All aboard! The secrets to successful onboarding

It’s so exciting to start a new job and take on new challenges. But it’s a vulnerable position to be in! You’re learning new vocabulary, adhering to a new dress code, meeting new expectations—not to mention practising the art and science of fitting in with managers and co-workers. 

A strong process is essential for successful onboarding—for the employee and company alike. In fact, studies show that putting a concerted effort into welcoming and training new hires can improve retention by 82% and productivity by 70%.  Yet many companies struggle to get this right. So, let’s discuss some ways in which you can ensure the company’s relationship with new recruits start off on the right foot. 

Onboarding includes many organizational and technical aspects, such as completing paperwork, setting up accounts, and running job-specific training. However, the most important aspect to keep in mind is the bigger picture that onboarding is all about: growing a new relationship. Any good relationship starts with getting to know and trust each other.

At Allianz Trade in Brazil, the direct manager calls the new employee to communicate that their application has been approved. This marks the beginning of the employee’s relationship with the company. 

Then, the HR department announces the new hire with a memo or intranet post that includes a photo, name and personal interests of the new employee. By the first day, the direct manager is responsible for introducing the new team member to all co-workers with whom they will be working closely, through meetings or informal gatherings. This helps to put names to faces early on. 

A welcome lunch on the first day with the leader or immediate team members can be a major step in breaking the ice. We invited all of our new hires for 2020 to an intimate virtual breakfast with the CEO. We also host monthly breakfast meetings with leaders to integrate all department heads. Attendees discuss financial goals and commercial challenges, and they are also encouraged to open up about their personal lives to deepen relationships. 

At Allianz Trade in Brazil, naming a buddy is part of the on boarding process. The buddy is a team member, defined by the manager, who will integrate the new employee on practical and informal issues such as where the coffee machine is or where to find different files on our system. In HR, we encourage leaders to pick a buddy from the same hierarchical level as the new recruit, in order to quickly establish confidence.

The manager needs to check in with the new employee early and often to make sure everything is going well. Weekly one-on-ones and coaching sessions can help ensure the employee is striking the right balance between learning the ropes, completing their tasks, and not burning out. 

Smooth onboarding is key to the success of your whole team and company. Having a solid process in place makes new recruits feel welcomed and listened to. It’s a win-win: employee sense that they are valued, thus contributing to quicker and long-term business success.