ES Talent Solutions does a lot of work helping clients optimize the recruiting process. It makes sense as a well-documented recruiting process is the lighthouse which guides all kinds of stakeholders through hiring in a consistent manner. One thing that isn’t always agreed upon though is when the recruiting process ends. This can create a black hole between the time the candidate accepts an offer and the time they report for work. Let’s explore why this is a problem and how to ensure you have an effective onboarding program at your company.
It’s understandable that there could be issues at the onboarding phase because this is where the handoff from applicant tracking system (ATS) to HR information system (HRIS) takes place. From a technological perspective, this can be relatively seamless if the ATS and HRIS are from the same vendor or the ATS has onboarding tools that interact with the HRIS.
There is a lot happening during the onboarding process and there are many ATS and HRIS systems that have fabulous programs to handle a variety of tasks like:
- Send and receive all appropriate documents for the new hire.
- Alert various stakeholders that the hire has been made and when they will start. Important for securing laptop, employee ID, office/cubicle space, etc.
- Provide timelines and reminders so that all tasks are completed.
Studies show that counteroffers have been more frequent over the past few years and the percentage of employees who received and accepted counteroffers has been steadily rising.
It is more common to see gaps in the onboarding process during activities taking place outside of the ATS/HRIS – human interaction with the new employee. As the candidate goes through the interview process, there is lots of interaction with the company. The best recruiters develop relationships with the candidate, help them navigate the process, and are there through the excitement of offer and acceptance. What’s next? A two-week (or more!) period of nothing. Sure, there is the signing of documents and other non-human interactions. But what companies (hiring managers, HR contacts) need to understand is that this is a critical part of the hiring process and the new hire’s onboarding experience should be top of mind. Why?
- Many studies show that counteroffers have been more frequent over the past few years.
- A 2021 survey by Back Office Staffing Solutions found that 83% of employees who received a counteroffer were likely or very likely to consider it.
- The percentage of employees who received and accepted counteroffers has been steadily increasing.
So, think of the onboarding phase as a chance to strengthen bonds between manager and new employee and a time to get the new hire excited about the next stage in their career. Here are some key elements to consider for the new hire onboarding experience:

- Pre-Onboarding:
- Send a welcome package: Include company swag, reading materials about the company culture, and information about the first day.
- Manager interaction: Managers should call the new hire at least once through the onboarding process to see how things are going, make sure they’re still excited about the opportunity, and confirm they understand first day activities. And discuss with HR if there are any indications that the person is not excited or there might be a counteroffer.
- Facilitate connections: The more connections made before the first day, the better. Encourage new hires to connect with their team on social media or through video calls before their first day. The more the new hire feels connected, the more likely they will show up and perform well.
- First Day & Week:
- Warm welcome: Ensure a warm and welcoming environment with a dedicated buddy or mentor. If it’s not possible to physically interact with a lunch, set up a video meeting with the team to welcome the new hire.
- Orientation: Make sure someone covers essential information like company history, values, benefits, and emergency procedures and provides plenty of opportunities for questions to be answered about this information.
- Hands-on training: Provide practical training on necessary tools and software. If this is done individually, remotely, or all online, make sure someone (manager/buddy/mentor?) follows up to make sure they got out of the training what they should have.
- Social integration: Plan team lunches, social events, informal coffee breaks, or video interactions (for remote hires) to foster relationships.
First Week Note: LinkedIn research revealed that 47% of new hires feel overwhelmed in their first week. It’s the company’s responsibility to know this and remind the new hire, like a new pair of shoes, things may be uncomfortable at first but will settle into a cozier stage soon.
- Beyond First Week:
- Gather Feedback: Survey new hires to get their input on the onboarding experience and how to make it better. Make sure someone checks in at the first month and first quarter to see how things are going.
- Engage: Look for ways to strengthen the bond by inviting new hires to get involved in company activities (planning committees, resource groups, sports leagues, etc.)
88% of Employees are More Likely to Stay with a Company for at Least Three Years if They Experienced a Great Onboarding Experience
glassdoor
It’s true that a smooth onboarding experience leads to higher employee engagement, shorter up-to-speed productivity times, and reduced likelihood of early turnover. And a Glassdoor survey found that 88% of employees are more likely to stay with a company for three years if they experienced a great onboarding experience. By investing in a robust and engaging onboarding process, companies can create a positive and lasting impact on their new hires, ultimately driving business success.
For more information on this topic, read SHRM’s “New Hire Integration: Start Here When Onboarding a New Employee” or Effective Onboarding Programs: Trends And Examples by Christopher Pappas at ELearningIndustry.com.
Need help creating Onboarding Excellence or understanding how to recruit more effectively? Contact Eddie (estewart@ESTalentSolutions) for a free conversational diagnostic of your recruiting ecosystem. In a few short minutes, you could receive practical tips to improve the efficiency of your hiring process.
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