4 Ways to Improve Your Employee Onboarding Process

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Do you know that your employee onboarding process may directly impact your business success? If your current process is simply made up of filling in a couple of forms, you may be missing out on an opportunity to strengthen your company foundation. New employees may be less keen on sticking to your company if they feel the onboarding process was ‘thin’.

According to the 2017 Career Builder survey report, 36 percent of employers did not have a proper (structured) onboarding process. The survey also pointed out that weak employee onboarding lowers productivity, motivation and employee engagement. All these combined often leads to employees looking for a way out – you lose the training investments you made.

How to Improve your onboarding process

As an employer, your primary objective is to turn a job seeker into a job keeper. There are a different factors and steps that can convince an employee to stick around on the long run. Employee onboarding should NEVER be only about delegating or offloading tasks to a new team member.

When done correctly, employee onboarding can lower stress on new hires, which in turn translates to higher motivation and harmony in the workplace.

  1. The onboarding process should start before them employee joins

Put yourself in the shoes of your new employees: joining a company can be an exciting and stressful experience. It could be a fresh graduate stepping into the professional world or someone transitioning from another job to join you. They will be asking themselves questions about whether this new position would be a good fit for them or if this new situation will be of any good to them and their family.

You may try to dispel their anxiety by providing them information gradually before they join. The absence of information may often lead to new hires inventing unrealistic expectations on their own. It is very important to be in touch frequently, even before they join. A good way of doing things could be sending out some emails in the first few days explaining their future role thoroughly. Then, you could send out some paperwork to be completed after a few days, just to stay in touch and help them work over any nervousness.

While you do not have to be in contact with them every single day, it is a good idea to give out a call or an email once every few days until they actually start.

  1. First Impression Matters

As an employer, it is your responsibility to welcome a recruit with a warm personal greeting. Ensure that whatever equipment they would be using is ready-to-roll, be it their workstation, computers and tools. Scrambling for missing items while your new employee is standing around sends a subconscious warning that your company does not value their ability to be productive.

Ideally, you would want the first few days of a new hire to focus on interpersonal interactions with the team. Making someone feel welcomed is a key driver to making him stay longer. Interacting with colleagues can help tone down any stress and anxiety one may have. It also allows them to build meaningful connections with their role and new surroundings.

No one likes to sit down and fill out forms for hours and go through a 500 page-long employee handbook on their first day. Reading the employee manual is definitely necessary – but try to find a way to present this information to them so it does not feel bulky. Instead, you could try to spread out the paperwork into digestible chunks.

  1. Appoint mentors – NOT supervisors

Nothing is more frustrating than a supervisor over your shoulder constantly reminding you of your deadline for that super important task – especially during the first few days. Putting a new hire under pressure as soon as he joins may be stressful to him, hence making him question the reasons he joined your company in the first place.

Instead, you could appoint a mentor that would guide him through the daily routine and expectations. If your workforce permits, you could also appoint multiple mentors, so that a new employee has different options to go to in case he needs help. This can help increase recruit’s productivity and make them feel part of the team.

A good rule is to never take any knowledge for granted. While you and your long time-serving employees may deem certain things as routine and ordinary, to a new employee, these may be complete foreign. Hence, a mentor would bridge this gap and act as a facilitator. On the long run, this will translate to higher team spirit and enhanced productivity.

  1. Get Feedback from new employees

Gathering feedback from new employees should be an integral part of your onboarding process. This ensures they know they are free to share their ideas and that their input is appreciated. Getting feedback also encourages problem-solving for you and your team, which could lead to innovation.

While new hires may be uncomfortable sharing their feedback on the very first day, as time goes by, they will very likely have valuable insights for you. As an employer, you should encourage your employees to give their input; this would allow you to address any concern they may have, leading to higher engagement on their side.

Ultimately, collecting feedback from new hires will increase the effectiveness of your onboarding process. Instead of being stagnant, your employee onboarding process should be treated as an ongoing process that constantly needs to be revised and refined.

 

The rewards of proper employee onboarding

Think of employee onboarding as the foundation of your company. A consistent and effective process will greatly contribute to employee performance, motivation and commitment. The higher the job satisfaction level, the longer you will hold on to valuable employees.

When done correctly, employee onboarding will increase overall business productivity and team spirit. Employees will gradually become proud ambassadors of your business and your brand. This will encourage your team to keep a watch on their performance targets and potentially motivate them to set higher goals for themselves.

A PEO can help you with proper employee onboarding

A PEO can help you with onboarding your workers in Africa from a legal and administrative perspective so that you can focus on your talent and ensure a smooth onboarding process. Our professional employer of Record and Payroll outsourcing services provide an easy solution to onboard and pay your workers anywhere in Africa in a matter of weeks. We take care of the legal and compliance matters around contracts, taxes, social security costs and payroll processing.

If you are setting up a business in Africa, Africa HR Solutions can get you started in over 48 countries on the continent. With hundreds of businesses putting their trust in us, we can rightfully say we are the biggest and most respected PEO company in Africa. We offer a wide range of services for companies getting in Africa by providing tailor-made solutions to assist you on your venture.

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GRANT GERAGHTY - Africa HR Team

GRANT GERAGHTY

HEAD OF CLIENT RELATIONSHIP

Grant Geraghty is the longest-serving member of the Africa HR team. This resident subject matter expert and client champion is responsible for gaining a deep understanding of our clients’ unique HR needs in Africa and providing tailored solutions that align with their business objectives. Grant collaborates closely with our clients to ensure that their requirements are properly implemented, providing ongoing support and guidance throughout the process.

Grant brings a wealth of experience to his role, having served as Africa HR’s longest-serving employee. He holds a Bachelor of Commerce degree, with a major in Economics and Business Finance, from the University of Natal in South Africa. Additionally, he has completed a certification program in Payroll and Tax Administration from the University of Cape Town, further enhancing his expertise in HR operations and compliance.

His commitment to delivering exceptional service and his extensive knowledge of HR in Africa make him an invaluable member of the Africa HR team.

KEVINA TAKOORDYAL Africa HR Team

KEVINA TAKOORDYAL

HEAD OF OPERATIONS

Kevina Takoordyal has a BA Hons Business Management from the University of Glamorgan, UK, with MBA in leadership and Innovation, MBA General, PMP Certified, and Agile Scrum Master. She currently works as the Head of Operations at Africa HR Solutions Ltd with more than 20 years of proven leadership capabilities in Operations, Business Development, People Management, Process Optimization, and Project Management in the Financial Services, BPO, Banking Industry, and Heath Care Industry. In Senior leadership roles with an international footprint across Europe working and extensive Pan- African experience from a compliance, finance, and operations angle, Kevina comes across with a panoply of cross-functional skills. Kevina also serves on a few Boards, Non-Independent Executive at MioD and for NGOs on a voluntary basis, a coach and mentor to aspiring female leaders across Africa and Mauritius.

Kevina is a firm believer in Servant Leadership with a strong focus and commitment to uplifting others, with the ability to deliver through a highly engaged – diverse team, and works towards consistently synergistic value creation. While being a focused and adaptive thinker and Kevina is actively participating in panel discussions on Innovation, CX, Digital transformation.

Kevina serves as Project Assessor for the National Youth upskilling program. She has been recognized as Global Talent in a few companies, Ceridian, and International SOS Ltd whereby she has been awarded a few scholarships and had the opportunity to be mentored by Senior Vice President in the US. Award Winner in various fields and at a national level and recognized including Super Achiever Leader Award in Africa in 2016, Awarded Africa Women Leader 2018.

VILOSHNA PACKIRY POULLE​

VILOSHNA PACKIRY POULLE

Head of Finance & Business Support

Viloshna is an experienced finance professional with 18 years of expertise in strategic financial planning, financial analysis, cash flow management, systems and controls implementation, financial reporting, and continuous process improvements. She currently serves as Head of Finance & Business Support, where she has successfully automated and leveraged the financial reporting system capabilities to ensure efficient company operations.

Viloshna’s background includes senior roles in a multinational pharmaceutical company and a large listed Mauritian conglomerate. Her meticulous attention to detail and strategic thinking have streamlined financial processes, making her a valuable addition to any finance team. Viloshna is a qualified finance professional with an FCCA qualification and an MBA, bringing valuable expertise to any organization.

In her current role, Viloshna leads the company’s Treasury and Payments function, including the fulfillment of the company’s cross-border payments into Africa. With her strong educational background and extensive experience, Viloshna consistently demonstrates her ability to optimize financial operations, minimize risks, and improve profitability. Her expertise in financial reporting and process improvements make her a valuable asset to any organization.

MARK DU PREEZ​

MARK DU PREEZ

Head of Legal & Compliance

A qualified lawyer who joined Africa HR Solutions in July 2020, Mark Du Preez has experience working in private practice for a reputable law firm in South Africa. He also played commercially focused roles at a leading private bank, wealth management company, and outsourcing firm in South Africa and Mauritius.

Mark has played a pivotal role in Africa HR Solution’s risk mitigation strategy, which positively impacted P&L performance over the years.

He currently leads the Partnerships function of the company including relationships and oversight with in-country partners (ICPs) across Africa.

Alex Daruty - Africa HR Team

ALEX DARUTY

Head of Commercial

Alex has more than 15 years of experience in the global, strategic development of both enterprise and consumer brands in categories including technology, transport, enterprise software, entertainment, and travel.

With experience in roles on both agency and corporate side, he has worked across international brands and has led the development and execution of multi-discipline campaigns across EMEA, NORAM and Asia Pacific.

His focus is on driving meaningful business impact through brand differentiation and building high-functioning, digitally oriented, and analytically driven capabilities. He is motivated by working with, and developing dynamic people, teams, and organizations.

He leads, manages, develops and mentors the Key Account Management department, including line management responsibility for the team of Key Account Managers and Key Account Administrator who represent the Company as the primary communication link between all relevant stakeholders, including clients, third party in-country partners and internal functions.

Originally from Mauritius, he holds bachelor’s degrees in International Business, Finance and Management from the University of Nevada, Reno.