The

Road Map
to Successful
ONBOARDINGpartner exclusive
 The Road Map
to Successful Onboarding
partner exclusive
 CONTENTS
Introduction: Why Onboarding Matters.......................................... 4

PRO TIPS
Advice for Netchex’s HR Manager................................................ 7

SHRM’s Four C’s of Onboarding................................................... 8

Automating Employee Onboarding................................................ 11

Welcome New Employees with the Netchex Dashboard................ 13

The Road Map to Successful Onboarding

 The Road Map to Successful Onboarding

INTRODUCTION: WHY ONBOARDING MATTERS

Honestly, onboarding should matter to you because it matters to your new hires. Companies
typically spend a considerable amount of time and energy selecting a candidate for an open
position. In fact, some HR professionals report spending up to 80 hours recruiting a single
hire. Ensuring that your new hire feels welcomed and is ready to begin work on their first day
is essential to employee retention.

The first 3 to 6 months of a new hire’s tenure are crucial because during this time frame,
employees are forming impressions that will impact whether they stay with a company. In
fact, an employee can decide within the first 30 days if they feel welcomed and if they will
stay at a company.

So What is Onboarding?
The Society of Human Resources Foundation defines onboarding as the process by which
new hires get adjusted to the social and performance aspects of their jobs quickly and
smoothly, and learn the attitudes, knowledge, skills, and behaviors required to function
effectively within an organization. An effective onboarding program will reinforce a new
hire’s decision to chose your company.

The basic objectives of any onboarding program include:

• Documentation - completing all federal, state, and local forms.
• Provision - providing new hires the resources they need to begin work on their first day
(e.g. uniforms, laptops, email addresses, etc. )
• Socialization - introduce new hires to the ideals and values of your company and to begin
the process of team integration.
• Compliance - ensuring that all rules and legal regulations are followed (e.g. licenses,
certifications, etc.)

A company’s approach to onboarding can range from extremely structure to a sort of “sink
or swim” strategy, which often leaves new employees struggling to find their way. In order
to set out on the road to success, companies must consider the style of onboarding that
works best for them. According to the Society for Human Resource Management (SHRM), the
onboarding style can be categorized as informal or formal.
• Informal onboarding refers to the process by which an employee learns about his or her

Confidential and proprietary. © Netchex 2018 All Rights Reserved 4

 The Road Map to Successful Onboarding

INTRODUCTION: WHY ONBOARDING MATTERS

new job without an explicit organizational plan.

• Formal onboarding refers to a written set of coordinated policies and procedures
that assist an employee in adjusting to his or her new job in terms of both tasks and
socialization.

Research can attest that companies that implement a formal onboarding program are more
successful at retaining valuable employees.

Onboarding should be a long-term program that builds support and accumulates new
employees into your company with a structured plan. It can be approached in three phases:

Phase Timeframe Sample Activites

Before the • Complete Federal, State, and locally required paperwork
First Day • Receive welcome emails from HR department and direct
supervisor
• Receive information about the company, department, and
team members

Engagement First Day to • Formal introduction to team members & direct supervisors
First Week • Tour facilities
• Get email address and necessary equipment
• Attend orientation
• Attend lunch with team

Cultivation First Week • Begin job shadowing

to • Work with mentor to learn about the corporate culture and
First 30 customers
days • Meet with cross functional departments to understand their
needs and expectations
Progression Beyond the • Implement one-on-one performance updates with
First supervisor
30 days • Develop a training calendar
• Identify continuing learning opportunities

Confidential and proprietary. © Netchex 2018 All Rights Reserved 5

 Onboarding BLVD
Research on new employee onboarding shows that when onboarding
is done correctly, it leads to:
• Higher job satisfaction.
• Organizational commitment.
• Lower turnover.
• Higher performance levels.
• Career effectiveness.
• Lowered stress.
 The Road Map to Successful Onboarding

PRO TIPS: ADVICE FROM

TIFFANY BELL, NETCHEX HR MANAGER

Onboarding your employees is the first step in retaining loyal, hardworking employees. If you
show them from the start that they are valued and appreciated, even as a new hire, this will
go far in helping to retain a reliable employee base. Here are a few ways you can ensure you
maximize your onboarding process and help retain loyal, dependable employees:

1. Pre-board your new hires! As the Human Resource Manager at Netchex, I make sure our
new employees feel welcome the minute they sign their offer letter. I personally welcome
every new hire with an e-mail, letting them know that we are thrilled to have them on our
team. Pre-boarding also allows you to get to know your new employee, helping them with
any questions they may encounter prior to their first day (what exactly can they wear to
work, are there certain break times, or the many multitude of benefit questions that may
arise; these all need a personable, approachable employee there to help them every step
of the way).
2. Reduce first day jitters. First day jitters are sure to come for every new hire. Remember
your first day in a new place with a sea of new faces? You can help your new employees
feel welcome on their first day by appointing another seasoned employee who can help
show them the ropes. Ideally, this would be someone they will be working with directly,
maybe someone in their department or their direct supervisor. This person would be there
to help introduce the new hire around to the other employees, help show them what your
company culture is about.
3. Get out of the office. Take your new hire out to lunch on that first day (or first week, if
time doesn’t allow). Whether it be their supervisor or some co-workers, this gives the new
employee a chance to interact with co-workers outside of the office setting, making them
feel welcome and comfortable.
4. Have their work space ready. It may seem simple, but having your new hire’s desk ready
for their first day will help them feel welcome. Having a computer that’s ready for them
to log into, having their phone set up with their extension, even providing them with their
business cards on that first day will make them feel needed and welcomed.

Onboarding doesn’t stop after that first week for a new hire. It’s important to remain in
contact, especially during those first crucial 90 days, when the new hire is learning the ins and
outs of their new role. Send them a quick e-mail and ask them how everything is going. Ask
them if there is anything you can specifically help them with, or if they have any concerns that
may need addressed. They may need an advocate for something; be that advocate, from the
day they sign their offer letter until the day they hopefully retire from your company!

Confidential and proprietary. © Netchex 2016 All Rights Reserved 7

 The Road Map to Successful Onboarding

PRO TIPS: SHRM’S FOUR C’S OF ONBOARDING

SHRM has outlined the building blocks of a successful onboarding program know as the Four
C’s.

• Compliance is the lowest level and includes teaching employees basic legal and policy-
related rules and regulations.
• Clarification refers to ensuring that employees understand their new jobs and all related
expectations.
• Culture is a broad category that includes providing employees with a sense of
organizational norms—both formal and informal.
• Connection refers to the vital interpersonal relationships and information networks that
new employees must establish.

A Four C’s Roadmap might include the following:

Compliance
The first step on the road to any successful onboarding journey begins with compliance. This
phase includes completing all legal, federal, and state required paperwork for your new hire
to legally become your employee. This would include:
• Form I-9
• Form W-4, Employee’s Withholding Allowance Certificate
• Any state required forms
• Employee handbook
• Code of Conduct policy
Clarification
The next phase of successful onboarding begins to build on the foundation and establishes
an employees role within their team, their part in the company’s overall big picture, and the
responsibilities they are expected to meet. Defining an employees role and responsibilities
is crucial to maintain a positive working environment since most team disagreements stem
from a lack of clearly defined roles. In his book, Building Productive Teams, Glenn H. Varney
explains, “During any discussion of roles and responsibilities, team members need to clearly
know their specific tasks and the areas for which they will be held accountable. Everyone in

Confidential and proprietary. © Netchex 2018 All Rights Reserved 8

 The Road Map to Successful Onboarding

PRO TIPS: SHRM’S FOUR C’S OF ONBOARDING

the team should also know what everyone else is responsible for. This will build strength and
mutual support.”

Culture
The prior two steps laid the base and frame work of the onboarding process. Moving to
introduce your new hires to your corporate culture takes your onboarding process to the
next level. Many of today’s leading companies begin immersing new hires into their company
on or before their first day with welcome gifts based on the new hires likes and interest
expressed during the interview process or from a user profile. In addition to welcome gifts,
some of the nation’s top companies also turn to mentors for new hires. Mentors help give
new hires a real view of your company by sharing their story and experiences with the
company, introducing new hires to key stakeholders, and being a point person for any
questions.

Connection
New employees should be encouraged to establish interpersonal relationships and
information networks within the company. Joining groups within the organization such as
Toastmasters® or leading social initiatives like United Way® giving campaigns can encourage
new employees to reach out to coworkers outside of their immediate group. New employees
should be encouraged to establish other interest groups based on common interest such as
sports or entertainment.

Confidential and proprietary. © Netchex 2018 All Rights Reserved 9

 Welcome AVE

69%
of new employees who take part in a well-
structured onboarding program, were more
likely to remain at a company up to three years.

Losing an employee due to their experiences

of being confused, feeling alienated, or lacking
confidence is a sign of a poor onboarding
program.
 The Road Map to Successful Onboarding

AUTOMATING EMPLOYEE ONBOARDING

In order to effectively manage a structured onboarding like one outlined in the Four C’s,
companies should consider automating their onboarding process with integrated Human
Capital Management (HCM) solutions. Automation allows HR managers to reduce the time
needed to begin onboarding a new hire and save money by going paperless.

When onboarding is automated through a HCM, new hires only have to enter pertinent
information like name, address and social security once. The data is automatically
populated into the system and populates payroll, benefits, and direct deposit information.
This reduces the time spent doing this on the first day and in some cases, allows the new hire
to already have necessary items such as badges, computer access and more available upon
arrival.

When recently discussing the benefit of using such a solution, Kerry Ranson, Chief
Development Officer of HP Hotels, said “the seamless component of moving a candidate
from hire, through the onboarding process and then over to payroll is worth its weight in
gold.[Using an automated solution] makes the employees feel comfortable with us as a new
employer, both because they know what to do and because it looks like we are professional
and well organized,” states Ranson.

There are numerous additional benefits to automating your employee onboarding, the top
benefits include:
1. Time and cost savings - automating the onboarding process allows companies to save
both time and money by reducing the number of hours HR departments have to devote
to onboarding a new hire.
2. File storage - employers are typically required to keep new hire paperwork a minimum
of two years. For a growing company, this can mean mountains of paperwork.
An automated onboarding solution allows employers to securely store employee
information in a online location.
3. Data analytics - with growing government compliance issues like the EEOC’s pay data
reporting, having insight into onboarding analytics is valuable to today’s HR team.

Confidential and proprietary. © Netchex 2018 All Rights Reserved 11

 The Road Map to Successful Onboarding

AUTOMATING EMPLOYEE ONBOARDING

Using Automation to Meet the Four C’s

Today’s payroll and HR solutions can help employers meet the Four C’s. An ideal onboarding
technology will encompass all of these elements in one easy to use solution:
• Compliance: New hires should have access to an easy, user-friendly system that can
capture forms like I-9, Federal and State tax forms, and other state specific forms with
electronic signatures.
• Clarification: HR administrators should have an easily accessible Human Resources
knowledge base for help with any regulatory or compliance related questions.
• Culture: Companies can introduce new hires to their corporate culture and team
members through a complete technological solution.
• Connection: A complete onboarding solution can create opportunities for networking
through interest profiles which include links to social platforms such as Facebook® or
Twitter.

Confidential and proprietary. © Netchex 2018 All Rights Reserved 12

 Happy Employee Lane
Organizations with a standard onboarding process experience 54 %
greater new hire productivity and 50% greater new hire retention.
 The Road Map to Successful Onboarding

WELCOME NEW EMPLOYEES WITH THE

NETCHEX DASHBOARD

Now you can minimize that risk and start your new hires on the road to success from day
one. Welcome your new employees in a more personal, motivating way. Netchex Onboarding
Dashboard gives new employees a countdown clock to their start date, information about
their new team members, their own personal profile to fill out, and access to their tasks
assigned by HR - all before their first day of work.

Break the Ice

New hires can break through the introduction barriers and learn more about their new team
members during their onboarding process. Team members can now introduce themselves
to your new hires with their own personalized profile complete with their picture, a quick bio
about themselves, and a listing of their hobbies and interests. They can also include links to
their social media pages. Your new hires can introduce themselves to the team by creating
their own profile.

Take Employees from Compliance to Connection

Capture required new hire forms like I-9s, Federal and State tax forms, and other state
specific forms with electronic signatures. You can set due dates on tasks that need to be
completed on the employee’s first day. Employees will receive automatic email alerts when
tasks are assigned and/or overdue. Admins and managers will receive alerts when tasks are
completed and ready for approval. Admins and managers can also receive an email alert that
will provide a summary of which employees have completed tasks and which employees
still have overdue tasks. You can even create custom tasks and upload your own custom
documents like employee handbooks or policy agreements, or conduct orientation
or training virtually by embedding video or survey links.

Start New Hires on the Road to Success

Give your new hires the head start they need to love their time with your company. The
Onboarding Dashboard makes new employees feel welcome, decreases their learning curve,
and integrates them into company culture more quickly.

Confidential and proprietary. © Netchex 2018 All Rights Reserved 14

 How We Can Help

Netchex offers employers more than a payroll software. We are

a team of payroll, tax, and HR professionals that become an
extension of your staff by providing the service and support today’s
businesses need.

Our Onboarding Dashboard enhances the entire Netchex suite,

making tasks easier to access, showing new employees their
progress as they complete tasks, and subtly reminding them how
much time they have to complete the remaining tasks.
Give us a call to see how we can help your team today.

Let’s talk. Call (877) 729-2661 or visit us online at

www.netchexonline.com