The arrival of a new recruit within your company is a crucial event: do not skimp on resources and leave nothing to chance. Pampering your new colleague will allow you to keep this rare gem! Because yes, studies prove that one employee out of five in France leaves their company after only three months and that 4% even decide to leave their job on the first day because of poor integration (source: Welcome To The Jungle). Don't panic! To avoid turnover, all you need to do is apply effective onboarding. So how do you make the onboarding process a success?
The importance of onboarding in the recruitment cycle
An effective collaborator is a rapidly operational collaborator. A successful integration means a quick start to the job. And an employee who is quickly autonomous is the expected result of a good Onboarding !
The onboarding and retention of your employees in the company
Retaining newcomers by giving them a sense of belonging is the goal for your business to achieve. If an employee is fully committed to and committed to their company culture, they will be less likely to look for a new job. A well-thought-out onboarding should create this strong bond from the very first days.
To achieve this, it is essential to put in place initiatives that promote engagement, such as sessions to present corporate values, welcome events and team building activities. These actions reinforce the feeling of community and solidarity within the team. Regular interactions with managers and “mentors” can help newcomers feel supported and quickly find their place in the company.
The economic impact of a failed onboarding
A failed integration is expensive! If an employee decides to leave the company because of poor integration, this ends up having a cost (around 4000€, according to a Glassdoor study). Organizing a recruitment process requires careful planning and a considerable allocation of resources. If the new employee decides to leave, the process has to be started all over again!
The cost of rehiring can represent 50 to 60% of the annual salary for this profile. To meet these objectives, adding a digital touch to your onboarding will only boost the expected results. By using Beedeez, you open up your business to a lot of new possibilities. Always in motion, with a fun vision over the long term, your company will shine thanks to its dynamism and innovation.
Key steps in the onboarding process for your business
Pre-onboarding: before the employee arrives
In your onboarding process, it is essential to show attention to your future collaborator before they even start their first day of work.
- Communication of values and corporate culture
To start, you need to share the values and culture of the company with the newcomer. Send documents, videos, or links to articles or resources to allow them to immerse themselves in the spirit of the business before they arrive.
- Administrative preparation, and necessary materials
Ensure that all administrative documents are ready and that the necessary equipment (computer, telephone, access to software) is available. This preparation shows your seriousness and your organization, which will reassure the new employee.
- Setting up a welcome pack
Prepare a welcome pack containing corporate items (pens, notebooks, cups), useful information (office map, important contacts), and goodies. This thoughtful gesture helps create a sense of belonging in the employee (and this, even before they join your teams!)
Onboarding: welcome and integration into a company on D-Day
Once they have arrived at the company, it is important to warmly welcome your employee. It is essential that he feels valued by the company. For example, by organizing a welcome breakfast with colleagues, you're giving them the attention they need to make them feel comfortable.
- Organization of a guided tour and presentation of the teams
Offer him to discover the premises and his new colleagues through QR codes to be scanned (via the Beedeez application, for example). It is important to tell him that he has access to knowledge capsules at any time. He will thus be able to learn about the various key points of his position. Afterwards, he will also be able to challenge himself with his colleagues on the concepts he has seen via his training application. By answering the quizzes available in each capsule, you will be able to observe the rise in skills of your collaborator and encourage him to train if necessary!
- Setting up a mentoring system
A mentoring system allows the new employee to have a referent to support him. The mentor answers his questions, guides him in his first tasks and integrates him into the various teams. Do not hesitate to set up this type of system to facilitate the integration of the newcomer into the company and into your teams.
Training and skills development
- Scheduling training sessions
Plan some training sessions so that the new employee can acquire the skills necessary for their position in the company. You can use a variety of methods (face-to-face, e-learning, blended learning, practical workshops) to make the training even more dynamic and promote the memorization of key concepts. We also recommend using an LMS tool. or mobile learning to make the training more accessible and allow your new recruit to follow the modules whenever they want.
- Definition of an action plan and short-term goals
Establish an action plan with short-term goals to guide the newcomer through the first few weeks. This gives them a clear direction and allows them to measure their progress. Of course, this plan should include specific tasks, deadlines, and performance indicators to assess its success (or failure).
Integration monitoring and evaluation
- Establishment of regular meetings with HR and managers
Organize regular meetings with HR and The managers to take stock of the integration of the new employee. For example, schedule a weekly meeting during the first month with managers and the new hire to discuss their experiences and needs. These exchanges make it possible to detect possible difficulties, such as problems adapting to the corporate culture or technical challenges, and to resolve them quickly. Afterwards, Switch to bi-weekly or monthly meetings to continue to support employees and to ensure constant monitoring of their integration.
- Use of feedback for adjustments
Use feedback from the new employee to adjust the onboarding process. This feedback is valuable in order to continuously improve your approach and best meet the needs of newcomers. Here are a few ways you can get genuine feedback from your new hires:
- Send anonymous quizzes
- Organize one-on-one interviews
- Use real-time feedback tools
- Set up virtual suggestion boxes
- Conduct discussion groups
- These methods will allow you to gather valuable information to adjust and improve your onboarding process.
Technology and onboarding: the winning combination?
Integrating Slack as an onboarding tool
Use Slack to create spaces dedicated to newcomers. They will be able to find useful information, ask questions, and talk to colleagues.
To maximize Slack's effectiveness in the onboarding process, create specific channels for newcomers. For example:
- Welcome channel: A space where new employees can introduce themselves and be welcomed by the team.
- Resource channel: A centralized space where newcomers can find important documents, company guides, internal policies, and links to essential tools.
- Question channel: A space dedicated to questions and answers, where new employees can ask questions and get quick answers from colleagues or the HR team.
- Training channel: Use this channel to share training capsules, instructional videos, and links to online training sessions.
- Social channel: Create a space where new employees can discuss non-professional topics, organize virtual social events, and connect with colleagues on a more personal level.
And Beedeez in all of this?
To integrate a new employee into your company, use the Beedeez platform, the LMS for all teams, even those in the field. Send an email with all the instructions on Beedeez, so that your new collaborator can access them easily and quickly.
Then use the app's notifications to let them know what content is most important to follow. During his first day in the company, he will have all the information he needs to integrate well, whether it is about the operation of the company, the available transport, or safety instructions. So he will feel already comfortable even before arriving on site.
Optimizing the onboarding process
Customizing the onboarding experience
Each employee is unique, and customizing onboarding according to their needs and profile is essential. Adapt training, tools and materials to offer a tailor-made experience!
- Understand the expectations of your new hires
It is important to understand the expectations and skills of each newcomer. To do this, do not hesitate to conduct individual interviews or to send them questionnaires before their arrival. This information will make it possible to create a personalized integration path, targeting areas where the employee needs specific support.
- Adapting training modules
Then, customize the training modules according to the different profiles. For example, an experienced employee will require specific training compared to a novice. By exploiting e-learning platforms such as Beedeez, you can design modular and interactive training paths that adapt to the needs of each person. Knowledge capsules can be adapted to include specific content and quizzes to assess the comprehension and assimilation of information.
- Offer personalized mentorships
Also consider offering options for personalized mentoring. Assign a mentor who shares similar interests or skills with the newcomer. This mentor will be able to provide practical advice and moral support, thus facilitating integration and skills development.
- Gather feedback
Gathering feedback throughout the onboarding process is crucial. Organize regular meetings to discuss the progress and challenges faced by new collaborators. Use this feedback to constantly refine and improve your onboarding program.
Continuous improvement based on employee feedback
Continuously improving the onboarding process is crucial. Establish A report of astonishment to gather feedback from the newcomer and use their suggestions to adjust and refine your approach.
This report allows you to gather the new employee's on-the-spot impressions of their onboarding experience. This information is valuable in identifying what is working well and what can be improved.
When and how do you finalize onboarding?
The integration of a new employee does not end after the first few days. A good onboarding process continues even after the new employee has adapted. It is important to regularly organize teambuilding events (company evenings, seminars, etc.) to maintain a good dynamic within the team.
Your new recruit will also be able to continue training thanks to the training modules and the “memorization” function of their Beedeez application, and you can send them notifications to help them remember information. Thanks to the “gamifying” aspect of quizzes and battles, your collaborator will remain motivated by his revisions.
Once comfortable, he can offer to film his knowledge and tips to his colleagues via Tips, Beedeez's User Generated Content solution. The smartphone is a real asset in an onboarding process. The newcomer becomes an actor in his integration. He will enjoy participating in the life of the company because the gamification approach and The Microlearning format will make him want to go further and he will feel much more motivated.
Successful onboarding has a long-term positive impact on the employer brand. New employees become ambassadors for your company. By investing in an effective onboarding process, you build a solid business reputation, and you develop the attractiveness of your brand.
