Employee’s First Day: Stay Focused on Flexible

When we think back to memorable firsts, we tend to file them in one of two camps: memorable for good reasons, and memorable for reasons that are not so good. When it comes to a new employee’s first day, you definitely want them to file the day in the “good” category. After all, an employee’s first impression will extend into his or her tenure, for better or for worse. In many cases, a positive experience on the first day is one of the keys to retaining an employee—which may translate to savings on the cost associated with training replacements.

In our earlier onboarding article, we talked about how important the first day is—as well as the days that come before and after. We’d like to put the spotlight back on the first day, and look at a few ways to make Day 1 the good kind of memorable.

 

  1. Make it personal for you new employee at the start

There will be big and small essentials for sure—from helping them find their way around, to using the fob or badge system, to finishing paperwork and more. As you power along, just remember that the first day can set a lasting tone. So remember the personal touch:

  • Meet them when they arrive, or assign others as their “welcoming committee.” They’ll appreciate the gesture.
  • As you show them around, ask if there’s anything they want to see or do first. Perhaps they need to get clarity about something, or are excited to see their workspace. Maybe they want to meet the team. Conversely, they may want to enter quietly with as little hoopla as possible. Keep checking in, and let them have a voice in the process.

 

  1. Hit high marks on the details

Being buttoned up isn’t just about appearance. Leave a lasting impression that your company cares about the finer points, and make sure the details are dialed in:

  • Have their workspace set up and ready to go—this includes desk, phone and technology.
  • Continue to follow their lead as you show them around, and introduce them to co-workers. Be sure they’re not getting too much too soon.
  • Make sure they finish up any essential paperwork. As we discussed in our onboarding article, it may be possible to complete some paperwork before the first day. If that’s not the case at your company, make sure they have time to read and complete new hire paperwork.

 

  1. Remember your first-day plan, but stay flexible

So much comes down to the personality and comfort of your new hire. Maybe you generally take new hires out for an offsite team lunch, but your most recent hire is more introverted, and would rather plan a team lunch for another time. Again, follow their lead. Whatever you do, don’t create the impression that you’re forcing them around.

Other ways to stay flexible include:

  • Be conversational and intentional. Don’t just ask how it’s going—actually adjust per their feedback. If they want to slow things down—or speed things up—adapt as you can.
  • Pass the baton and share the load. In some offices, it makes sense to assign a peer partner to lead your new employee on their first day. In others, it’s easier to have team members take on responsibilities during the day. Decide what’s best for your company, and shift gears if you have to.

 

  1. Encourage your new hire to jump in right away

Is there a better way to feel valuable than by rolling up your sleeves and contributing? Being part of the work at hand is perhaps one of the best ways to get someone excited.

  • Depending on what type of business you are, invite your new hire into a group brainstorming session. Maybe you’re in the middle of reorganizing your retail space, are considering new front desk software, or are coming up with a campaign pitch. Include your newest hire to participate at the level that’s comfortable for them.
  • Give them a task that’s in their wheelhouse. Maybe your new hire has a great eye for detail, amazing organizational skills, or is a sharp editor. Ask for their input on a project that’s midstream, or give them a chance to review and markup a document that’s ready to go out. They’ll appreciate the opportunity to sink their teeth into something real.

 

  1. Check in before your new employee heads home after their first day

Remember, even though the first day has its own tenor, it does not happen in a vacuum. With about an hour left in the work day, make sure you check in with them one last time.

  • Ask for any last pieces of feedback they may have been waiting to share, or that has just occurred to them.
  • See what their highlights were, and don’t be afraid to ask for critical feedback as well.
  • Make sure they feel like they’re equipped with the tools and supplies they need, and find out if they have questions about processes around the office or work environment.
  • See if there are any lingering issues, or things for which they need more clarity. If it’s too late to get these answers before EOD, set them as the top of the next day’s agenda.

In the end, you want the first day to go as seamlessly as possible. By giving your newest hire every opportunity to be seen, heard, and involved, the day will fly by, and will help to set a successful tone.

 

Make Onboarding Easy with myStaffingPro

Many companies are turning toward software solutions to assist them with the technicalities of the onboarding process. This allows your HR team to focus on the human part of onboarding a new employee, while paperwork is completed through an efficient, easy-to-use system that most employees can use with little to no assistance.

myStaffingPro is an enterprise-level applicant tracking system for HR professionals. Through our software solution, you can recruit candidates, and seamlessly flow them through interviews, offers, background checks, and onboarding.

 

Find Out More About myStaffingPro

 

Onboarding: More than Just “Showing the New Kid Around”

Remember the jitters of starting at a new school? On your first day, an older student might have helped you figure out how to find your locker and follow shortcuts to beat the bell. But after that, you were on your own in a sea of strange new faces.

As professionals, most of us can navigate new environments better than when we were kids. Still, it helps to be guided into a new professional reality, and to have a clear view of the future at the same time. This is what effective onboarding is all about.

 

Onboarding helps your most recent hire go from new employee to successful contributor.

Onboarding is a critical element to bringing new employees into the fold—and it goes way beyond an orientation. In fact, more and more businesses recognize effective onboarding as the key to building a successful, long-lasting venture. And this goes beyond creating synergy in the workplace—it’s a cost savings measure too. Some studies suggest that replacing an employee can cost businesses as much as 1.5 times the employee’s salary in training and lost management hours—costs that most businesses would rather avoid.

 

What does successful onboarding look like?

Here are three stages to help build and follow a successful onboarding plan:

 

  1. Start early

Waiting for your new hire’s first day? Start earlier if your company allows for it. You’ll get a number of the essential pieces out of the way, and kickstart the process of bringing the new hire into the mix. That way, they’ll already have momentum on their first day.

  • Send them what they need ahead of time—legal forms, their formal offer letter, the employee handbook, and company policies.*
  • Allow access to HR software and other applications they’ll use.
  • If you have a company intranet, or internal social media page, give them access. Direct them to videos, podcasts, and other info that will help them take a deeper dive into the company’s mission and goals.

*Be sure to comply with wage and hour laws regarding compensation for time spent reviewing company materials, including work-related emails, before or after their first day at work.

Internally, make sure other members of your team are ready too.

  • Encourage peers to reach out with short congratulatory emails.
  • Connect with IT to be sure your new hire’s technology (hardware and software) is ready on day one.
  • Prepare a contact list for your new hire’s workspace so they’ll know how to connect others.
  • Provide visual information to help them find their way around (maps, punch codes, org charts, etc.)

 

  1. Make the first day and week memorable, but not overwhelming

Doing the early work is a way to help your new hire feel comfortable and ready to go from the start. In an office setting: the computer is set, email is configured, and their name plate is waiting near their workspace. Or you’ve made space in the breakroom for their lunch and belongings, set up a mentor system, and have constructed a list of activities they can perform to fit into the workflow.

No matter what industry your new employee is in, here are a few other things to consider for the first day:

  • Meet them when they arrive, or assign a few team members to do so. It’s like receiving a personal welcome from the host at a party.
  • Show them around, and help them get situated at their own pace. Maybe they want to check out the break room or cafeteria. Perhaps they have questions about parking they didn’t realize until they showed up. Do they want to try out their ID badge?

In fact, keep things as personalized as possible, and follow their lead. Is your new hire an introvert? Perhaps they’d rather go to their workspace first, then meet people. Give them options, and ask for input along the way.

And remember, it’s not just about new hires “fitting in.” They want to be sure your company fits them as well.

  • Be sure they get one-on-one and small group time with their manager, project leads, or others with whom they’ll be interfacing.
  • Look at these moments two-fold: 1) they serve as meet-and-greets; and 2) they help your new hire ask questions, and see the bigger picture about his or her role going forward.

 

  1. Just when you think you’re done, continue the onboarding process.

Congratulations—the first week is over. Time to kick back and relax, right? Not at all. Successful onboarding will continue for some time—anywhere from 90 days to an entire first year.

You’ll want to schedule status checks, and discuss your new employee’s career goals.

  • Set up periodic check-ins during the first few weeks, right through the half-year mark.
  • Create a more in-depth survey, or share a pre-existing video suite at specific times, complete with self-evaluations, learning systems, and resources to help them set career goals.

Find out how the company has (or hasn’t) met your new hire’s expectations—and don’t be afraid to ask for this level of feedback.

  • These types of “direct truths” will likely pay huge dividends going forward, and receiving such feedback is a powerful way to help ensure the company is “walking its talk.”
  • On a personal level, your new hire may appreciate having the opportunity to be candid.

You can also use status checks to gauge your new hire’s strategic goals.

  • Do they see their path toward growth and development in the organization?
  • Have they encountered any stumbling block or new ideas?
  • How have their career plans shifted?

Remember: the days of the slapdash walk-through—as well as do-it-all-in-one-day orientation—are gone. Onboarding is a progressive, iterative process, one that requires time, follow-up, and follow-through. Done correctly, it transforms from a positive first impression, to a lasting mark that dramatically improves retention over time.

 

  1. Consider a software solution to assist with onboarding.

Many companies are turning toward software solutions to assist with the technicalities of their onboarding process.  This allows your HR team to focus on the human part of onboarding a new employee, while paperwork is completed through an efficient, easy-to-use system that most employees can use with little to no assistance.

myStaffingPro is an enterprise-level applicant tracking system for HR professionals. Through our software solution, you can recruit candidates, and seamlessly flow them through interviews, offers, background checks, and onboarding.

 

Find Out More About myStaffingPro

Fast and Flexible Deployment: The Right On-Demand Solution

Fast and Flexible Deployment: The Right On-Demand SolutionYour HR team’s work is essential – unfortunately, many of the processes that your HR team oversees are administratively intensive.

Continue reading

Evaluating Your ATS Options

 Evaluating Your ATS OptionsStaffing is much more than filling seats. A recruiter’s key role is to build a talent pipeline.

A comprehensive web-based applicant-tracking system can offer full-featured applicant tracking, candidate recruiting, and onboarding in one scalable, configurable solution. HR departments can use the application to work with staffing agencies in one shared strategy.

Continue reading

Flexible and Scalable Onboarding

Flexible and Scalable Onboarding An important way that organizations can improve the effectiveness of their employee management system is through onboarding. Onboarding is the process of helping new hires adjust to their new job quickly and smoothly.

According to the Society for Human Resource Management an effective onboarding system should follow the appropriate foundation of the ‘Four C’s’, these are: Compliance, Clarification, Culture and Connection.

A flexible and scalable onboarding software system can help your HR Team effectively onboard a new hire by connecting them to:

  1. Company information such like your employee handbook, policy guidelines, employer obligations and employee rights.
  1. Any forms you may need them to fill out such as the FormI-9 , IRS W-4 Form, state withholding tax forms, direct deposit authorization form, and a voluntary self-identification form.
  1. The initial introduction process with a welcome letter and video so that the new hire is able to become familiar with the company culture.

New hire information should  be entered and submitted onto a secure, encrypted site with dual authentication.  With an easy “save and exit” feature, the new hire should be able to return to the documents at any time. Giving them the flexibility to grab any documentation that is required.

This in turn can help make the new hire feel welcome, secure and confident with their transition into the new role. By creating a seamless onboarding process, your HR Team can streamline the new hire’s information accurately and efficiently.

To learn more about how onboarding software can give you the flexibility your HR Team needs, click here.

INFOGRAPHIC: Increasing Workplace Productivity

Because hiring is one of the top factors for a company’s success, having a robust applicant tracking system in place can help to ensure that your company overcomes that barrier and doesn’t fall into a statistic failure category.

The infographic below explains how a comprehensive applicant tracking and recruiting system can help to increase your applicant success rate and improve your overall workplace productivity levels.

Productivity Infographic

 

Expand Your Sourcing Horizons

Expand Your Sourcing HorizonsThe talent eco-system ranges from campus recruiting to newspaper want ads to Internet job boards, and social recruiting. There are many ways to attract and manage job applicants.

Across your diverse efforts, you want to make sure your message is consistent for two main reasons:

1. Equal opportunity – You want to make sure that it is a level playing field wherever you advertise.

2. Image protection – You want to make sure your ads are taken seriously. People who are looking for jobs tend to search in a lot of different places. And if they see your ad requesting different qualifications in different media that could send the message that you don’t have your act together.

An applicant tracking system with an administrative interface can help you configure your hiring process so that it is consistent. HR managers can develop an applicant workflow with statuses and automated emails. You can construct a job description library that can be used to create requisitions in seconds. And you can use a variety of tools to assist with compliance with record keeping requirements and other laws.

For example, you may get a candidate from an employee referral. You may want to add a checkbox for this category in your application process, especially if your company offers a cash bonus for any successful employee referral. A robust applicant tracking system can help you track who has qualified for the bonus –– which may lead to greater satisfaction for employees and an increase in the likelihood that more employees will make referrals.

You can design your online application process with multiple choice and/or text response prescreening questions. You can set up scoring capabilities, tiered sourcing data collection, voluntary applicant self-identification collection, résumé and document collection, and a comprehensive application builder.

So whether you’re searching for candidates online, in print, or though social media, you can experience stress-free recruiting using consistent job postings with requisition management and automated requisition approval.

Learn about the importance of the candidate experience during the hiring process and takeaway tips to improve it, here.

Avoid These Common Form I-9 Mistakes

Avoid these common form i9 mistakesEmployers who fail to comply with Form I-9 requirements face significant fines and penalties. The U.S. Citizenship and Immigration Services agency offers these guidelines on avoiding common Form I-9 mistakes:

In Section 1, common mistakes made by employees include:

  • Employee does not check one of the boxes indicating that he or she is a citizen or national of the United States, a lawful permanent resident, or an alien authorized to work until a specified date—or checks multiple boxes attesting to more than one of the above.
  • Employee does not sign or date the attestation.

In Section 2, common mistakes made by employers include:

  • Employer does not enter acceptable List A document or acceptable List B and List C documents on the form.
  • Employer does not complete Section 2 by the third business day after the date the employee began employment, or, if the employee is hired for three business days or less, at the time the employee started employment.

The English version of the form should be completed, unless the form is being completed in Puerto Rico. The Spanish version is approved for use only in Puerto Rico.

To learn more about how to improve your recruiting, qualification, and hiring processes, schedule a free demo.

Letting Candidates Explain Conviction Records

Letting Candidates Explain Comviction recordsThe Society for Human Resource Management has released findings from a survey of 500 U.S.-based employers regarding their use of employment background checks. The results show that:

  • 72% of employers (up from 64% in 2014) perform individualized assessments for candidates who have conviction records — giving those applicants a chance to explain the circumstances of their convictions, according to a new survey.
  • 21% of respondents said they disqualify candidates due to criminal records more than 20% of the time. “Employers continue to consider other factors such as the severity of the crimes, whether the crimes are related to the jobs being sought, the amount of time since the conviction and whether the candidate is a repeat offender,” the article says. “Indeed, the EEOC recommends that employers use all of these criteria when making hiring decisions.”
  • 90% of respondents said background checks have uncovered information that convinced them not to hire candidates —“firmly fulfilling their purpose of helping employers reduce risk to their organizations and protect their employees, clients and customers.”

Employers’ general concern over incidents of workplace violence, employee theft and negligent-hiring lawsuits continue to rise:

  1. 1 reason employers conduct background checks: Protecting clients and customers, 46%
  2. Workplace safety, 16%
  3. Identifying the best candidates, 15%

To learn more about how to implement an effective hiring process, schedule a free demo.

Hiring Tips on Background Checks

Hiring Tips on Background ChecksMedical and recreational marijuana use is an emerging hot topic in terms of background screening and drug screening:

With an automated online applicant tracking system (ATS) and can help you keep accurate track of screening inquiries related to the position being filled:

  • Ask for consent; applicant release form is completed and signed
  • Provide information about what inquiries or checks are commonly requested for certain positions.
  • Which inquiries or checks are to be completed before an applicant is onboarded

To learn more about how to automate your hiring process, schedule a free demo.