Human Resources

 
 

ON-BOARDING/OFF-BOARDING PROCESS

You managed to hire that candidate you really wanted. Now what?

The on-boarding process is a delicate process that can "make" or "break" a new team member. The most common mistake that can happen at this stage is the company leaving the new employee "alone" without a proper introduction to the his/her new team members and work tools. So, what to do in the on-boarding phase?

On-boarding

Once you sign a new person to join the team it is time to follow a process to on-board the new recruit properly. You want to make sure you have 1) clearly communicated the job description and the expectations already during the hiring process, 2) you gather the required data to on-board the new employee, 3) you schedule all meetings and training sessions needed to turn the latest arrival into a productive team member. While step 1) is usually part of the hiring process, step 2) and 3) often happen in an unstructured and/or improvised fashion in most early stage startups. We suggest to follow a simple and lean process around these tasks to standardise on-boarding and ultimately save time around data organisation, employment kick-off and probation period.

On-boarding form:

You can use any of the most commonly used online survey builders (Google Form, Typeform, etc.) to create a standard on-boarding form to send to all new employees prior to the start date. The goal here is to gather personal and professional data in an organised way and save time in the future. 

Employment kick-off: 

On the first day of a new recruit, make sure she/he already has all the necessary tools to start the job from the basics (desk, computer, phone) to access to the tools needed to perform the job (software licenses, CRM seats, etc.). Furthermore, schedule in the calendar the meetings she/he will need to attend to meet new colleagues and get up to speed with the new tasks. There should be on-boarding meetings with immediate superior, colleagues and any other member of the team with whom the newly hired will interact frequently. 

Remember to keep track of the access points you have created for the new employee and who in the company has access to which softwares/tools (you should have already mapped this during your preparation for GDPR). Access management is of extreme importance, do not underestimate the value of tracking employee's access to softwares and service providers.

Probation period:

The probation period is an important tool for both employer and employee to assess the new relationship and deal with potentially disruptive conflict. Schedule initial and final feedback session between the new employee and her/his immediate HR superior from the first day to give full visibility in the months ahead and not leave critical meetings un-planned.

 

Off-boarding

Off-boarding can be a delicate situation and should be treated in a sensitive and structured way. Some off-boarding can proceed smoothly while others can turn out to be more complicated. During the off-boarding process access management is critical. Accesses to emails, communication tools and other systems should be closed right away to manage data security and reputation.

Many companies do not follow up properly on off-boarded people and disregard the importance of an exit interview. Once someone is off-boarded an exit interview should be conducted to receive valuable feedback. It is a great growth opportunity for the management and the company. The interviewer should investigate: 

  1. The reason the person has left
  2. Wether the person sees any area of improvement regarding the management of the company
  3. If the leaving employee has noticed any mistreatment or mismanagement of people
  4. Feedback on the quality of internal and external communication

The goal during the interview is to understand where the company can improve and what it could have done better and remain in as good terms as possible with the parting employees. Finally, remember to prepare and deliver the employment certificate to the parting employee, the document should describe the tasks of the person on the certificate.

Check out the on-boarding checklist template at the button below for inspiration. Please note, some companies use Trello or other project management softwares instead of simple checklists to manage new employees allowing them to follow a checklist of tasks and mark the ones who have been completed.

 

Special thanks to Terhi Klemetti from Transearch and Sebastien Gianelli from Vertical for contributing to the creation of the material above with their input and best practices  

 

Work tools for managers 

re:Work is an effort by Google and others to help share and push forward the practice and research of data-driven HR. 

re:Work contains several useful guides and case studies in the field of HR, recruitment and employee development. The initiative has recently shared new interesting material on several subject such as: