Hiring a new employee is exciting, but getting someone to accept the job is only the beginning.
What happens next can affect how quickly that employee gets comfortable, understands their role, and becomes productive.
That is where employee onboarding comes in.
A good onboarding process is more than handing someone paperwork on their first morning. It helps employees understand the company, complete important documents, meet their coworkers, learn their responsibilities, and know what is expected of them.
For employers, a strong process can also mean less paperwork, fewer administrative headaches, and a more consistent experience with every new hire.
What Is Employee Onboarding?
Employee onboarding is the process of bringing a new employee into your organization and preparing them to succeed.
It can begin as soon as the employee accepts the job offer and continue well beyond their first day.
Onboarding often includes new-hire paperwork, company policies, benefits, payroll setup, introductions, job-specific training, and performance expectations.
It is also different from orientation. Orientation is typically a shorter introduction to the workplace, while onboarding is the larger process of helping someone become fully integrated into the organization.
Why Is Employee Onboarding Important?
Starting a new job comes with a lot of questions.
Where do I go? Who is my manager? How do I get paid? What benefits are available? What am I expected to accomplish during my first week?
A structured onboarding process gives employees direction from the beginning. Instead of spending their first few days trying to figure everything out, they can focus on learning their position and becoming part of the team.
Employers benefit too. A consistent process can help HR and managers stay organized, reduce repetitive administrative work, improve the accuracy of employee information, and make sure important steps are not overlooked.
Onboarding Should Start Before the First Day
Onboarding does not have to begin when an employee walks through the door.
Once an employee accepts an offer, employers can start preparing for their arrival. This stage is often called preboarding.
Depending on your process and technology, new employees may be able to complete certain forms electronically before their first day. Employers can also prepare system access, equipment, training schedules, and introductions.
This allows employees to spend more of their first day meeting the team and learning their new position instead of sitting in front of a stack of paperwork.
What Should Employee Onboarding Include?
Every organization is different, but a strong onboarding process will usually address several important areas.
New-Hire Paperwork and Payroll
New employees may need to provide tax information, Form I-9 documentation, direct deposit details, policy acknowledgments, benefit elections, and other employment information.
Employees should also understand when and how they will be paid, how to record their time if required, and where they can access pay information.
Getting accurate information into your HR and payroll systems from the beginning can help prevent problems later.
Company Policies and Benefits
Employees should understand the basic rules and expectations of the workplace, including attendance, timekeeping, paid time off, workplace conduct, and other policies that apply to their position.
If benefits are available, employees should also know what options they have, important enrollment deadlines, and where to find additional information.
Training and Expectations
Administrative tasks are only one part of onboarding.
Managers should explain job responsibilities, performance expectations, important systems and procedures, and what success looks like in the position.
Setting clear expectations early can eliminate confusion later.
Introductions and Company Culture
Starting a new job can be intimidating.
Introducing employees to coworkers, scheduling time with their manager, and explaining the company’s mission and values can make the transition easier.
The goal is not simply to show someone where they work. It is to help them understand where they fit within the organization.
How Technology Can Simplify Employee Onboarding
Manual onboarding can quickly become time-consuming.
HR may need to email forms, collect signatures, track down missing documents, notify managers about unfinished tasks, and enter the same employee information into multiple systems.
Digital onboarding tools can simplify much of this work.
Employees can complete forms electronically, sign documents, receive notifications, and complete assigned onboarding tasks online. Employers can create repeatable workflows so important steps happen consistently with each new hire.
When onboarding connects with HR and payroll, employee information can also flow into their employee record, reducing duplicate data entry and unnecessary administrative work.
How ASAP Payroll Can Help With Employee Onboarding
ASAP Payroll helps businesses bring payroll and HR technology together so employers can manage more of the employee experience through a connected system.
As an isolved Network Partner, ASAP Payroll can provide businesses access to isolved People Cloud technology, including employee onboarding capabilities.
Digital onboarding tools can help employers automate workflows, collect documents, support electronic signatures, manage I-9 processes, send notifications, and move employee information into their HR records.
The result is a more organized process for employers and a simpler experience for new employees.
Build a Better Onboarding Experience
Your onboarding process helps set the tone for an employee’s experience with your company.
With the right process and technology, employers can reduce administrative work while giving new employees the information and support they need to get started.
ASAP Payroll can help you simplify employee onboarding, payroll, and HR with powerful technology backed by local service and support.
Ready to improve your onboarding process? Request a quote from ASAP Payroll.
Frequently Asked Questions About Employee Onboarding
What is employee onboarding?
Employee onboarding is the process of introducing a new employee to an organization and preparing them to succeed. It can include paperwork, payroll setup, benefits, company policies, training, and ongoing support.
When should employee onboarding begin?
Onboarding can begin after a candidate accepts the job offer. Completing appropriate tasks before the first day can make the transition smoother and leave more time for training and introductions.
What is the difference between onboarding and orientation?
Orientation is typically a shorter introduction covering policies, paperwork, benefits, and basic company information. Onboarding is the broader process of helping an employee become comfortable, productive, and integrated into the organization.
Can employee onboarding be automated?
Yes. Digital onboarding software can help collect documents, obtain electronic signatures, assign tasks, send reminders, manage employee information, and create consistent workflows.
Can onboarding connect with payroll?
Yes. With a connected HCM system, employee information collected during onboarding can flow into HR and payroll records, helping reduce duplicate data entry and improve accuracy.