Employee engagement

Set new employees up for success with smart onboarding processes

4' reading

Onboarding candidateOnboarding candidate

First impressions count. Now, while new hires will inevitably be trying to make the best impression when joining a company, it’s even more important for the company to make a good impression on their new team member. After all, this is the person who is going to help your company achieve its long-term vision. Their first week at the company will set the tone for the future and can determine whether or not they’ll stick around when headhunters come calling with a tempting offer. If they walk in on the first day and think, “I’ve made a huge mistake,” you’re the one who will literally be paying for it in the long run. Alternatively, if they walk in and think, “This is the place for me,” you’ll reap the rewards for years to come together. Onboarding has an impact on the long-term growth of both the organization and the employee.

The early days at a new job are always nerve-wracking which is why a smart onboarding process is necessary. Smart onboarding ensures that your fresh-faced recruit becomes acclimatized to their new environment swiftly and integrates into the team seamlessly. It’s not only important to find the right person for the job but to make them feel at home as soon as possible. This can lead to the longer retention of employees which, in turn, negates the costs associated with new hires and prevents a negative company culture from developing due to a constantly revolving door. 

You’re never too small (or too big) to pay attention to onboarding. 

Some smaller companies might think they’re too busy getting the “important” work done to spend time onboarding and that new hires will figure it out themselves. After all, what did you hire them for? Well, to do their job. Not wondering who they need to ask for their login details. It’s a mistake and a waste of time and money to leave an employee in the deep end to see if they can swim for themselves. The sooner you can get them comfortable with their new role and environment, the sooner they can do what you’re actually paying them for. By neglecting the onboarding process, you’re telling a new employee that your company doesn’t care about the finer details, that you’re unapproachable when they have problems, and that they’re just another cog in the wheel. 

On the hand, some organisations pay incredible attention to the onboarding process when they’re starting to scale up but let things slip once they’ve grown into the juggernaut they dreamt of. Once again, this can lead to a new employee feeling insignificant and that they’re just there to clock in and out. Make sure you constantly update and refine your onboarding process and that it grows with the company.

Learning from previous onboarding experiences.

In the James Bond movie ‘From Russia with Love’, the character Rosa Klebb says the now-infamous, “Training is useful, but there is no substitute for experience”. Learn from previous onboarding experiences and constantly improve the process by making note of what worked and what didn’t. You can do this by utilising a scorecard or rating system and by surveying employees once they’ve had a few weeks to settle into their new position. Use this to find out how they found the process and if they have any tips or ideas on how it could have been better. Even if it wasn’t necessarily the smoothest process for them, they’ll appreciate the follow-up as it shows a will to improve the company and that their opinion is valued. 

Make a list, check it twice.

Having an easily accessible and constantly updated checklist is your secret weapon in the onboarding process. You can utilize what you’ve learned from each new hire to constantly refine the process and update the list. With a well-considered checklist, you won’t ever have to worry whether or not your latest hire has their key card to access the building because you already ticked that off the list. This checklist will be unique to each company and potentially each role in the company, but it should cover the entire process from before a new hire arrives up until evaluation at the end of the first month. 

Onboarding from a distance

Due to the challenges brought on by COVID-19, 2020 has seen a massive uptick in remote work for companies of all sizes. While many companies were already heading in that direction, some have had to adjust quickly to the world around them and might not be as used to taking on new hires through Zoom meetings. It used to be that you had to ensure a new staff member had a desk, a computer, and knew where the coffee machine was. Now the coffee machine is in their kitchen and they’re probably shoving their cat away from their keyboard whilst they reply to your emails. Naturally, they’ll feel more at home because, well, they are, but it makes it a bit tougher to make sure they have the required tools to do their job. 

In current times that means a stable data connection and either a webcam or cellphone for video meetings. Accurate tutorials for company systems and simple, quick feedback tools are even more valuable than before now. It’s also important to make sure remote workers have access to the software (and licenses) required to do their job. These are all new concerns that each company needs to decide how they want to address going forward based on budgets and job roles. 

Onboarding is a crucial yet often-neglected step in the hiring process. Creating a smart onboarding process that suits your company and its culture takes a lot of consideration and a bit of trial and error. It’s an investment that’ll pay off in the long run as it’s an investment in the people who will make your company thrive. 

Written by

An events enthusiast born in Chile with 15 years' experience in planning successful marketing strategies & coordinating projects. I'm an absolute bookworm, love listening to classical music & an avid supporter of Varese basketball & football teams.

Written on August 7, 2020

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Rino Platania

Senior Product Designer

With 15 years’ experience in communication design, I thrive in creating memorable experiences using digital media. I was born in Taranto, Italy & my hobbies are taking photos, shooting short films & spending time with my family in the countryside.

Favorites

Email notifications re: change

What it is

An automation to send email notifications to people of your choice when changes to material are made

Needed resolve

Keep specific people you choose aligned on any changes within company material

CV parsing

What it is

A program to automatically convert info from a CV into structured info that can be stored, analyzed and manipulated by software

Needed resolve

Implement more efficient processes to save time by being able to search faster when analyzing CVs

Candidate Management System (CMS)

What it is

A system to assist with attracting, communicating with and managing applicants

Needed resolve

Raise hiring standards and keep recruitment data more organized

One-click job posting to numerous job boards

What it is

A process to post your job postings to numerous sites with just one click

Needed resolve

Post job ads automatically in various places rather than doing it manually

Exit interviews

What it is

Surveys conducted with individuals before they leave your company to cover why they’re leaving and what feedback they have for your company

Needed resolve

Gain a deeper insight into reasons for employee turnover, identify any negatives and correct them to increase employee engagement and retention

Task assignment

What it is

A system to assign, manage and organize the tasks of those involved in the onboarding process

Needed resolve

Ensure everyone involved in the onboarding process is aligned and keep track of all the necessary tasks

Collaborative process, involving the right colleagues

What it is

A way to get relevant people to work together when onboarding new hires

Needed resolve

Make the onboarding process more valuable by involving more than one person

Brand assets

What it is

A section in which to include info about your brand and its style

Needed resolve

Internalize your desired brand and make it available to all so that everyone is aware of your unique style

Specific depts/offices that see announcements

What it is

A setting to choose which dept/office can see announcements

Needed resolve

Control who sees info, so the right people are aware of it

Likes & comments on announcements

What it is

A kind of social media feature that allows your people to like and comment on announcements posted on the ‘social wall’

Needed resolve

Keep your people proactive and encourage internal communication

Announcement history

What it is

A kind of ‘social wall’ on which to see all past announcements

Needed resolve

Allow your people to find past announcements quickly and easily in one place

Read confirmation

What it is

A way to see who has read the announcements on the ‘social wall’

Needed resolve

Ensure that your people keep up to date with important company announcements and keep track of who is aware of what

Announcements

What it is

A kind of ‘social wall’ on which chosen people share news with the company or a specific dept/office whenever they please

Needed resolve

Keep your people on the same page, only share relevant info and reduce the amount of emails sent

Customizable frequency of company updates

What it is

A setting to organize how often company updates can be posted on the ‘professional wall’

Needed resolve

Inform your people about company news frequently so they’re all on the same page

Internal communication

What it is

A system to keep your people aware of all open positions in your company

Needed resolve

Facilitate and speed up the employee referral process

Embedded videos

What it is

An option to embed videos and other interactive media e.g. for onboarding or training

Needed resolve

Engage your people more, reduce costs of classroom training and keep track of who has done the training easily

Tags to involve colleagues in hiring

What it is

A way to assign colleagues to tasks, collaborate well and get their input during the hiring process

Needed resolve

Keep everyone on the same page during the hiring process and collaborate successfully

Role based access control

What it is

A setting to control who sees what material

Needed resolve

Share confidential company info only with specific people

Task manager

What it is

A centralized place to store all your people’s data and documents

Needed resolve

Keep your people aligned on priorities and help them stay focused and proactive

Employee custom fields

What it is

Personalised fields you can add to employee profiles (e.g. favorite food, sports) for all to see

Needed resolve

Heighten employee morale by sharing fun personal interests

Employee milestones

What it is

A checkbox that allows your people to select important milestones when they update their profiles

Needed resolve

Keep track of your people’s history while at your company in a visual timeline

Easy import of employees

What it is

An easy way to import your people using Google, uploading a CSV or inserting manually from Excel

Needed resolve

Import your people quickly and easily in the most convenient way for you

Company update history

What it is

A ‘professional wall’ on which all past updates are stored in one place

Needed resolve

Keep a record of company news that your people can access at any time to see your company’s progress

Personalized content

What it is

Your company’s material you’d like to share with your people

Needed resolve

Align your distributed workforce easily by storing content related to your company, its mission and its values in one place

Company updates

What it is

A ‘professional wall’ for leaders to share updates with the entire company

Needed resolve

Keep everyone aligned on current projects and future initiatives

Moods

What it is

Customizable forms for managers to quickly ask how their people are feeling and receive a clear visual rating

Needed resolve

Be constantly aware of how your people feel to pre-empt any issues that could impact employee turnover or your company’s overall mood. Make your people feel valued and significant regularly

Feedback

What it is

Feedback your people can request and give that can be private, shared with managers and/or HR, or even anonymous

Needed resolve

Boost productivity by stimulating self-evaluation and a desire to improve

Performance scorecards

What it is

Scorecards with perzonalizable fields in which managers give a rating to show their people whether they’re meeting expectations

Needed resolve

Monitor your people’s progress regularly to check they’re on the right track

1:1s

What it is

A method to share agendas for and arrange 1:1 meetings between managers and their people

Needed resolve

Keep your managers aligned with their people so everyone knows how to progress together

Folders

What it is

Folders and subfolders to keep all your material organized

Needed resolve

Simplifies employee communication and internal alignment by having company info quickly accessible in a logical structure

Celebrations

What it is

Reminders about things to celebrate, e.g. a birthday or work anniversary

Needed resolve

Create a sense of togetherness by showing your people you care about their achievements

Employee referrals

What it is

An internal method to find candidates through referrals from your employees

Needed resolve

Cut hiring costs, speed up the hiring process and see how much your people are engaged and believe in your company

Customizable funnels (pipelines)

What it is

A logical structure in which to add and insert customizable info about the various hiring stages candidates have to go through

Needed resolve

Guide potential employees through the hiring process in a structured way and communicate better throughout each stage

Filippo Quario Rondo

Growth & Data Lead

Since I was young, I’ve been thrilled by inventing & experimenting with software & hardware.

I was born & grew up in Genova before going on to study engineering, the field I’ve been working in for 17 years. I enjoy mountain biking in my spare time.

Favorites

Exelero University

What it is

A resources area with useful info about Exelero, its software and HR strategy and processes

Needed resolve

Give your people all the resources they need, so they can make the most of the software’s features and learn about important HR procedures

Kathryn Humphries

Content Manager

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Alex Puertas

Frontend Developer

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Jure Bervana Prah

Full Stack Developer

As a Slovenian-Italian IT specialist for 10 years now, I get my kicks out of problem solving. There’s something thrilling about seeing your solutions work well for your clients. In my free time, I love walking in the mountains, swimming & going out with friends.

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Juan Pablo Daza

Web Designer

Colombia born and raised, I’ve always loved getting creative. I enjoy designing websites with compelling images & animations & have worked in digital communications for 10 years. I’m a proud uncle who loves going out for aperitivos & weight lifting at the gym. 

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Isabella Trentini

Global Account Executive

I started selling at the age of 18 in my home country, Brazil.

Since then, I’ve developed my passion for building solid rapports with clients in creative ways & giving them the best solutions. I love playing all team sports, videogames & going out with friends.

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Valerio Cofano

Full Stack Developer

Having worked as a software developer for 10 years, I never tire of crafting new ideas & desgning IT systems. Originally from Taranto, Italy, during my time off, I enjoy going out with friends, visting new places & discovering delicious new delicacies.

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Greta Zamberletti

People & Culture Manager

I’m a people person from Varese, Italy, who’s always had a passion for HR. My biggest delight is seeing the people I recruit grow & be successful in their new roles. I love travelling whatever the weather: hot beaches in summer & snowy mountains in winter.

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Angelo Ferrera

Product Lead

From the Italian capital, I studied business law before going down the tech route & becoming product lead. 

My aim is to solve problems & give clients the best experience while having fun at the same time. I love cooking up recipes & playing with my sons.

Favorites

Stefano Branduardi

Marketing Lead

An events enthusiast born in Chile with 15 years’ experience in planning successful marketing strategies & coordinating projects.

I’m an absolute bookworm, love listening to classical music & am an avid supporter of Varese basketball & football teams.

Favorites

Gabriele Borga

CEO

A true entrepeneur at heart, my motivation is building & leading a determined team to success while simultaneously having a ball together! 

That’s what I’ve done for 15 years now! To let off steam, I love reading business books & walking in the mountains.

Favorites

GDPR Compliance

What it is

A regulation that requires businesses to protect their clients’ personal data and privacy

Needed resolve

Be sure that Exelero is a trusted business and understand exactly how we collect, manage and store your data

Single sign-on (SSO)

What it is

An authentication method that allows users to sign in only once to have access to all the software

Needed resolve

Give your people a simple and secure way to sign in to and avoid the frustration of them having to enter credentials every time

Group training

What it is

Webinars to train your entire workforce on the software

Needed resolve

Organize training sessions for your people led by the Exelero team, who’ll show them how to fully adopt and exploit all its features

Software implementation & training

What it is

Our support via video call to get you fully set up with and trained on the software

Needed resolve

Be guided through the setup process and receive full training from the Exelero team, so you can use the software to its full potential

Insights by Exelero AI

What it is

AI that identifies below average data and sends notifications to tackle critical issues before they impact employee engagement and turnover

Needed resolve

Receive automatic alerts to help you manage data and tell you how to act on it

Customizable evaluations (scorecads)

What it is

Forms to personalize with skills/values candidates need that you then score for each candidate using ratings/open-ended answers

Needed resolve

Focus on key skills/values required for a position and analyze them in a structured, non-biased way

Answers viewable on a question-by-question basis

What it is

A way to compare individual answers to questions all together

Needed resolve

Collect, view and analyze data simply so you can act on it in the best possible way

Career site

What it is

A website on which to post your open positions to an active candidate pool

Needed resolve

Attract top talent and make the candidate application process as simple as possible

Talent pools

What it is

A database in which to store shortlists of top candidates for the future

Needed resolve

Anticipate future hiring needs to fill your skills gaps and speed up recruitment

Automatic customized emails to candidates

What it is

A way to compare individual answers to questions all together

Needed resolve

Collect, view and analyze data simply so you can act on it in the best possible way

Employee check-ins

What it is

Weekly check-ins in which managers send forms to their people with open-ended questions/ratings to see how things are going

Needed resolve

Understand how best to support your people and where improvements in employee experience are needed

Quick praises between colleagues to foster a culture of thanksgiving

What it is

A user-friendly page open to all for everyone to praise each other regularly and publicly and share exciting company info

Needed resolve

Build an uplifting culture of thanksgiving and reinforce company values

Customizable surveys/pre-built templates

What it is

Personalizable surveys and pre-prepared templates that you can use regularly to gain your people’s opinions

Needed resolve

Create quick surveys and use simple templates, for example to collect honest feedback on employee experience, so you don’t have to start from scratch every time

Filtered results based on employee demographics

What it is

Filters that allow you to view the answers you want from specific teams, depts, offices, etc.

Needed resolve

Sort data logically so that you can gain background info, understand the context of your participants and analyze everything together easily

People performance analytics

What it is

Graphs and reports to show useful data about people performance and the related features

Needed resolve

Have a clear, analytical overview of all people performance statistics and understand where improvements need to be made

Recommended talking points

What it is

A way to structure 1:1 meetings by sharing talking points beforehand

Needed resolve

Be as productive as possible in meetings by knowing what topics to discuss

Customize surveys or use pre-built templates

What it is

Reminders about things to celebrate, e.g. a birthday or work anniversary

Needed resolve

Create a sense of togetherness by showing your people you care about their achievements

Google Workplace

What it is

All Google’s collaboration and productivity tools available via the platform

Needed resolve

Strengthen planning, coordination and collaboration between individuals, depts and offices

Customizable app/file shortcuts

What it is

A list of shortcuts to your favorite apps that you can customize and add to

Needed resolve

Access all your favorite apps in one place

Customizable app/file shortcuts for depts/offices

What it is

A list of shortcuts to useful apps/websites customizable for each team/dept

Needed resolve

Access your team/dept’s most-used apps/websites in one place

People engagement analytics

What it is

Graphs and reports to show useful data about people engagement and the related features

Needed resolve

Have a clear, analytical overview of all people engagement statistics and understand where improvements need to be made

Company directory & org chart

What is it

A structured database accessible to all with your people’s profile pics, roles, depts and offices

Need resolve

Give your people a clear overview of your internal structure, so they can find others’ roles and locations quickly and easily