What’s Our Approach to Ensuring a Smooth Onboarding Process?
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According to our HR team, onboarding is the foundation of team member experience. Smooth onboarding immediately shows new hires two essential things: they are welcomed, and their new employer knows how to organize work correctly.
As a tech staffing company, we hire tech specialists and act as an employer-of-record; and as a part of these services, we help our clients onboard the developers we found for them. Through the years, we helped hundreds of developers seamlessly integrate into the teams of our clients, and today we want to share our best practices for this process.
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Why We Care So Much About Onboarding?
Of course, the part of successful onboarding is hiring the right person. But even the best specialists in the world won’t be able to adjust and perform at the highest level if they are left alone and need to figure out everything that happens around them.
Thought-out onboarding acts as Ariadne’s thread, guiding the new hire through the processes, interactions, and dynamics. It brings immense value to the company, as well as saves time and money. These are the main things you can achieve with proper onboarding.
- Improving Employee Engagement and Retention. Onboarding is the first real interaction that new employees have with the company's culture and values of TurnKey and our clients. A positive onboarding experience can significantly increase employee engagement, satisfaction, and retention. Engaged employees are more likely to stay with a company, and consequently, it reduces turnover and the associated costs of hiring and training new staff.
- Accelerating Productivity. Proper onboarding helps new employees understand their roles and responsibilities faster, providing them with the tools and information needed to become productive members of the team. This reduces the learning curve and helps the new hire contribute effectively to the company's goals sooner.
- Reducing Anxiety and Increasing Confidence. Starting a new job can bring a lot of tension to a person. A structured onboarding process can alleviate this stress by providing clear guidelines and expectations, which helps to build confidence in new hires. This support is crucial for helping employees transition smoothly into their new roles without feeling overwhelmed.
- Legal and Compliance Training. Onboarding is an opportunity to educate new employees about company policies, legal regulations, and compliance requirements pertinent to their roles. This not only ensures that employees understand their obligations but also protects the company from potential legal issues.
- Building Networks and Relationships. Employee onboarding often includes introductions to key team members and stakeholders within the company. These early connections to a new team can be vital for developing internal networks, fostering collaboration, and ensuring new hires feel supported by their colleagues.
- Feedback and Communication. Effective onboarding processes provide opportunities for feedback from new employees, allowing companies to refine their approach continuously. This open line of communication helps address any issues early on and reinforces the company’s commitment to employee welfare and continuous improvement.
Our Employee Onboarding Process
TurnKey’s onboarding process is designed to welcome new employees and integrate them smoothly into the organization. Here’s a breakdown of the onboarding timeline and activities:
First Day: Welcome and Orientation
The journey of the developer starts with a meet & greet session. Conducted by the HR partner, this initial meeting is crucial for setting the tone of the new employee’s journey. The session includes an overview of TurnKey’s processes, benefits, pay period details, and reimbursement processes, all compiled in a comprehensive Welcome Book each new hire gets access to.
To foster a sense of belonging from day one, an HR team adds the new hires to the regional group as a messenger. This step helps the new employee connect with colleagues and start building relationships within the TurnKey community.
First Week: Initial Adjustments and Engagement
The first week is an entry period for a new specialist not only to the TurnKey but to our client team. Therefore, we recommend our clients take several actions to secure proper onboarding, namely to share clients’ definition of success, regularly check in on a new hire, and schedule one-on-one meetings with relevant team members to ensure alignment and clear communication.
So what is happening from our side? Our HR partner schedules a check-in meeting to discuss the new hire’s experience and address any doubts or questions. This meeting is also a chance for the HR partner to gauge the new employee’s initial impressions.
First Month: Deepening Connection and Feedback
After the first month, we conduct a more comprehensive one-on-one meeting. It helps us to review various aspects of the new hire’s job satisfaction, challenges, likes and dislikes, team culture, and communication, and to provide an opportunity for feedback on TurnKey and the client.
Third Month: Evaluation and Long-Term Integration
After the third month, we schedule another one-on-one meeting to evaluate the employee’s satisfaction and engagement. To assess the effectiveness of the onboarding process we also send a survey to the new hire to gather detailed feedback. Our final check-in with the client determines whether the new hire has successfully passed the probation period.
As you can see, our onboarding process includes a lot of feedback gathering from the employee. This allows us to monitor the satisfaction of the employees and understand if they feel content and happy working with our clients. In case something goes wrong, we can detect it in the early stage and take action to resolve the possible issues. This attention together with our retention program is key to preventing churn and prolonging developers’ tenure with our clients for at least 3 years.
Hire developers with TurnKey – we know how to make them stay with your company for years.
Our Suggestions to Clients Regarding Onboarding
- Reach out to new hires before their first day and give them visibility of what to expect during their first week.
- Offer a well-structured orientation schedule that outlines the first week or month, including key meetings, training sessions, and social events to help new hires feel integrated and informed.
- Pair each new hire with a mentor or buddy who can guide them through the initial weeks, answer questions, and help them navigate the company culture and workplace dynamics.
- Connect new hires with experienced developers for peer programming sessions and encourage participation in code reviews to help them learn the codebase and coding practices more effectively.
- Give new hires access to internal project repositories to study existing projects. This can help them understand the workflow and quality expectations and provide context for their future projects.
- Schedule regular feedback sessions and check-ins beyond the initial months to continually support the new hire’s development and address any concerns or challenges they may face.
- Customize the onboarding experience based on the role, department, or even individual preferences and learning styles to make it more relevant and effective.
- Technology and best practices in the tech industry evolve at a crazy speed. Regularly update onboarding materials to reflect the latest tools, technologies, and company projects.
Summing Up
Successful onboarding sets up a new employee for a successful experience within the company. As a tech staffing company, we dedicate a lot of effort to ensure that the developers we hire are a perfect fit and will work with you for a long time, and trust us – onboarding is a first, but essential step. When you make the new hires feel comfortable and provide them immediately with the info they need to thrive in your work environment, they become ready to give their best and start making an impact from the very beginning. So, don’t look down upon onboarding, and if you need help with hiring and onboarding top tech talent, feel free to contact TurnKey – we are always glad to give you a hand!
FAQ
A successful onboarding program should include a structured orientation schedule, comprehensive training sessions, and clear communication channels. It's important to cover company policies, job-specific skills, and the company culture. Regular feedback and check-ins are crucial to address any concerns early on and adapt the program to meet the needs of new employees.
Ensure the first day includes a warm welcome, a tour of the facility, and introductions to key team members. Provide a well-organized workspace with all necessary equipment and access credentials. Consider assigning a buddy or mentor to guide them through their first few weeks and answer any questions they may have.
HR plays a pivotal role in managing the administrative aspects of onboarding such as completing paperwork, explaining benefits, and ensuring compliance with company policies. HR also coordinates with various departments to schedule training and integrate the new hire into the company culture, in addition to monitoring the overall effectiveness of the onboarding process.
Provide clear job descriptions and performance expectations from the outset. Schedule in-depth training sessions with their direct supervisor or team leads to discuss roles, key responsibilities, and short- and long-term goals. Regular one-on-one meetings should be held to track progress and offer guidance.
Encourage participation in social events and team-building activities. Promote open communication and inclusivity through meetings and informal gatherings. Highlight core values during the onboarding sessions, and showcase how they translate into daily operations and interactions within the company.
Collect feedback through surveys, suggestion boxes, and one-on-one meetings to learn about their experiences and areas for improvement. Analyzing this feedback helps refine the onboarding process, making it more efficient and enjoyable for future hires. Responsive adjustments based on feedback demonstrate a commitment to continuous improvement and employee satisfaction.
Measure the success of the onboarding process by tracking metrics such as employee retention rates, time to productivity, and satisfaction surveys. Regularly reviewing these metrics and comparing them with industry standards can provide insights into the effectiveness of your onboarding program and highlight areas for improvement.
TurnKey Staffing provides information for general guidance only and does not offer legal, tax, or accounting advice. We encourage you to consult with professional advisors before making any decision or taking any action that may affect your business or legal rights.
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