Onboarding/Mentoring

Effective onboarding is critical to an organization because it can lead to significant cost savings by reducing staff turnover and increasing positive work culture.  

Learning Objective

To learn key aspects of creating a robust onboarding process in which new hires are integrated into the organization effectively and with maximum engagement. Additionally, to learn how a mentoring program/process may benefit the overall onboarding experience. 

The onboarding process is important because it acclimates employees to their role and job duties, the organization’s philosophies and mission statement, and what the organization has to offer.  

Mentoring can play a significant role in making the onboarding experience more effective. It allows the mentees access to knowledge of those with more experience than themselves and allows them to learn faster than they typically would on their own. 

By having an effective onboarding process, the tone is set for the employee’s experience in the workplace. The four phases to effective onboarding are: 

Phase 1: Pre-boarding

Pre-boarding is the organization’s focus on sharing information with the new employee. It includes things like the organization’s overview, employee handbook/rules, compliance policy, benefits package, dress code, etc. The supervisor will also want to ensure that the new employee has access to all the necessary technology and account logins that are necessary on the first day of work. 

Phase 2: Onboarding and welcoming new employees 

Onboarding and welcoming new employees is typically completed on the first day and may continue over the next few days until training begins. During this time the new employee should be introduced to management and other key people of the organization. The focus should also be on familiarizing them with the organization’s culture, development plans, and policies. This is a great time to discuss with the new staff how their role directly relates to the organization’s goals and mission. 

Phase 3: Training 

Training is arguably the most important step of the onboarding process. During this phase it is important to provide the time and support the new employee needs to be successful. Training may include a variety of activities, such as workshops, seminars, and shadowing. 

Phase 4: Transition to the new role 

Slowly integrating a new employee into the team and workplace environment is beneficial for everyone. It allows the new employee to build an interpersonal relationship with those they will be working with and also allows them to adapt their unique skillset to the position. Enough time to transition should be provided so that the employee is familiar with all the organization’s policies and procedures, knows their work duties and expectations, and is prepared to be successful in their individual workload.  

Tips to improve the onboarding process include the following 14 steps: 

1. Preboard new hires 
2. Get paperwork done ASAP 
3. Give out a welcome package 
4. Involve team members in the process 
5. Assign a buddy (or mentor) 
6. Incorporate job shadowing 
7. Make the first day exciting 
8. Share your definition of success 
9. Stay true to your culture 
10. Introduce work gradually 
11. Check in regularly 
12.  Involve senior leaders 
13. Be flexible 
14. Revisit your onboarding process 

Onboarding doesn’t have to be limited to just new employees. In fact, organizations that continue to maintain an onboarding focus for all employees can expect to see improvement in work product, an increase in employee retention, and improved trust and collaboration. Onboarding for longer-tenured employees is done by continuing to address their learning and development needs through continuous improvement, professional development opportunities, and creating opportunities for individuals to grow. 

Mentoring can be used as a way to help orient a new employee to the organization and may or may not be used as a training system. 

Mentorship can provide numerous benefits for mentors and their mentees. Developing this relationship can help both individuals learn new things, build networks, and grow professionally. Understanding these benefits can help an individual determine if participating in a mentorship program is something they are interested in. 

Tips to developing an effective mentorship program include the following 11 steps: 

1. Analyze areas for improvement 
2. Gather employee feedback 
3. Select leaders 
4. Develop rules for the program 
5. Carefully pair mentors and mentees 
6. Create a support system 
7. Train mentors and mentees 
8. Inform employees about the mentorship program 
9. Recognize mentor’s and mentee’s success 
10. Review employee feedback and performance 
11. Implement improvements regularly  

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