Welcoming a new team member is one of the most exciting aspects of being a manager, but it’s also a responsibility that demands careful attention. Effective onboarding can make the difference between an employee who flourishes and one who struggles. Dr. Tiffany Slater, CEO of HR TailorMade and an HR professional with over 25 years of experience, recently shared her insights on the ultimate onboarding process. Here’s how managers can elevate their approach to onboarding, ensuring their new hires feel supported, engaged, and ready to contribute from day one.
What Is Onboarding, Really?
According to Tiffany, onboarding isn’t just the process of filling out paperwork, getting access to tools, or meeting your colleagues. It encompasses everything that happens from the moment a candidate accepts a job offer until they are fully competent in their role. This comprehensive approach reframes onboarding as a strategic investment in the new hire’s success.
With this expansive understanding of onboarding, we can now see that it includes training, shadowing, team introductions, ongoing check-ins and so much more, all designed to create an environment where our newest team member feels engaged and empowered.
The Stages of Effective Onboarding
Tiffany identifies key stages in the onboarding journey, each with distinct goals and strategies.
1. Pre-Day-One Preparation
The onboarding process should begin as soon as a candidate says “yes” to the offer. Managers can take the following steps to ensure a warm welcome:
Complete Back-End Logistics: Set up their technology, provide access credentials, and handle paperwork such as benefits enrollment ahead of time.
Personal Touches: Send a welcome video or create a team video introducing themselves and expressing excitement. Small gestures like these make a big impact.
Send a Swag Box: Include items like branded merchandise, a welcome letter, or books that reflect the team or company’s culture and values.
2. Day-One Orientation
The first day should focus on introducing the new hire to the organization, team, and culture. Preparation is critical to ensure the day runs smoothly:
Explain Important Systems: Whether in person or by video, help your new team member learn the tools and systems they’ll be relying on early. Point them to additional resources that may be helpful as they get to know their role.
Schedule Key Meetings: Pre-plan meetings with teammates or work buddies to help the new hire build relationships. If you are colocated, consider gathering as a team for breakfast or lunch to celebrate as a group.
Provide Context: Help the new hire feel grounded in their role and the organization by sharing a video message from the founder that highlights the organization’s mission and goals. Review their role and responsibilities as well as the team norms.
3. Post-Day-One Engagement
Onboarding doesn’t end after the first day or even the first week. Tiffany recommends managers should:
Hold Regular Check-Ins: Dr. Slater recommends a weekly 15-minute conversations during the first month or two to gauge how the employee is adjusting.
Tailor Training and Support: As you identify what growth opportunities this person has, be sure to offer feedback, training and support so they understand the importance of growth in your culture.
Assign Meaningful Work: Give the team member meaningful tasks early on, enabling new hires to contribute and gain confidence. Avoid overwhelming them with exhaustive history or strategy documents—focus on actionable items that allow them to learn through doing.
Avoiding Common Onboarding Pitfalls
While onboarding can significantly enhance an employee’s experience, it’s easy to get it wrong. Here are some common mistakes to avoid:
Neglecting Pre-Day-One Engagement: Leaving logistics or introductions for the first day creates unnecessary stress when passwords are missing or paperwork becomes the dominant activity.
Overloading with Information: In an attempt to bring someone up to speed, you may be tempted to share historical documents or project plans. Instead of giving new hires extensive documents to read, link relevant materials to their initial tasks for a more practical approach.
Underestimating Team Introductions: Skipping the relational aspects of onboarding makes it harder for new hires to integrate and feel part of the team. Prioritize meeting with each person on the team and using that time to learn about each other, your roles, and the organization.
Assuming Learning Culture is Organic: Managers should make values and norms explicit, whether through discussions, videos, or a handbook. Highlight how the team collaborates, communicates, and supports one another.
What Makes a Great Onboarding Process?
Tiffany provides a simple litmus test: Ask yourself, “Does the onboarding process help the new hire feel supported, prepared, and excited to contribute?” By focusing on preparation, engagement, and communication, managers can create a seamless onboarding experience that benefits everyone involved.
Remember, onboarding is more than an HR task—it’s an opportunity to set the tone for a new team member’s journey. By investing time and thought into this process, managers can cultivate loyalty, productivity, and satisfaction from the very beginning. It is a chance to show your team members that they’re not an afterthought but a valued part of the organization. So the next time you welcome a new hire, consider how you can make their first days—and beyond—a celebration of their potential.
Listen to the entire episode HERE.
Keep up with Dr. Tiffany E. Slater- Follow Dr. Tiffany on LinkedIn, Instagram, and Facebook- Visit HR TailorMade’s website for more information here
Guest Bonus: Free Download: Anatomy of a Difficult Conversation
Tiffany is giving members of Podcast+ access to her PDF - Anatomy of a Difficult Conversation. This checklist helps prepare all of the information so that the conversation flows smoothly and you are able to answer questions and provide facts when needed.
Get this guest bonus and many other member benefits when you join The Modern Manager Podcast+ Community.
---------------------
The Modern Manager is a leadership podcast for rockstar managers who want to create a working environment where people thrive, and great work gets done.
Follow The Modern Manager on your favorite podcast platform so you won’t miss an episode!
Comments