Employee Onboarding Best Practices

Onboarding
Requisitioning
HR Process Management
Personnel Folders
Change Management
Employment Verification
Imagine.completely paperless HR 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
Imagine. completely paperless HR management

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

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

Special Industry Licensure: Verification
Transportation
Healthcare
Education
Gaming
Food Services
Government & Defense
Ensuring Compliance, continued

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

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
Connection, continued

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

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Employee Onboarding Best Practices

by Emerald Software Group on Nov 08, 2009

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