most popular job boards and social media sites.

Drawbacks of Employment Application Form PDF

Quality candidates will skip your job application form if they need a pen to fill it out. Even if your employment application form is online, candidates will drop off if it’s too long or not mobile-friendly. But when you create an online employment application that’s easy to complete while still capturing the important information you need, you’ll benefit from an improved application to hire ratio.

Perhaps you thought a mobile-friendly, online employment application was out of reach for your business. In fact, an ATS that caters to your company’s unique needs will create your online employment application and give you the tools you need to mine the data for your best candidates. With your application form online, your business will be able to compete for the best talent.

If you’re thinking about ditching the pens and setting up an online employee application form, give us a call. We’d be happy to answer your questions and help you figure out if an online job application is right for you.

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What Are the Most Important Onboarding Forms?

If you’re paying closer attention to your onboarding process, congratulations. You’re one of the few employers that recognizes that turnover is costly and mostly preventable. An effective onboarding process—complete with the most important onboarding forms—is the first step to creating productive, long-term employees.

Employee separations are costly to a company’s bottom line. Work Institute estimates that the cost of an exiting employee is 33 percent of his annual salary. Turnover costs increase if an employee leaves before his first anniversary. Most employee separations are spurred by employees voluntarily quitting their jobs. For example, in January 2020, 62 percent of separations were voluntary quits. In 2016, voluntary separations cost U.S. employers $536 billion. The “productivity costs” can be even greater. Companies with high turnover simply don’t perform as well as companies that are able to retain their employees.

If your company wasn’t fiscally austere before, the pandemic likely created an urgency to reduce costs. Now that 2021 is underway, you’re probably considering the high cost of turnover and looking into ways to reduce it.

A comprehensive onboarding plan is the best way to start building a team of long-term employees. But as you ramp up your onboarding efforts, how do you organize all the pieces? Specifically, can modernizing your onboarding process help you keep track of the most important onboarding forms?

 

Download ExactHire's Employee Onboarding Checklist

Employee Onboarding

A good onboarding meaning is this: the process by which you introduce the new hire to the company and his role. But don’t be deceived by the simplicity of this onboarding process meaning. When planned well, your new employee’s initiation helps your company in countless ways. Those who quit before the first year likely do so because they’re unhappy with the job’s characteristics. Effective onboarding continues well beyond the first week and ensures your new hire gets support to meet the expectations of his position.

Onboarding paperwork is a crucial piece of your employee’s inauguration into your company. The data you collect will make its way into the employee’s personnel file. This information will inform everything from your employee’s direct deposit to her tax withholdings. Onboarding forms, like all employee-related files, will protect you in the event of litigation or audits. Your employee’s documentation must be correct and organized from the first day.

You put yourself at risk if you aren’t storing your onboarding forms and other employee documentation electronically. Your new hire may accidentally leave a form incomplete. Messy handwriting may increase data entry errors. Worst of all, you may find yourself on a scavenger hunt when you need the forms in the future. If key people leave the company, they make take the secrets of their ad hoc filing system with them.

Filing your forms electronically with onboarding software solves these problems. The software will alert the employee if she left any fields empty. You won’t need to decipher messy handwriting. You can ditch the data entry too. The data your new hire enters will transfer to your HR and payroll systems. And you can save the scavenger hunts for team building exercises. Your employee’s information is safe, secure, and accessible to only those who are authorized.

Employee Onboarding Process

A comprehensive onboarding process increases the return on your recruitment dollars. Your new hire will become productive more quickly. He will feel supported, without the frustration that commonly leads to high turnover in that crucial first year.

Onboarding is your chance to help your new employee become engaged in his new role. Her perception of your company begins with her first interaction and develops during that first year. Finally, onboarding is an opportunity to prevent cultural problems common in business: infighting, toxicity, and other problem behaviors that undermine the organization.

You’re probably considering what are the phases of onboarding. Remember, if your new hire leaves she will most likely leave before her first anniversary. Plan on continuing your new hire’s onboarding phase until at least the end of that first year. You can create an onboarding checklist to keep the process on track.

When considering what is the onboarding process for a new employee, think about the goals surrounding the position. Refer to the job description to create a timeline. Set the dates by which you expect the employee to be able to work independently on important tasks. Then, create a training plan to support the employee in learning her position’s responsibilities. Information about the new hire’s training plan can be organized and kept electronically with the rest of her onboarding forms.

If you use onboarding software, you can start with a training module introducing the employee handbook. The module can walk the new employee through the handbook and, when completed, she can electronically sign it. Onboarding software can present the next training module upon completion of the first to prevent overwhelm. You can set deadlines for completion of the modules that supports the overall training plan. If your new hire falls behind, onboarding software will send her reminders.

Onboarding Process Documents

Documents related to the onboarding process have far-reaching significance. These documents go beyond those required by state and federal governments. Your new hire’s onboarding forms shield you from liability. Items such as signed receipts for the employee handbook and harassment policies can be organized using onboarding software. Onboarding software ensures all the forms are completed and remain accessible for authorized staff.

Paperwork such as the I-9 and W-4 are obvious choices to put into digital form. But don’t forget about other onboarding documents. Non-disclosure and non-compete agreements are essential documents that should be digitized for safe-keeping. A completed application form contains verifiable information and the employee’s signature that the information contained is true.

There’s no need to use printed forms if you implement onboarding software. Electronic signatures are legally binding—as long as you follow the rules. Onboarding software will ask employees if they consent to electronic signatures. Employees will also be required to enter a password before signing a form. The consent and password will ensure your digital forms are legally signed and stored securely. Just as importantly, you always have the digital forms available even if key stakeholders move on to other positions.

Storing your onboarding documents electronically will help you adhere to the requirements surrounding these forms. For example, the Equal Employment Opportunity Commission requires you to hold onto several onboarding forms for terminated employees. Onboarding software will ensure that items, such as drug tests and accompanying results, are stored in compliance with these regulations.

Electronic forms also help you adhere to guidelines requiring you to control access to certain forms. EEO-1 forms identifying employees’ race and ethnicity have more stringent security controls than other, less sensitive data. Onboarding software with multiple security levels is the best way to keep sensitive documents secure.

Free Onboarding Checklist

Are you ready to reap all the benefits of a well-organized onboarding process? We created a free onboarding template to get you started. Our checklist helps you organize your onboarding process. We divide onboarding into four phases with associated tasks and onboarding forms for each phase.

Our checklist is further divided into categories, so you know exactly how each task and document fits into your larger onboarding process. Tactical tasks take the chaos out of compliance. These administrative details help ensure that you’re ready for audits and EEOC reporting.

Our strategic and cultural tasks are designed to help you improve on key performance measures. These are the tasks that will improve your company’s employee retention rate and your new hires’ time-to-productivity. Cultural tasks are activities that boost employee engagement and foster support to help new hires make it to their first anniversary.

Onboarding begins before your new hire’s first day and continues throughout his first year. During each phase of onboarding, different stakeholders will take on tasks to support your new hire. Our free onboarding template will help you identify these individuals and identify the ways they contribute to the onboarding workflow.

Each position may need a slightly different onboarding plan. Additional factors, such as multiple locations, can complicate the onboarding process. Onboarding software can track these variables. Using the software, you’ll be able to create an onboarding plan for each position and corresponding location. Within each onboarding plan, you can include the most important onboarding documents. The software ensures these forms are completed.

Previously, you may have been hesitant to take on a comprehensive onboarding process. You may have been overwhelmed with the many tasks associated with onboarding. Our free checklist will help you create an effective onboarding process while ensuring related documents are completed.

Creating a New Hire Checklist for Your Company

Your new hire paperwork checklist should have several phases. Pre-boarding begins before the employee’s first day. During this phase, you can send your new hire important documentation via email. Documentation could include a complete description of the responsibilities for the new hire’s job. An organization chart, corporate mission, and values will help your new hire to familiarize herself with the company. You can include a link to online information, including the company website and the benefits portal.

During the first week, your new hire will complete standard employment paperwork. You may consider taking her photo and inviting her to complete a short biography to post on the company’s intranet. Now is a good time to go over the results of any employee assessments you’ve administered and the training plan you’ve developed.

During the first 90 days, the employee is becoming more familiar with her new coworkers and her role within the company. Providing her with information about the company’s past and its objectives for the future will help her see how she fits in. Now is a good time to provide her with information about any incentives for bringing on new clients or employee referrals. A scavenger hunt or Bingo card will make seeking out information fun and memorable.

Once your new hire reaches her one-year anniversary, she is more likely to stay and become a valuable long-term employee. It’s important to include in your onboarding a plan for support for the period from the first 90 days to that one-year anniversary. Provide the employee with documentation about benefits as she becomes eligible for them. Go over her training progress and perform an employee performance review. Create a plan for support to help her overcome any revealed difficulties.

Conclusion

The global pandemic made businesses reevaluate their fiscal responsibilities. Companies are thinking about ways reduce costs without sacrificing performance. Reducing turnover is the key to saving money while also improving revenue.

Employees initiate most separations in the first year of employment. These departures cost your company a third of the employee’s annual salary. Your business can spend thousands recruiting and training new hires. A comprehensive onboarding plan is the most effective way to stem the flow of exiting employees. Onboarding doesn’t just reduce turnover. Effective onboarding will help you curate a winning team.

Expanding your onboarding may seem daunting if you’re still using paper forms and filing cabinets. Onboarding software can help you develop an onboarding process customized for each position. You can ditch the piles of paper and effortlessly organize your onboarding forms.

Are you thinking about implementing a more efficient and effective onboarding process? Our team is happy to help you.

 

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How Text Messaging Fills Positions Faster

Move over Zoom. The pandemic has bumped up another mode of communication: texting. Overall, 50 percent of the population is using text more often since the pandemic began. And if you’re one of the few recruiters not using text messaging for hiring, I might be SMH (shaking my head) at you.

Texting has been on the rise since the first 10-year old Millennial received a cell phone—check that—since the first two 10-year old Millennials received a cell phone. Businesses have been marketing with text for years and have seen huge results. Success with text marketing is no surprise considering a read rate of 97 percent within 15 minutes.

Okay, so maybe every American sends and receives about a 100 texts per day. But does that really make text messaging effective for recruiting and hiring?

 

Leverage Text Recruiting

Text Messaging Is Effective

Just ask Home Depot. The home improvement giant saw a 50 percent increase in response rate for texting applicants versus other methods since implementing a robust text recruiting strategy.

Like working from home and Zoom calls, text messaging in business recruiting is here to stay. There are just too many benefits of text recruiting, including speed and efficiency.

Both the hiring manager and the applicant save time composing a text versus an email. And unlike email, nearly everyone reads their texts, oftentimes within 15 minutes.

And if you’re still wondering is email or text messaging more effective for response rates, 82 percent of people turn on notifications from their text messaging apps. That’s probably much more than email considering only 27 percent of those who primarily use their phone to check email do so as the emails arrive.

Busy recruiters can manage multiple conversations in less time. That kind of efficiency is especially helpful for positions that typically have a high turnover rate. If you hire for these high turnover jobs often, then pre-screening may become one of your favorite benefits of text recruiting.

Pre-screening applicants over the phone can be time-consuming. But what if you could start winnowing down your hiring choice with a text conversation? You could get a lot of common deal breakers out of the way, such as verifying the candidate is still looking for a job and has reliable transportation.

The speed and efficiency of texting can reduce your time-to-hire metrics, especially for your high turnover, hourly positions. If you’re still wondering is text messaging acceptable, just ask the 86 percent of Millennials prefer texting during the recruiting process.

Hiring Problems That Text Messaging Solves

Text messaging has grown from a vehicle for informal teen chats to a commonplace form of communication in all areas of life. Texting efficiently relays information without the time-consuming small talk of phoning. It’s only natural that texting has made its way into the recruiter’s toolbox as an effective solution to several problems.

Text messaging applicants is more efficient than phone interviewing. Phoning potential interviewees is time-consuming. You’re unable to do anything else while you’re dialing, waiting for an answer, and actually talking to the candidate. Multiply the process by the several calls required for each open position and you’re easily losing hours in the first step of the interview process.

When you text message job candidates, you can quickly narrow down your choices. Save time by text messaging screening questions concerning a candidate’s availability and access to transportation. When you’re ready, you can schedule candidate interviews with text messaging.

Text messaging will reduce applicant ghosting. Increasingly, job applicants don’t respond to traditional communications. Most email messages—80 percent—remain unread. Entry-level job seekers do not always have email. Most people don’t answer calls from unknown callers, and many voicemail boxes are full or not set up.

On the other hand, nearly all texts are read within 15 minutes of being sent. Millennials, especially, are open to responding to texts from unknown senders. Typing away on a smartphone doesn’t deter applicants who already use their phones to apply for jobs.

Phone calls and emails can’t match the speed and effectiveness text messaging offers. But if you don’t have applicant tracking software to manage your text messaging efforts, you risk appearing unprofessional.

How to Text Message Professionally

If you didn’t know what SMH meant before reading this article, don’t feel bad; I didn’t either. Luckily, neither of us needs to be as fluent as a teenager in texting slang. If you’re recruiting via text, then you want to keep it as professional as possible. Adhering to professional text messaging etiquette while recruiting will reinforce a positive impression of your company.

  • Ask for permission to text during the application process. While it may be convenient for you, it may be a hassle for your applicant. Think of asking first as the golden rule for any business wishing to communicate via text.
  • Identify yourself, your company, and the reason for your text. Candidates have probably applied to multiple companies. Clearly identifying yourself and your purpose prevents any confusion. Using a text messaging template for recruiting will help you keep it professional.
  • Avoid texting slang. Always spell the word rather than rely on acronyms. Use proper punctuation and capitalize the first letter of every sentence. Never, ever use emojis.
  • Be personable. Don’t let your applicant feel as if she is talking to a chatbot. Address her by name and thank her for her time. Remember, your text is her first indication of how the company will treat her if she becomes an employee.

You can use applicant tracking software to create a professional texting strategy. A custom online application can ask the applicant for permission to text. From there, you can create text messaging templates for your hiring needs. You can even set the text messaging time of day using applicant tracking software.

Develop a Text Recruiting Strategy

Incorporating text messaging as part of your talent strategy can improve your time-to-hire metrics. Applicant tracking software that includes text recruiting campaigns will streamline and organize your efforts. Your strategy should develop text messaging cadences to avoid overwhelming the candidate with too many messages. You’ll reduce applicant ghosting significantly when you combine text messaging with email and phone. Finally, text messaging templates for hiring will help ensure your text recruiting campaign reflects your brand’s voice.

Text messaging was rising long before the pandemic. Now, social distancing means people are texting 50 percent more than before. Covid made texting mainstream, much like remote work and Zoom meetings. It makes more sense than ever to use texting in your recruiting campaigns.

Are you unsure of how to start engaging applicants on their mobile devices? Download our guide, Leveraging Text Recruiting to Engage Job Seekers. You’ll learn how to measure and maximize your mobile recruiting effectiveness.

 

Photo by Domingo Alvarez E on Unsplash

 

Virtual Onboarding Ideas For HR

The benefits of onboarding can’t be overstated. Propelling your new hires to productivity, reducing employee turnover, and promoting a positive company culture are all a boon to your bottom line.

Chances are your company understands the importance of introducing a new hire to the organization. You probably already had an effective onboarding program in place before 2020. When COVID hit, you may have hastily reworked your current onboarding process into a virtual plan. It probably included ad hoc Zoom meetings and email blasts with links to scattered documents.

The dust has settled, so to speak, but the pandemic rages on. Meanwhile, nearly two-thirds of employees who have been working from their home prefer to continue doing so after the pandemic ends. And yours may be one of the many companies that are realizing the benefits of a more productive workforce and less rent for office space.

If your company is embracing remote work for at least some of your employees, it’s time to build a virtual-first onboarding experience.

Build a Virtual Onboarding Experience

COVID has given you a sampling of the difficulties around virtual onboarding and the new hire experience.

Working from home means missing out on the benefits of casual, in-person interactions. New hires have an even more difficult time bonding with their team members. Your virtual onboarding experience needs to help your new hire feel like part of the team.

Virtual onboarding during COVID may have left you disappointed with your new hires’ rate of productivity. It’s just tougher to get the new person up to speed when no one is near to see how things are going. You need to plan for more support for your virtual onboarding process.

One of the benefits of virtual onboarding is that you can steer your company’s culture in a more positive direction. Remote employees won’t have run-ins with the complainers or gossips at the water cooler. And you can facilitate virtual lunches and coffee breaks with the people who have upbeat outlooks.

Making your new employee feel welcomed, getting that person productive, and managing your company’s culture are all possible when you put together the right virtual onboarding checklist.

Best Practices for Virtual Employee Onboarding Process

Putting together a virtual onboarding process that accomplishes all of your goals may seem nearly impossible now. But since constraint is the key to creativity, you may find your best onboarding ideas in 2021.

One of the first things you should do is create a virtual onboarding email template that includes a quick rundown of important information and links to important documents. Onboarding software can help you organize all of your new employee forms. You can even include in your welcome email a link to training modules in the onboarding software.

When it comes to virtual onboarding, the best practices facilitate bonding between co-workers as effectively as in-person interactions. Virtual onboarding ideas that will strengthen your team include assigning multiple “onboarding buddies” to your new hire and planning virtual lunches for them. The virtual lunch gives employees an opportunity to get to know the new hire and offer to help orient them. Often, the casual feel of a lunch lends itself better to positive interaction among employees.

As mentioned, the idea behind these virtual employee onboarding examples is to encourage interaction. Assigning multiple onboarding buddies to your new hire connects her with helpful, relevant resources that will help her become productive more quickly. Remember also to task your buddies with checking in on the new hire and setting up virtual coffee breaks or lunches.

Giving your new hire several people to lean on for support spreads the weight. Introducing your new hire to people from different, but related, areas of the company will help her understand the big picture. And finally, assigning multiple onboarding buddies will increase the odds that one of them will be a good personality fit with the new employee.

Virtual New Hire Orientation

Your virtual new hire orientation is a chance for new employees to learn about the company and their role within it. Orientation is often a more formal process than some of the fun virtual onboarding activities we’ve discussed, however you can still make it memorable.

Consider sending a welcome mail package to the new employee. Company swag will help your new hire feel like part of the team. Include printed copies of the handbook, benefits information and organizational chart. Your new hire will often remember information better if she can take notes on printed materials.

A virtual welcome email from the new hire’s manager can get the relationship off to a good start. Encourage team members to send a “welcome onboard” email too. They can offer assistance for questions, set up a virtual get-to-know you meeting, or come up with their own unique onboarding ideas. In fact, getting employees involved in the creation of new hire orientation ideas is the best way to create a process that complements your company culture.

When brainstorming virtual new hire orientation ideas, you should aim to create activities that are fresh and engaging. There are plenty of creative new hire orientation ideas that acclimate your new hire to his role without putting him to sleep. Some engaging virtual new hire orientation ideas include creating a scavenger hunt that will have your new hire delving into information found on the employee portal and company website.

ExactHire has created an onboarding guide with 77 ideas to get you started!

You can rework standard new employee orientation games for a virtual world. Ice breaker games such as Two Truths, One Lie still work well on Zoom. Create a trivia game that pulls information from the printed information your new hires receive in the welcome package. A Door Dash gift card prize is both easy and suitable for social distancing.

Finally, send a new employee introduction email to team members with a bio that includes personal facts such as hobbies and pets to discover shared interests. Make it a group email including the new hire and encourage employees to respond with information about themselves. Again, it’s all about positive interaction–even if that interaction is virtual.

Conclusion

Effective onboarding can help your new hires become productive, long-term employees. It creates a better company culture. Lower employee turnover and a stronger team will reduce costs and increase profits.

At least some of the workplace changes the pandemic brought are here to stay. Done correctly, a virtual onboarding process for remote employees can be every bit as effective as an in-office orientation. Download our in-depth guide for more ideas on how to improve your onboarding process.

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How to Use an Applicant Tracking System

Of all the decisions you make about your business, whom you hire may be the most critical. The people in your organization produce your product, provide service, and interact with your clients and the public. Your company’s reputation and, ultimately, its success depend on your employees.

So how can you find the right employees for your organization?

Fortunately, you can cast a wide net in the digital age. Thousands of job boards and networks offer you access to millions of job seekers. Unfortunately, when you post that job ad, you get slammed with too many applicants. Many of those applicants turnout to be unqualified candidates. You’re not exactly sure where your ideal candidate is hanging out in the digital world.

But you know the perfect candidate is in the pile somewhere. How can you find them? And how can you improve your hiring process to weed out poor candidates and attract higher quality applicants in the future?

As with every other business decision, making the right choice often depends on working with the best data. An applicant tracking system offers you easy access to hiring data and screening tools that help you avoid interviewing candidates who are a poor fit.

HRIS 101: Using An Applicant Tracking System

A human resources information system (HRIS) does more than manage your applicant and employee information. The right software will help you easily manage your hiring process from start to finish.

From keeping track of job ads for all of your open positions across multiple online platforms to finding the star candidate hidden in the heap of unremarkable resumes, an ATS will save you time.

An HRIS applicant tracking system can help you find the best candidates out of the hundreds of applications you receive. An ATS can scan resumes for the skills and experience you’re looking for. You’ll see your best candidates first.

With everything on your plate, you may be thinking you don’t have time to learn how to use an applicant tracking system. In fact, the right applicant tracking software is easy to learn and will save you time as soon as your first log-in. Applicant tracking systems often come with templates to get you started quickly.

Free Applicant Tracking System Implementation Template

If you’ve ever implemented new software, you know there’s a lot that can go wrong. However, a good provider will know how to implement an ATS without disrupting your business. This starts by choosing a provider that takes the time to understand your current hiring processes.

With the provider understanding your hiring process, your hiring team is more likely to be on board with implementation. Then, your provider can show your team how the software can make your HR processes more efficient. A good HR software provider should also encourage your hiring team to provide feedback on their suggestions.

Choosing a vendor that understands your hiring process and can provide suggestions to improve your HR processes is a good start. But you also need to ensure that the software is designed to help your team realize efficiencies right away.

The implementation of an applicant tracking system can be stressful if it doesn’t come with free templates–or default configurations. Without well-designed templates, your team will spend too much time creating fields and reports instead of using the software to manage applicant data. But be careful. There is no “one-size-fits-all” ATS, so look for a provider that will help you customize the system to fit your unique hiring needs.

Applicant Tracking Software that comes with free templates, yet has plenty of options for customization, is the best of both worlds. You’ll be able to see results quickly. And as you get to know the software, you can customize it to suit your needs.

Finally, make sure your provider will continue to work with your team to ensure success beyond the initial ATS implementation. Installing your new ATS and testing it to work out the kinks is only the first step. Your new software won’t do any good if your hiring manager is still clinging to spreadsheets and a filing system that doesn’t make sense to anyone but him.

Applicant Tracking System Training

The best practices for implementing applicant tracking software will include training for key stakeholders. It’s important that the company you choose provides applicant tracking system training and support.

The training should be focused on each role within the hiring team. For example, training your HR administrator is going to be a little different than training you hiring manager.

An applicant tracking software’s ability to organize documentation is one of its most useful features. When you use an ATS, you get the benefits of a well-organized and digitized knowledge base to replace clunky Excel files and loose paper stuffed in manila file folders.

The basics of an applicant tracking system will funnel applicants through your hiring process so you can choose the best candidate. Over time, your software will collect more data. You’ll be able to use this data to discover the best strategies for attracting quality applicants.

You’ll be able to create custom reports to help you know everything from the most effective screening tools to which job boards netted poor quality candidates. For example, you’ll be able to see performance statistics for all the job sites you’ve used on one screen. You’ll know which online platform works best for your industry and area.

Recruitment Tracker Checklist

You can use your new ATS as a recruiter tracker and so much more. Applicant tracking software will give you the power to manage and organize your entire hiring process.

ExactHire HR software allows you to create users with differing security levels associated with their applicant tracking system login. Your administrative department can enter data and run reports, while your hiring team uses a robust search engine to find the best applicants.

When you use ExactHire Applicant Tracking Software, you’ll be able post your job ad to multiple job boards with a single click. You’ll also be able to track applicant activity for all those online platforms side-by-side, on one screen.

Sort candidates using built-in status codes or create your own. Store applicant data to create a job pool for future openings. You can even flag low quality applicants to prevent them from being considered for future positions.

Finally, robust reporting features are the secret for how to use recruitment software to make hiring more successful and efficient. In addition to easy-to-use, built-in compliance reporting, ExactHire software also features source reporting. Using this feature, you can discover the hiring strategies that lead to successful, long-term employees.

Conclusion

Your company’s future depends on the people you hire. Your employees play a part in everything from implementing your business strategy to working with your customers. In short, your company won’t be successful if your hiring methods fail to find good people. An applicant tracking system will give you the tools to control your hiring process and uncover the strategies that lead to great, long-term employees.

 

What is the Best Employee Onboarding Process

The benefits of effective employee onboarding are often overlooked. But, done correctly, onboarding will contribute to your organization’s financial health. When you make the effort to acclimate your new employees to their new roles, they will become productive more quickly and will stay longer.

Finding and training the right people is expensive, and you risk wasting financial resources if you don’t do everything you can to make your new hires successful. By creating an effective onboarding plan, you’re also shaping your company’s culture into an environment that bolsters teamwork.

Onboarding acclimates your new hires to the company and their position within it. The best employee onboarding process will steer new hires toward success in their roles and create alignment with the company’s culture and values.

New Employees and Getting Started

It’s easy to be overwhelmed when considering how to onboard a new employee. You’ll need to create an onboarding schedule that’s unique for each role, even though many tasks will be the same for all new hires. For example, every employee will need to know and understand your harassment policies, but those in management will require further training.

Additionally, there’s pressure to come up with creative new ways to onboard employees. Like most employers, you’re probably experiencing a shortage of qualified applicants. You don’t want to risk losing your new superstar under piles of employment forms and reels of outdated videos.  

COVID-19 has created yet another series of challenges as many human resource professionals wonder how to onboard new employees remotely. You can get started by breaking down the steps to onboard a new employee.

First, consider your onboarding goals. These goals will vary for each position. In general, the onboarding process should transform a new hire into a productive team member.

Determine the metrics you’ll use to measure how long it does take for a new employee to be productive. These metrics will become goals for the new hire. Determine the support your new hire will need to achieve each goal. Armed with this information, you’re ready to create an onboarding process flow chart.

Employee Joining Process Flow Chart

An employee onboarding process flow chart is a powerful visual tool because it creates benchmark deadlines. Your onboarding flow chart should take your onboarding processing from the preboarding stage through to the employee’s first annual review.

A team member should be assigned to each phase of the flow chart and a deadline should be assigned. Goals should be clearly communicated for each item. You can use onboarding software to manage communications and organize important documents.

Onboarding software can help you create a flow chart for the new hire training process. The flow chart you create with onboarding software can assign tasks to your onboarding team. The customized workflow can automate assignments and trigger reminders. Team members will be able to access files and reports from within the system.

Software can help you organize your onboarding process and save you time. Using software, you can easily create an onboarding process flow chart template for every position in your organization. New hires will be able to fill out their employment forms digitally and their information can seamlessly merge with your human resources system. Everyone on your team will spend less time inputting data and managing records.

New Employee Orientation

The best orientation practice will help your new employee understand how his role fits with the company’s larger picture. Orientation is your opportunity to present your company’s mission. This crucial introduction will help rally your employees around the company’s values. It’s a key component to creating a strong team.

Many organizations create games to make new employee orientation fun and memorable. You can create a mock game show using questions about the employee handbook. Or you can create an office scavenger hunt for new employees. To help new hires get to know their coworkers, give them an autograph book. Tell current employees to initiate a short get-to-know you conversation when they sign the book.

The best practices for employee onboarding will incorporate a technology perspective. You can use onboarding software to create training modules for your new hires. Use the triggering feature to avoid overwhelming employees. You can even send automatic reminders to gently nudge employees to complete training modules.

Onboarding software will come with free templates and checklists to make new employee orientation easier to manage. You can create new hire packets quickly and easily.

Virtual New Hire Orientation Ideas

COVID-19 has upended the onboarding process for many companies. If your organization operates in a state that has mandated work-at-home policies, you may be concerned about providing your new employees with the support they need. Even if your employees are able to work onsite, masks and social distancing policies may undercut your efforts at team building.

Now it’s even more critical to make sure new employees are able to build rapport with their coworkers. Advise supervisors and team members to check in with new employees while they learn to navigate their role in a pandemic world.

Many organizations have turned to creative ideas for new hire orientation during the pandemic. Make the most of virtual meetings. You can avoid “Zoom fatigue” by utilizing breakout rooms and doing interactive activities.

Team members can also create a welcome video for new hires. You can also encourage team members to have a virtual “coffee break” during which they can chat and get to know each other. You can use these techniques and others to encourage the socializing and relationship-building that happens naturally in the office.

Ideas for orientation can include a presentation for new hires during which the team can get to know each other with ice breaker questions. These ideas include employee orientation videos and PowerPoint slides that new hires can view remotely.

New Employee Welcome Packet PDF

You can send the digital portion of the welcome pack to the new hire’s email. Include welcome messages from the new hire’s manager and team members. Also include a link to the online benefits portal as well as their digital employment forms.

The welcome pack should include the things all new employees need to know. Include the company’s mission statement and organizational chart with the employee welcome booklet. The new employee welcome packet PDF should also include the company handbook and policies.

The welcome packet is also an opportunity for your new hire to get to know your brand. Throw in some company swag such as a t-shirt or a hat. Mix in professional items with fun items. A personal development book with something fun like a mini basketball net to go over the waste basket will foster productivity and creativity.

Your new employee will grow as she moves through the stages of the onboarding process. The welcome packet, orientation, training, productivity goals and ultimately the first year performance review should all be structured to support your employee’s success.

Employee Onboarding Process Flow

The key to a smooth onboarding process is a checklist. Software can help you easily create and customize a checklist for each position. You’ll be able to assign tasks and deadlines from within the application. Each stakeholder will be able to access the checklist and communicate from within the software.

The employee onboarding process should flow seamlessly from the preparation stage all the way to the first annual review. When you use onboarding software, you can track your progress and data so you can improve the onboarding checklist over time. You can create a questionnaire for new hire’s to complete at the end of their first year to find ways to improve your onboarding process.

If you’re wondering what the phases of the onboarding process are, we’ve broken it down for you here.

Employee Onboarding Process Summary

Strong job growth over the past decade and, more recently, the pandemic have forced organizations to get creative with their employee onboarding process. The talent shortage of the past few years has made hiring more difficult. COVID-19 has made it difficult for new hires to build relationships and acclimate within their new organizations.

The unique challenges companies face going into 2021 mean the employee onboarding process is more important than ever. By using digital tools to foster community and putting extra effort into team building, you can increase employee retention and build a stronger team.

Companies are finding it takes more than converting their welcome packet into a PDF file to meet the digital challenges during the pandemic era. As it becomes more difficult to find and keep talent, more companies are asking what is the best employee onboarding process that will reduce turnover.

But the best onboarding process hasn’t changed in these stormy times. A new set of challenges simply helps you see the solution more clearly. By seeing the onboarding process as an opportunity to support your employee’s success and develop a dynamic company culture, you can bolster your organization’s financial health. 

 

Want to learn more about onboarding software?

Schedule a live demo today!

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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!

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