What Is Onboarding?
The onboarding process is more than paperwork. It sets the course for your new hire’s future at your company. Successful onboarding includes:
- A way for the new hire to create and develop relationships with managers, teams, and the company at large.
- A concrete outline of job responsibilities.
- A detailed path of what is needed to advance within the company.
- A process for goal setting that involves both the manager and the new hire.
- An introduction and induction into the company’s culture.
What are the keys to successfully onboarding your new hire using your HR onboarding software?
Fill Out Paperwork
Onboarding is about more than just W4s, W2s, and I9s. Of course, this needs to be taken care of, and your onboarding software has the tools to help.
HR onboarding software has common forms pre-uploaded, so your new hire simply fills them out. When the new hire submits, the task is automatically assigned to the next person who needs to sign the form. Bottlenecks can be automatically addressed via email. If, for instance, the new hire hasn’t filled out his tax paperwork or uploaded her driver’s license, an automatic email reminder will gently nudge the process along.
One of the most important aspects of onboarding software is the ability to safely and securely e-sign documents. If you’ve still got to print out, sign, and scan in all your paperwork, your process is going to slow significantly.
Any onboarding software will collect the basic demographic information of your new hire, but you’ll likely want additional information. A good HR onboarding software program will allow you to create questionnaire templates so you can gather this data. Maybe you need to know clothing sizes for uniforms or company gear. Perhaps you’ve got several options for computers, phones, or desk chairs. Do you have emergency contact information on file?
Each of these minor steps can turn into a much bigger obstacle if it isn’t completed in a timely manner. Just ask any new hire who has arrived on the first day to find there’s no computer or workstation!
Your new hire is going to needs a lot of info from you. Is there a handbook? What about company policies? Your HR onboarding software portal should be your new hire’s go-to place for information on everything from dental coverage to the employee 401K program.
There’s a lot to take in when one transitions to a new company. Having all of that information in an accessible portal will make it easy for your new hire to refer to it whenever he or she needs to.
Welcome Your New Hire
The onboarding process shouldn’t be cold and sterile. It’s not all automatic email exchanges and data documentation. Use your onboarding software to give your new hire a personalized, conscientious welcome to his or her new office. Create a document listing some of the perks he or she might enjoy around the office. Suggest popular local restaurants or coffee shops where he or she might enjoy a lunch break.
One of the best ways to immerse your new hire in the company culture is to emphasize relationship building. Instead of relying on spontaneous water cooler conversations, use your onboarding software to create occasions for your new hire to get to know people.
Schedule calendar events for your new hire and his or her manager. Manufacture opportunities focused on fun rather than work – say, a Welcome to the Team bowling night. Make it a regular thing, like small group sessions that meet monthly to talk about what’s going on at work and in their lives. A volunteer day is the perfect way to demonstrate your company values and cement the relationships between your team members. Any of these activities can be communicated and signed up for via your HR onboarding software.
Use Onboarding Software to Succeed
Get the paperwork done via your HR onboarding software portal before your new hire steps into the office on that first day. Nothing dampens the enthusiasm for a new job like filling out reams of paperwork. After you’ve gotten the necessities out of the way, use your onboarding software to engage your new hire with his or her new colleagues and corporate culture. That way, he or she is far less likely to be one of the 40% of people who leave their jobs within the first six months.
Want to learn more? Check out this online demonstration of ApplicantStack, or sign up for a free trial of ApplicantStack Onboard today!
Whether you are trying to “sell” an applicant tracking system to your management team or CEO, or you are looking to find a better way of managing your candidates and resumes, here are the top 10 benefits of an Applicant Tracking System .
1. Publish your jobs across multiple third party job boards as well as your public job board
With a few clicks, you can post a position to major job boards like Indeed, Google Jobs, LinkedIn Limited Postings, Glassdoor, JuJu, Monster, CareerBuilder, as well as social media sites (LinkedIn, Facebook, Twitter). Have consistent, branded job postings across job boards and your own website.
2. Enable Candidates to Quickly and Easily Apply for Jobs
This might sound straightforward, but creating an easy and accessible application will allow candidates to quickly and easily apply to your organization. In today’s competitive market, having an ATS will enable you to appeal to the maximum number of qualified candidates.
3. Manage Candidates all in one place and manage the entire recruiting process via your custom workflow
Gone are the days of trying to manage multiple email folders and Excel spreadsheets. Using an ATS allows you to customize your workflow to match your current process.
4. Quickly Identify the Best Candidates and don’t waste time on those that are not a fit
Use pre-screener questions to quickly knock-out unqualified candidates and to prioritize the best ones using automatic scoring. Then systematically review interviewer feedback to focus on high-priority candidates so you can quickly make offers.
5. Automate Routine Tasks
Send notifications to candidates. Schedule interviews. Gather interview feedback. Rate candidates. An ATS can automate all of these functions and more, enabling recruiters to the highest value-added activities.
6. Enhance Reporting and Compliance
Keep management up-to-date on the candidate pipelines for each job and effectiveness of different job boards. Easily capture, track, and report voluntary EEO data, while remaining in compliance with the guidelines set forth by the EEO/OFCCP.
7. Streamline Employee Onboarding
Once a candidate has accepted an offer, automatically move them through the onboarding process. Use the system to ensure the completion of paperwork, scheduling of required initial meetings, set-up of IT services, and more!
8. Your New Employees Virtual Assistant
A hire portal with username and password allows for a secure portal for your new employees to see all relevant information and see all tasks assigned to him or her.
9. Eliminate all Employee Onboarding Paperwork
Easily assign all new hire paperwork such as state and federal tax forms, health plans, employee manuals, training videos, etc. Have the new employee complete and sign all items online.
10. Improve Communication & Reduce Friction
No more chasing down interviewers to schedule interviews or gather feedback. Don’t worry about notifying candidates. Easily provide status updates to management. Let the ATS do it!
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At ApplicantStack our best indication of success is the happiness of our customers. Today, we are excited to announce that we have been featured in multiple G2 Crowd reports including:
We achieved these rankings by receiving higher scores from verified users compared to similar products in each category.
“Securing a spot on G2 Crowd’s reports is a noteworthy accomplishment,” said Marty Duffy, vice president of research, G2 Crowd. “Rankings on these reports are a result of high product scores and happy customers; so ApplicantStack should be proud.”
“We are honored and very excited to be recognized by our customers for both – Applicant Tracking and Employee Onboarding Systems.” Said Nathan Shackles, founder, and CEO of ApplicantStack. “We continue to strive to deliver the best product and support to our customers.”
Reviews from Our Customers
We’re happy for the recognition but even happier to hear what our customers had to say:
“Applicant Stack is so helpful.”
“It is a great system to track applicants for all our open positions. We are a large program and often have multiple opening at a time.”
“ApplicantStack is the best way for tracking applicants, jobs, potential client statuses, etc.”
“You have the flexibility to adjust ApplicantStack to work the way you need as well as their customer support to assist with any problems which are few and far between.”
“ApplicantStack is super intuitive and easy to use.”
“They’ve made some great upgrades lately that have really enhanced the user interface and look of the product!”
“Cost affordable. Easy to use.”
“Job boards partnered with AS. Quick & helpful support from the Customer Service team.”
G2 Crowd is the world’s leading business software and services review platform, leveraging it’s 388,000+ user reviews to help its more than one million buyers each month make smarter purchasing decisions. Products included in the [Report] have received both a minimum of 10 reviews and 5 responses from real users for each of the [Report]-related questions featured in our review form by January 10, 2018.
This is a significant recognition because this rating came entirely from our customers. This recognition by our customers is incredible, and something we’re extremely proud of and thankful for.
To the customers that have reviewed us on G2 Crowd, thank you! We appreciate your feedback and will continue striving to exceed your expectations.
Onboarding a new employee can be quite challenging and time-consuming. Every phase of the employee onboarding process is important, so make sure to have a new hire checklist to onboard your new employee. You can use the following outline as a guide, however, every organization will have its own unique requirements. These tasks will need to be adjusted for the type of employment (full time, part time, seasonal), but having an initial, general list will provide a good starting point for different positions. We have outlined a new employee onboarding checklist to make it less daunting.
Create a list of tasks that new employees will need to complete and that current team members will need to work on/setup prior to the new employees first day. Example tasks to put on new hire checklist could include, but are not limited to:
Prepare any State & Federal tax forms that need to be completed. Some of these forms might require input from multiple individuals. Having a system in place where these can be created and completed online can save time and resources. The ability to upload these forms form a library can be beneficial to any busy HR professional.
Having a system in place to easily upload and create fillable forms can make this task much easier.
Prepare any job-related forms that will need to be completed and/or signed by the employee or current team member.
Gather any health insurance forms and benefits information
Identify any computer or other peripheral needs that need to be set up prior to the employee arriving on the first-day
Order any technology equipment
Order phone and create new extension
Obtain a new photo ID
Order business cards
Order any materials/supplies needed by the new employee
Make any arrangements for parking/transportation
Add new employee to relevant email lists Identify any socialization tasks such as a tour of facilities or welcome lunch/meeting
Put together any supporting documents and links to any videos. These should be items that do not require any input or signatures. Example supporting documents might be included on a new hire checklist include, but are not limited to:
Welcome message for new employees
Any training material or videos that will need to be watched Benefit packages to review
Assign tasks from the new employee onboarding checklist to current team members and new hires. An automated process for task reminders is an invaluable tool. Having the ability to set deadlines with reminders will ensure that the tasks will get done. It is also helpful to be able to visually see the progress indicators that show any outstanding tasks.
Assign all tasks to any relevant person with a due date
Order assignments according to time needed to complete tasks and dependencies between tasks
Create email remainders
new hire checklist Monitor completion of tasks on the
Establish clear communication with the new hire. Having an employee portal to facilitate the new hire checklist can make this much easier. An employee portal can be viewed as their own virtual assistant that can help the onboarding process run smoothly. Here are some items to include when using a portal:
Their manager’s contact information
new hire checklist
List of tasks from the Any materials that they need to review and/or sign (from Steps 1 & 2) A progress indicator and list of deadlines to help the new hire complete all the tasks
Review your plan and make necessary tweaks for the next employee. Don’t assume that one new hire checklist is going to fit all employees! Luckily fully-automated tools such as ApplicantStack Onboard allow for on the fly updates and customizations.
Ready to implement your new employee onboarding checklist? Download a copy of our checklist here:
New Employee Onboarding Checklist