Adding a new team member to your office is always an exciting moment, and with a well-established and structured onboarding process, your organization can hype up new hires even further.
Blog Post
8 minute read
Jul 15, 2024
Adding a new team member to your office is always an exciting moment, and with a well-established and structured onboarding process, your organization can hype up new hires even further. From sending the welcome email to their first week of training, the onboarding process should serve as a guide for a smooth transition into a new role.
Similarly, having a well-established and systematic process in place when offboarding employees can make the exit transition from a company easier and more informative for everyone involved.
Learn more about the key steps in the onboarding and offboarding processes below!
If you feel like your systems or technologies are lacking, your organization might benefit from IT services. Check out Impact’s eBook, Does Your Business Need a Managed IT Services Provider?, to find out if a strategic IT partnership could be right for you!
The IT Onboarding Process for Employees
Employee onboarding is a vital process that ensures new hires are fully integrated, knowledgeable, and productive from the very start. A structured onboarding process adds immense value by creating a consistent and efficient way to bring new employees up to speed, reducing the time it takes for them to contribute in a meaningful way.
This approach also helps minimize the initial confusion and stress that new hires often experience, leading to higher job satisfaction and engagement.
A formal onboarding process is essential because it sets clear expectations and provides a comprehensive introduction to the company’s culture, policies, and procedures. This not only helps new employees understand their roles and responsibilities but also aligns them with the organization’s goals and values from the beginning.
On top of that, a well-designed onboarding process is crucial for retaining talent and reducing turnover rates. When employees feel supported and valued during their initial days, they are more likely to develop a positive outlook towards the company and remain committed in the long run.
Investing in a formal onboarding process demonstrates that the organization cares about its employees’ success, fostering a sense of loyalty and belonging. This, in turn, leads to improved productivity, enhanced employee morale, and a stronger overall organizational performance.
The five main steps in any onboarding process include:
Pre-onboarding is the preparatory phase of the onboarding process that occurs between the time a new hire accepts a job offer and their first official day of work. This stage is crucial for setting the tone and providing a smooth transition into the organization.
During the pre-onboarding stage, employers gather essential information about the new hire, such as their role, start date, and required access credentials. Employers also prepare necessary documentation, including employment contracts, confidentiality agreements, and company policies, ensuring that everything is ready for the new employee to review and sign.
In addition to paperwork, pre-onboarding involves logistical preparations such as setting up the new hire’s workstation, configuring email accounts, and installing necessary software and tools which are covered below.
This proactive approach not only helps new hires feel welcomed and informed but also minimizes the downtime that typically accompanies a new job. By addressing these logistical and administrative tasks beforehand, organizations empower new employees to focus on getting the ball rolling and jumping into the company culture.
2. Assigning Hardware and Software
Hardware and software assignment is a critical component of the employee onboarding process that provides new hires with the tools they need. During this phase, the IT department prepares and configures the new employee's workstation, which includes assigning and setting up employee devices such as laptops, desktop computers, monitors, keyboards, and any other role-specific equipment.
Alongside hardware preparation, software assignment involves installing and configuring all necessary applications and tools that the employee will use regularly. This includes essential programs like email clients, office productivity suites, communication platforms, and any specialized software required for the job.
This preparation helps new employees start working on their tasks immediately without technical difficulties, leading to increased productivity and a smoother transition into the organization.
3. Granting Access Permissions
Access permissions are fundamental to getting new employees started in their roles as it allows for the appropriate level of access to the company systems, networks, and data necessary for the role. During the onboarding process, the IT department collaborates with HR and the new employee's manager to determine the specific access needs based on the employee's position.
This involves setting up user accounts and assigning role-based permissions to give new hires access to relevant software applications, databases, and internal systems while maintaining security protocols.
Properly managing access permissions is crucial for both operational efficiency and security. By granting new employees the right level of access from the start, organizations can avoid disruptions in workflow and enable new hires to contribute effectively.
4. Orientation and Training
Once in the role, new employees will be ready for orientation and training. This stage is designed to familiarize new hires with the organization and equip them with the necessary skills and knowledge to perform their roles effectively.
Orientation typically occurs on the first day or throughout the first week and includes an overview of the company's history, mission, values, and culture. This session helps new employees understand the broader context of their work and how they fit into the organization’s goals.
During orientation, new hires are also introduced to company policies, procedures, and key personnel, providing a solid foundation for their integration into the workplace.
Training, on the other hand, is a more extended process tailored to the specific needs of the new employee's role. It includes job-specific training on tools, software, and systems that the employee will use daily. This phase often involves participating in hands-on training sessions, completing tutorials, and shadowing experienced colleagues to gain practical insights and experience.
Security training is also a critical part of this phase, educating new hires on best practices for data protection and cybersecurity. Effective training prepares new hires to handle their responsibilities and helps in building confidence and competence, ultimately leading to higher productivity and job satisfaction.
5. Ongoing Support
At the conclusion of onboarding, employees still receive ongoing support. This plays a crucial role in employee onboarding by providing continuous assistance, guidance, and resources to new hires beyond the initial orientation and training.
This support can take on various forms, such as assigning a mentor or buddy who serves as a point of contact for questions and assistance, providing access to detailed documentation and FAQs, or offering regular check-ins with managers or HR to address any concerns or challenges that may arise.
The role of ongoing support extends beyond technical assistance; it also fosters a sense of belonging and engagement within the organization. By maintaining open lines of communication and offering ongoing feedback, organizations demonstrate commitment to new employees’ success and development.
Best Practices for Employee Offboarding
Offboarding is the process established for when an employee departs from the organization. With structured offboarding in place, you can provide a smooth transition for departing employees while maintaining organizational security and operational continuity. \
By executing offboarding effectively, organizations uphold their reputation, mitigate potential risks, and maintain positive relationships with both departing employees and the broader workforce.
1. Conduct the Exit Interview
An exit interview is a valuable tool used by organizations to gather feedback from employees about their experiences, insights, and reasons for leaving the company. It provides a structured opportunity for employees to share candid opinions about their time with the organization, including aspects they found satisfying and areas where they believe improvements could be made.
This feedback can offer valuable insight into the company's culture, management practices, work environment, compensation and benefits, career development opportunities, and overall employee satisfaction. The role of an exit interview extends beyond simply gathering information; it serves several key purposes.
Firstly, it allows organizations to identify potential issues or patterns that may contribute to turnover, enabling them to make informed decisions and improvements to retain valuable talent in the future. Secondly, it provides closure for both the departing employee and the organization, fostering a positive exit experience and maintaining a constructive relationship.
Lastly, exit interviews contribute to continuous improvement efforts by highlighting strengths and areas for development within the organization's policies, practices, and workplace culture. Overall, conducting exit interviews demonstrates a commitment to listening to employees' voices, enhancing organizational efficacy, and promoting a culture of learning and growth.
2. Revoke Access Permissions
Revoking access in the context of offboarding refers to the process of disabling or terminating an employee's access to company systems, networks, data, and physical facilities upon their departure from the organization.
This step is crucial for protecting sensitive information, maintaining data security, and preventing unauthorized use of company resources.
By promptly revoking access, organizations mitigate the risk of data breaches, unauthorized data access, and potential misuse of corporate resources. This ensures that only current employees and authorized personnel have access to sensitive information, safeguarding the organization's integrity and security protocols.
3. Reclaim Company Property
During employee offboarding, the departing employee will also need to return any company property that was in use. This includes laptops, mobile phones, access cards, keys, uniforms, and any other equipment or materials provided by the organization.
HR or the employee's manager should outline the items to be returned and coordinate logistics, such as scheduling and any shipping arrangements necessary.
Once returned, the organization verifies the condition and totality of the items, updating inventory records accordingly. This approach makes sure that all company property is accounted for when any employee leaves the organization.
4. Backup or Delete Data & Accounts
During employee offboarding, backups, data deletion, and account deletion are crucial steps to protect company data and adhere to privacy regulations. Backups guarantee that important work-related data, such as emails and documents, are securely saved for future reference.
Data deletion, on the other hand, involves securely and permanently removing the employee's data from all company devices and systems, using methods that prevent unauthorized access or data breaches.
5. Deliver Final Payments
Final payment delivery is the last step in saying goodbye to an employee. After sending an ex-employee their final paycheck, along with any accrued vacation or sick leave, bonuses, commissions, and reimbursement for expenses incurred during employment, the offboarding process is all wrapped up.
Final Thoughts on IT Onboarding & Offboarding
A lot of emotions come with starting or leaving a job, often for everyone involved. As such, it can make everything a lot easier on new hires, departing employees, managers, and the whole company to have well-established and structured processes for onboarding and offboarding employees.
By implementing these processes, you set your people up for success both while they’re at your organization and in their future careers.
If your technology needs an upgrade, you may want to consider a strategic partnership with an IT provider. Read Impact’s eBook, Does Your Business Need a Managed IT Services Provider?, to learn more about what a strategic IT partnership entails.
