Employee Onboarding Best Practices

Imagine. completely paperless HR management

Onboarding

Employment Verification

Requisitioning

Personnel FoldersHR Process Management

Change Management


The AllegroHR Suite• Universal Employment Application• Universal Onboarding• New Employee Acculturation Portal• I9 Management with e-Verify• Staff Service Request• Personnel Action Notices• Personnel Folders


Best Practices in Employee Onboarding Systems

What you can and should do with an employee onboarding system


Transactional Onboarding

• Optimizing, perfecting, and controlling business process tasks during employee onboarding– Automating Paperwork and Forms– Automating the Flow of New Employee Data– Ensuring Compliance


Acculturation Onboarding

• Accelerating an employee’s assimilation into the organization– Orientation– Adaptation– Connection


Recommendation…

• Recognize the proper mix of transactional and acculturation onboarding features that makes sense for your organization– All organizations can use transactional onboarding– The more white collar the workforce, the more

acculturation onboarding also makes sense


Automating Paperwork and Forms• Application for Employment (if not collected by other systems)• Employee Demographics Form• Offer Letter (if not generated by recruiting technologies)• Offer Letter Acceptance• IRS W-4• INS I-9• IRS 8850 (Work Opportunity Tax Credit)• State W-4’s or equivalent and accompanying forms such as affidavit of

non-residency, alternative tax elections, certification of military status, etc.


Automating Paperwork and Forms, continued

• Policy Acknowledgements and Acceptance:– Drug Testing Policy– Background Testing Policy– Harassment Policy– Acknowledgement of Job Description– Receipt of Employee Handbook– Receipt of Employment Contract– Intellectual Property and Invention Assignment– Non-Compete– Chain of Custody– Release of Information, Particularly for Licensure– Minor Work Release Forms– Intern or Work-Study Release Forms


Automating Paperwork and Forms, continued

• Benefits, including group health and voluntary benefits• Special Industry Forms

– Department of Transportation– Department of Homeland Security– Department of Defense and National Security Related Forms– Food Services Training & Certifications Release– Gaming (casino) Training & Certifications Release– Healthcare Licensure & Safety


Automating the Flow of New Employee Data

Integrations to:• Applicant Tracking and Recruiting• HRMS• Payroll• Time and Attendance• Learning Management• Employee and Manager Self Service Portals• E-Verify (Immigration & Naturalization Service)• Workforce Analytics and Reporting• Benefits Management• Benefits Enrollment Processing Partners


Automating the Flow of New Employee Data, continued

Integrations to:• Background Testing Partners• Drug Testing Partners• Unemployment Insurance Outsourcing Partners• State Newhire Reporting Systems• Tax Credit Outsourcing Partners• Document, Content, and Records Management Systems• Risk Management Partners• Other Business Operational Systems

– Facility Security Systems– Accounting, ERP, or Supply Chain Management Systems


Automating the Flow of New Employee Data, continued

Integrations to:• IT Systems

– Network Security: ActiveDirectory, LDAP, etc.– Systems & Equipment Provisioning– Email, Blackberry, and Communications Provisioning– Employee Collaboration Systems

• Microsoft SharePoint• Corporate Social Networks


Ensuring Compliance• Ensure Completeness of Forms Package

– No Missing Tax Forms– I-9– All Policy Acknowledgements Reviewed & Acknowledged– Only Relevant Forms Completed (Eliminate Risk of Unneeded Forms)

• Ensure Accuracy of Forms Package– No Missing Fields– No Improperly Formatted Fields– No Inconsistency Between Fields


Ensuring Compliance, continued• Special Industry Licensure: Verification

– Transportation– Healthcare– Education– Gaming– Food Services– Government & Defense


Orientation

• Welcome Messaging (ideally multimedia, such as a video)• Information on the Organization

– Company History– Company Mission, Vision, and Values Statements– Company Culture Overview– Copies of Handbooks and Policy Manuals– Copies of Benefits Guides and Manuals


Orientation, continued

• Information on the New Employee’s Team and Coworkers– Names and Titles of Coworkers– Name and Title of Supervisor(s)– Contact Information—Email, Phone—for Coworkers– Special Welcome Messaging from Coworkers is Ideal


Orientation, continued

• Information on the New Employee’s Job– Position Description & Expectations– List of Work Items Assigned to Employee

• Delivery Status• Usage Guidelines

– Access to Documents Related to Job Performance• Project Documents• Unique Departmental, Location, and Business Unit Policies• Job Performance Standards & Best Practices


A Note on Virtual Orientation Programs

• Can be a very powerful tool for physically distributed organizations

• Should be well integrated with in-person employee orientation programs– Supplementing, not replacing, where feasible– Reinforcing business objectives


Adaptation

• New Employee’s Learning Plan– Policy Training & Testing– Security Training & Testing

• Physical Security• Network, Internet, & Virtual Security

– Job Training– Materials and Work Items Training– Skills Remediation & Personal Development– Special Skills Training, such as foreign languages or business protocol


Adaptation, continued

• Surveys– Ensuring Expectations Have Been Met by Company – Ensuring Employee Feels They Have Materials They Need to be

Effective– Ensuring Employee Feels They Are Connecting with Company and

Coworkers


Connection• New Employee Creates Personal Profile

– Personal Contact Information– Education History– Work History– Personal Interests & Hobbies

• New Employee Is Encouraged to Peruse Company Personal Profiles, Traversing both the Official and Unofficial Company Structure, and Find Employees of Similar Background and Interests

• Existing Employees Are Encouraged to Seek Out New Employees with Matching Education and Work History and Interests


Connection, continued• Encourage Employee to Participate in Company Events

– Company Calendars– Company Clubs & SIGs

• Provide Message Forums and Electronic Bulletin Boards– Special Interest for New Employees– Special Interest per Activity– Car Pooling– Career Development– Employment Resources (such as)

• Childcare Recommendations• Benefits Recommendations• Local Office Facility Recommendations


Obtain Our Best Practices Brief…

• Emerald Software’s “Onboarding Best Practices Brief” is our most popular piece of content, read by thousands of HR professionals.

• Learn more and request our brief at: http://www.emeraldsoftwaregroup.com/onboarding

• Or call us at 770-569-5122

http://www.emeraldsoftwaregroup.com/onboarding

http://www.emeraldsoftwaregroup.com/onboarding


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