You followed our 6 Steps for Hiring The Right Person, and you found a fantastic new candidate to join your team. How do you keep the positive momentum going? A thoughtful “onboarding” process is a critical component of successful entry for your new hire.
These first activities are most likely a new hire’s first impression of your organization and will set the tone for their experience.
1. First, have your hiring documents ready to go:
Employee offer letter
Job description (this protects you as an employer),
DSHS New Hire Reporting Form,
Employee manual *(We will write a future post with more detail about what to include in an employee handbook.)
2. Next, be sure to provide policy & procedure manuals. Clear and concise policy and procedure manuals are essential—they help protect your employees, and they help protect your business or organization from liability. Again, we will write a more detailed post on employee manuals soon, but for now, know they should cover these key topics:
Organizational values and expectations
Organizational compliance with applicable law
HR best practices specific to your industry.
Clear guidelines and expectations around equipment. ( Who owns the cell phone, PC or laptop being used remotely? Who is responsible for maintenance of those electronics?)
Policies around work hours, meals and breaks, workplace harassment, and vacation,sick, and family medical leave. (Every employee has a right to one hour of sick leave for 40 hours worked as per new Washington State law.)
3. Finally, create a plan and timeline for a 90-day Orientation Period. The orientation period happens after the initial onboarding meeting. In these first 90 days on the job, you’re providing training and support to your new hire (training should be your focus for the first 30 days, with scheduled check-ins throughout the 90-day period.)
In your initial orientation, outline your schedule for probationary period, and make it clear that there will be a performance assessment with termination if expectations aren’t being met. This will help provide legal cover if you need to terminate. We recommend you schedule check-ins for questions and constructive feedback at end of first week, then 30, 60, 90 days after. Get as much feedback as possible from the employee on what’s working for them and why. If possible, capture the highlights in a written report. This is a performance management component of an initial phase of employment.
Sometimes, for various reasons, an employee can get off to a rocky start; you can always choose to extend a probationary period beyond 90 days. But heads up: if someone is not succeeding in their orientation and probation period, they are unlikely to work out for your organization. You are more than likely seeing the best a person has to offer in the first 3 months. Extending the probationary period may just increase the amount of time (and money) you are investing in an employee who likely isn’t a good fit.
If you plan these activities into your 90-day onboarding process, your new employee will have clear direction around how their job functions, what their tasks and roles are, applicable team processes, performance metrics, and workplace expectations. When coupled with a great hiring process, a solid onboarding process helps strengthen your chances of having a productive, successful, long-standing employee. Good luck!