Onboarding, or the process of inducting and assimilating a new employee into a company, is a critical task for organizations. Making sure that your new employee feels part of the organization and is up and running as quickly as possible will impact on their productivity and improve your overall staff retention rates. Get the process wrong and you could find yourself spending valuable time and resources on replacing an employee that leaves prematurely. An employee intranet is a great platform for your onboarding process. It will help your new employee to engage with the business and their colleagues as well as providing the tools they need to get on with the job.
What Is Onboarding?
Basically, onboarding is the process a new employee goes through to learn about and adjust to a new job and organization. It goes beyond the obvious aspects such as having a functioning workstation from day one, or a warm and friendly greeting from colleagues. It’s more about the mechanisms the organization have in place to ensure new employees quickly become effective team members through acquiring the necessary knowledge, skills, and behaviors.
Why Is Onboarding Important?
The accepted wisdom is that the total cost of losing an employee is roughly 1.5-2 times the annual salary. For a manager making $80,000 a year, that’s $120,000 to $160,000 in recruitment and training expenses.
There are also a range of other hidden costs to consider. These include:
- The costs due to lost productivity as it will take a new recruit time to achieve the productivity levels of an existing staff member.
- A drop in customer service and possible errors as the new recruit will typically take longer, and will be less adept, at solving problems.
- The knock-on effect of the employee leaving on the morale and productivity of other team members.
Having a comprehensive onboarding program, therefore, makes good sense and will save your business money in the long run. It is also a very important first step on the path to ongoing productive employee engagement. And organizations with a highly engaged workforce have double the rate of success of companies with lower rates of engagement. What’s more, businesses where staff members feel engaged, have 22 percent higher profitability than those businesses with low engagement rates. In fact, the return on your investment with a good onboarding program is almost a given.
How An Employee Intranet Can Help
The company or employee intranet is the obvious portal for an onboarding program. And below we look at some of the key ways in which an intranet can assist with the process of onboarding.
Instilling A Sense Of The Company Culture
As an organization-wide tool, the intranet is often used to instill in new recruits a sense of the company culture and how they connect with the vision and mission of the organization. This can be achieved with videos, webcasts, interactive webinars or online manuals. In addition, the intranet can track all this activity for compliance and can feedback to the new recruit and their manager on progress.
All the relevant forms a new employee needs to have: from payroll, setting up an email, leave applications, expenses claims through to membership of the social club, are all available on the intranet. And what’s more, all the processes are automated with the forms going straight through to the relevant staff members. So the onboarding portal will mean that the new recruit isn’t drowning in a sea of information and paperwork.
Staff Intranet Directory
We’ve all had that first day at a new job experience where we’ve been introduced to a dozen colleagues and within five minutes have forgotten their names! A staff directory on the employee intranet does away with that embarrassing issue. The new recruit will be able to refresh their memory by clicking on the faces or names within the online directory. The inclusion of a profile that outlines that colleague’s main job focus and current projects will also help the new employee to place that colleague in the relevant context.
Document Management System
The intranet is the central repository for all company-wide information so the new recruit will be quickly and easily able to access all the information they need. It could be a product manual, marketing materials or a safety and health manual: whatever it is the intuitive and easy to navigate intranet will make it easier for the new employee to source that information for themselves which is quite empowering for a newbie.
Ongoing Training And Development
It’s likely that the new recruit will be required to undergo a training and development program as part of the onboarding process. An employee intranet can often make this an easier process than more traditional classroom-based forms of training.
The training could take many forms including guidance on what documentation to read, checklists, quizzes, how-to videos or blogs. Organizing your employee intranet pages so that new staff can work through various onboarding topics and then submit a form to say they have covered this area is a great way of tracking the employee’s progress. This an important record for compliance and auditing purposes and it is a very visible demonstration to the new employee of their value to the company.
Intranet-based self-learning in comparison to more formal classroom style training is a proven cost-effective and flexible way to deploy work-related training. Employee intranets also have the additional advantage of delivering consistent content to all learners, minimizing disruption to normal business activities and allowing staff to train at their own pace and outside of normal working hours.
Enabling Connections With Colleagues
Discussion forums and collaborative workspaces on the staff intranet are a great way for new colleagues to make connections with others in the organization. Sharing best practice, engaging in comments and feedback helps to build those all-important social relationships in the workplace. In this way, new recruits can feel a sense of connection and common purpose with their co-workers. After all, building relationships with colleagues is an important part of our working lives.
When onboarding new employees, it therefore makes sense to utilize the organization-wide employee intranet. A comprehensive onboarding program can be easily achieved through the intranet and will have an impact on overall employee engagement as well as recruitment and retention. The positive effect on your organization’s bottom dollar will also be most welcome!
The team at MyHub are happy to discuss your organization’s needs in relation to onboarding. Contact MyHub for more information or a demonstration of how an employee intranet can help.