Employee Onboarding Best Practices
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Employee Onboarding Best Practices

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Emerald Software's Onboarding Best Practices - What You Can and Should Do WIth A New Employee Onboarding System. ...

Emerald Software's Onboarding Best Practices - What You Can and Should Do WIth A New Employee Onboarding System.

Learn more at http://www.emeraldsoftwaregroup.com/onboarding

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  • 1. Onboarding
    Requisitioning
    HR Process Management
    Personnel Folders
    Change Management
    Employment Verification
    Imagine.completely paperless HR management
  • 2. 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
    Imagine. completely paperless HR management
  • 3. Best Practices in Employee Onboarding Systems
    Imagine. completely paperless HR management
    What you can and should do with an employee onboarding system
  • 4. Imagine. completely paperless HR management
    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
  • 5. Imagine. completely paperless HR management
    Acculturation Onboarding
    Accelerating an employee’s assimilation into the organization
    Orientation
    Adaptation
    Connection
  • 6. Imagine. completely paperless HR management
    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
  • 7. Imagine. completely paperless HR management
    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.
  • 8. Imagine. completely paperless HR management
    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
  • 9. Imagine. completely paperless HR management
    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
  • 10. Imagine. completely paperless HR management
    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
  • 11. Imagine. completely paperless HR management
    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
  • 12. Imagine. completely paperless HR management
    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
  • 13. 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
    Imagine. completely paperless HR management
    Ensuring Compliance
  • 14. Special Industry Licensure: Verification
    Transportation
    Healthcare
    Education
    Gaming
    Food Services
    Government & Defense
    Imagine. completely paperless HR management
    Ensuring Compliance, continued
  • 15. Imagine. completely paperless HR management
    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
  • 16. Imagine. completely paperless HR management
    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
  • 17. Imagine. completely paperless HR management
    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
  • 18. Imagine. completely paperless HR management
    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
  • 19. Imagine. completely paperless HR management
    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
  • 20. Imagine. completely paperless HR management
    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
  • 21. Imagine. completely paperless HR management
    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
  • 22. 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
    Imagine. completely paperless HR management
    Connection, continued
  • 23. Imagine. completely paperless HR management
    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
  • 24. Thank You For Spending Some Time With Us!Visit Us Atwww.EmeraldSoftwareGroup.com
    Imagine. completely paperless HR management