Onboarding process: Employee retention begins with entry - Optimize onboarding with surveys and feedback collection

As a company, create a successful employee experience right from the start. An effective and inspiring onboarding process transfers the initial euphoria of a new employee for the new job and the new employer into a long-term connection with the company and creates the basis for a high level of employee engagement.

Onboarding surveys make weaknesses in the onboarding process of new employees visible and thus create the opportunity for positive change so that talent stays in the company

What is employee onboarding?

Employee onboarding literally means "taking on board". And this topic is of enormous importance! There are many reasons for this, and one very significant one: the shortage of skilled workers! In times when there is a shortage of skilled workers, employees can choose which company they want to work for. So a company has to offer its employees quite a few things so that they don't lose their talents to the competition. Onboarding is one of the most important experiences new employees have in a company. At this stage, everything is foreign to new talent. They have no ideas about working methods, business processes, informal regulations, organisational culture, technical infrastructure, etc. If a company does not cut a good figure during onboarding, it is not unlikely that a talent will leave during the probationary period.

Therefore, in the onboarding process, identify the measures that the new colleagues want or expect and are most important to them during onboarding.

Study: 84% see a need for optimization in onboarding

A study by the Haufe Group from 2017 shows why the topic of onboarding is so important. 84% of all HR managers surveyed see a need for optimization. The 227 study participants particularly complain about the lack of systematicity. It's hardly surprising that 15% of all new starters think about quitting after the first day. This value is even higher for managers.

What are the goals of onboarding

Professional training

Onboarding is therefore an enormously important process. Of course, one of the main goals of the onboarding process is still to reduce high recruitment costs and to achieve speedy readiness and productivity of new employees. This means that all necessary steps are explained as quickly as possible and work tools are available immediately. To achieve this, companies usually have an elaborate plan on how the onboarding process should proceed. But it's not just about finding a ready-made workplace with an employee handbook at the ready. Onboarding experience is the new magic word to retain talent. Onboarding experience means that new employees should have as many positive experiences as possible during the induction phase.

Social integration

In addition to the purely functional aspect, there is also the aspect of the smooth social integration of new employees into the existing organisational culture. From a psychological point of view, taking up a new job is a so-called critical life event. This means that it is a drastic experience for employees to start a new job, which can be accompanied by high stress and pressure. Therefore, it is important to quickly offer new employees a "home" where they can find their way around and feel comfortable.

Design of the onboarding process:
Tips and best practices

Basically, the onboarding process does not need to be intellectualised at all. If one applies reason and takes into account the simplest social customs, then basically almost everything is done. One might think. But if the company has a culture of self-centredness, of letting things slide, of resentment or even of bullying, then you shouldn't be surprised if onboarding fails early on and your new employees start thinking about quitting right from the start! But let's concentrate here on the "simple" and sensible organisational procedures and social behaviours that ensure smooth onboarding.

The first day: let your new employees get to know you first!

• It is important that new employees have a permanent contact person, i.e. someone who is always available for questions, advice and assistance. This person should personally greet your new employee at the entrance. Explain the course of the day and give initial orientation!
• First, show your new employees their new “home”, namely the workplace.
• A set-up PC with all the necessary applications that are required is one of the mandatory tasks of the onboarding process. Already printed business cards and an employee handbook as well as an onboarding guide with an induction plan are also part of the standard repertoire.
• First, familiarize employees with everyone they work directly with. It doesn’t necessarily have to be an “event”; that can be overwhelming. However, a personal meeting at the beginning is very important.
• Give the team a clear timeline. Ideally, each team member should have a personal conversation with the new employees about responsibilities and task content.
• Show your new employees around the house, show them all the important facilities, rooms, institutions and while you're at it, tell them everything you need to know about customs, break regulations, responsibilities, who your employees can turn to and what problems and challenges they have.
• Handle all administrative and organizational matters, such as childcare options, personnel matters such as handing over documents, social security cards, etc.
• Show your new employees that you are there for them on this day and that you are not “intermediating” them. So don't plan anything other than to support your new employees! If this is not possible for organizational reasons, plan initial tasks that your new employees can complete independently. And: Give your new employees some time to breathe and don't overwhelm them with too much organizational content or even rushing around.
• Remember that you are hiring not only managers and specialists in the company, but also people who perform simple tasks. Don't allow a two-tier society to emerge and give employees of ALL hierarchies the same thorough onboarding.

And what happens next in the onboarding process?

• Give your new employees all the necessary skills in using software tools and familiarize them with business processes so that they can start working quickly. Nothing is worse than your new employees having to sit around because there is no one there to explain and convey something to them.
• Communicate your corporate goals, values ​​and visions to your new employees. Explain to them the possibility of any further training and development opportunities
• As a manager, show yourself regularly, ask how they are feeling and what you can do for your new employees.
• Team members should take partial responsibility for onboarding new employees. A team is only as strong as its most inexperienced member, and it is essential that each team member takes some ownership of building a strong, cohesive team.
• You should provide your new employees with targeted support during the induction phase. This means you need to identify strengths and weaknesses and make offers for qualification.
• Conduct regular feedback discussions. Ask about the status of things, go through the induction plan and be open to suggestions, even actively ask about them. Because new employees still see your company with a certain distance and without operational blindness.

Tip: 9 top trends for employee onboarding

Onboarding feedback through onboarding surveys

Qualitative feedback

Qualitative and regular feedback on the onboarding process is extremely important for everyone involved! On the one hand, this is about understanding the experiences that an employee has had during the onboarding process. On the other hand, the feedback of new employees is extremely important feedback for managers about how the team “functions” and how the onboarding process as part of the employee journey ensures positive experiences for the new employees, so that they can quickly get to grips with the situation emotionally Companies are connected in the sense of employee engagement.

Quantitative feedback

Companies should not neglect the collection of quantitative feedback during the onboarding process via key figures in order to ensure consistent quality in the long term and to be able to identify potential for improvement and initiate measures. Quantitative feedback during the onboarding process can be collected quickly and easily via online questionnaires and evaluated in real time.

Example questions for employee onboarding

Employee onboarding is a very important touchpoint within the employee journey. Onboarding basically means the process and procedure of introducing new employees to the company. This is where new employees make their first important experiences with the company, with individual employees, with the technical infrastructure, with the corporate culture, the social spaces, the general atmosphere and with the working climate. So an onboarding survey is not just about asking whether the onboarding process is going smoothly. Onboarding surveys also reveal what the mood is in the company, what the general climate is like, from the eyes of a "third party".

An onboarding feedback questionnaire could look something like this

• Were you welcomed in a friendly and open manner?
• Were you officially introduced to your colleagues on the first day?
• Do you have a personal contact person available to you?
• Did you get access to all the resources that matter to you?
• Were you generally able to work immediately?
• How do you like the company's social spaces?
• Do you find employees friendly and helpful?
• Does the company let you take part in a program that explains the company culture, values, diversity and idea management?
• Have we discussed mutual expectations and goals with you?
• Do you know who to contact if you have any questions, such as…
  … personnel issues
  ... questions about IT
  ... questions about purchasing office supplies
  … Etc.
• Do you feel valued and welcomed during onboarding?
• Were you able to start taking on responsibility during onboarding?
• What could we do better with onboarding in the future?

1:1 live online presentation:
Conduct onboarding surveys with the employee experience platform QuestionPro

Our EX experts will be happy to provide you with a consultation on the topic of personnel planning at an appointment of your choice. Arrange an individual appointment.

Try the software for conducting onboarding surveys now for 10 days free of charge

If you have any questions about onboarding surveys, employee onboarding processes and onboarding feedback, or about employee surveys in general, please feel free to contact us. We look forward to the dialogue!

KEYWORDS OF THIS BLOG POST

Onboarding | Onboarding process software | HR | importance | steps