Employee Onboarding Research Paper

The Importance of Communication in Employee Onboarding
Kim Boltenhouse
WRIT 320-Q2WW-W14
Cynthia Johanek
03/09/2014

Abstract The communication process of orientation with new employees has long been a difficult phase in the employment process. The field of human resources has recently deemed Onboarding as an effective way to address this phase of employment. The methods for communication with onboarding are not only for the employee but also for all individuals involved in the organization. Strategically through the use of various methods of communication, new hires receive essential materials for their job such as corporate culture, technology information, and company processes. This process lays
the initial foundation for their success and their long-term commitment to the organization and its goals.
The Importance of Communication in Employee Onboarding Onboarding is a relatively new term that encompasses the orientation process of a new employee it originated in the field of human resources. The term is so new that most well known dictionaries do not have not listed. Wikipedia refers to the term as “organizational socialization referring to the mechanism through which new employees acquire the necessary knowledge, skills, and behaviors to become effective organizational members. Tactics used in this process include meetings, lectures, printed materials and computer based orientations to introduce newcomers to their new jobs and organizations”. (Wikipedia, 2014) After careful investigation of this topic, most articles, and websites indicate that employees receiving these socialization techniques lead to a positive outcome for the new employees, and the organization. Such as higher job satisfaction, better job performance, and greater organizational commitment. Onboarding plans typically contain the history of the company, knowledge of corporate culture, role clarity, and plans for the employee to succeed. The most effective onboarding plans typically will include a written outline because it helps employees deliver better job performance faster, aligns with corporate strategies, and provides clear procedures for communication.
The Benefits of Employee Onboarding The key to the onboarding process is that employers must take a systematic orientation approach with new employees that clearly present the expectations for them and the existing norms of the new organization.
“Top employers recognize the trends associated with new hire orientation and retention” (Reese, 2005). Today’s Human Resources use onboarding procedures like a blueprint to the company for communicating with new employees. Communication within a company can always be a problem. However, with new employees it can be especially difficult. Changing the ways a new employee is communicated with have a positive effect on the employee as well as the company. An employee will remember their first few days at a new job. They remember how people responded to them when they arrived. They will remember if their workspace was ready with a working phone, the computer is set up for them, and even the welcome items on their desk, not just with the typical HR packet of paperwork. These first initial days of work will start to set the tone for their attitude about the new job. The level of effort put forth by the employer to welcome the new hire over the months to follow could possibly determine their length of stay and level of productivity. Benefits for the onboarding process extend far past the typical orientation programs especially when used along with best practices for the
process.
Best Practices for Onboarding Communication The primary purpose of onboarding is to help employees transition into the organization easily and more quickly. The best practices ensure the employee learns about the company, and its culture. “Employees are excited about starting to work and proper onboarding sets both employees and the company up for success. Starting on the right foot through good communication will go far in the employees first few weeks and even months” (Lauey, 2010). Small communication techniques at first will help them put their minds at ease so they can focus on other responsibilities. The communications should be well written and sent directly to the new employee and their manager. This communication will assure a memorable welcome and alleviation of a new employee’s natural anxiety. The written communication should always include what will happen between the offer letter and those first few days of work. The first written communications should include a welcome letter or email with an attached schedule of the employee’s upcoming onboarding activities such as who they will be meeting with, what time they need to be at work and where they should park. Strategically give all communications to the new employee during the onboarding schedule, so not to overwhelm them with every piece of paper they need. Start with the basic items such as computer login, organizational chart, phone listings for departments, and only the necessary HR items that need a quick return. Later in the week, give them printouts of specific policies that pertain to the job, handbook, and other appropriate information for their job. By providing this kind of information to new employees upfront and within the first few weeks, “Staff can identify better with the goals, mission and procedures of the organization, which can result in a sense of "making a difference" and increase effort and efficiency” (Stimpson, 2009). The best practices of onboarding assure that the new employee is successful and all new employees want to succeed and when given the right materials, most can. The efforts for continued communication with is crucial to how they perform and contribute to the company, and so using various methods of communications opens up a dialog of opportunity to continue that communication.
Methods of Communication for Onboarding Various methods for communicating is good and helps the employee maximize the retention of materials.
The article in Small Business Chronicles states “Good communication shouldn’t be limited to a single mechanism...”. (Duggan, n.d.) The utilization of methods can vary, use of written memos, verbal presentations, and multimedia are just a few ways to communicate to achieve higher retention. Written materials could include the use of email, memos, journals, and notes. Setting up a buddy system to help them adjust to fitting into the culture, can be part of verbal communication. Use technology to make the transition easier with videos, training and programs of work. Make it fun; use games like scavenger hunts, bingo, and other interactive ways of learning to help with retention of material. Whatever means is used make sure to keep the communication as simple as possible for the first few days. Also, make sure that after the first few weeks are over that informal feedback continues. This might include periodic discussions about productivity, assignments, and the new employees comfort level. During this time, conduct more formal feedback sessions, these sessions should include documented reviews of performance, and joint goals developed. Each session of communication should have clearly written and outlined. This allows the employee to have concise goals and expectations for their work. The manager needs to note on the career development plans for future opportunities, such as
cross training, mentors or leading a project. The final step of the onboarding process is a celebration of recognition for the employee’s contributions. This celebration should include a written note from the organization’s leader, and debrief of the onboarding process, asking for specific feedback on what was useful and what was not. By using various steps and methods of communication throughout the onboarding process, it will give the employee a greater sense of integration into the company and help them retain the material reviewed.
Conclusion
The new process of onboarding is the key to the new employee’s success as it lays the initial foundation and their long-term commitment to the organization and its goals. The practices and methods by which onboarding is communicated have a wide range of methods and styles, but most effective are the plans with written communication. An effectual onboarding process reassures the employee that they made the right choice about the company, and assists in laying a good foundation for employee engagement. What all this really means at the end of the day, is onboarding is all about making sure the new employees feel welcomed, they are adjusting to their new surroundings, and are giving all of the resources needed to do their jobs efficiently and effectively. References
Duggan , T. (n.d.). Communication problems in a business. Retrieved February 16, 2014 from http://smallbusiness.chron.com/communication-problems-business-2828.html
Lauey, S., (April 27, 2010). Creating an Onboarding Plan. HR Bartender. Retrieved February 16, 2014 from http://www.hrbartender.com/2010/recruiting/creating-an-onboarding-plan/
Onboarding. (February 13, 2014). Wikipedia. Retrieved from February 18, 2014. http://en.wikipedia.org/wiki/Onboarding
Reese, V. (2005). Maximizing Your Retention and Productivity with On-Boarding. Employment Relations Today (Wiley), 31(4), 23-29. doi:10.1002/ert.20038
Stimpson, J. (2009). ON BOARDING New Staff. Practical Accountant, 42(4), 18-28