1. All on board, the journey to retaining new joiners starts here
All on board, the journey to retaining new joiners starts here. Paul Rains
Friday, 21 April 2017

2. Deciding to Stay
90% of all employees make their mind up about a company in the first six months

3. The Journey Industry Standard Best in Class ___________________
First Appraisal /
Review
Verbal Offer Stage
Employee’s
First Day
Industry Standard
Best in Class

4. The Voice of the Customer
What’s Important to the New Hire?
Minimum paperwork to complete.
The tools of the trade on day one.
The relevant security access arranged.
Appropriate Induction / Training arranged.
A channel for communication.
To be paid accurately and on-time.
To feel valued and welcome.
Someone to raise any concerns too.

5. Key Company Drivers for Onboarding

6. Challenges that need to be Addressed
Defining the onboarding process.
Who owns the onboarding process - HR or Recruitment managers.
The perception that onboarding is simply viewed as a check list rather than an integrated experience.
Onboarding is not considered a priority.
Lack of robust onboarding process for complete integration and rapid start up to full productivity.
Inadequate planning of the future workforce needs.

7. Onboarding Roadmap

8. The 3 Key Components of Onboarding

9. Onboarding Competitive Framework
Industry Standard
Best in Class
Process
An independent process,
not aligned with the overall
hiring management
process.
An holistic approach to
onboarding, a strategic plan
that looks at onboarding as an
experience for both the
organisation and the employee.
Organisation
Working on investing in
strategies to view
employees as assets.
View their employees as assets
and adopted a talent mindset
Knowledge
Adopted a combination of
forms management and
tasks management.
Adopted a greater combination of
forms management, tasks
management and socialisation
Technology
Paper based processes
with some automation for
task management.
Technology used for forms
management, tasks management
and socialisation

10. Tasks in a successful process

11. Typical Onboarding Tasks
Issue an offer of Employment (Contract of Employment / Statement of Particulars)
Borders & Immigration Checks
Medical Questionnaire / Check
Employment References
Criminal Records Bureau / Background Checks
Qualification checks
Arranging Induction / Training
Arranging Security Access
Arranging IT access and account
Collection of appropriate Tax forms and Bank Details

12. Lean Tips and Techniques
Always capture data at source.
Avoid duplication of data entry.
Avoids excessive transportation of data between departments / systems.
Validate data comprehensively upon entry to avoid re-work / checking further down the line.
Do not produce information for the new hire that is not required at that point in time.
Build your workflow process for onboarding with target timescales at each stage to ensure work in progress flows as efficiently and effectively as possible.

13. POTENTIAL TECHNOLOGY INVESTMENT
SOLUTION AREA
Technology to automate the candidate communication.
Technology that automates the forms process of onboarding.
Technology that relies on data already captured during the
Recruitment process.
Technology that notifies the individual of the needs of new
employees.
Personalised web portal for employees.
Reporting tools to track onboarding metrics.

14. Making the Best use of Technology
Use web based HR systems with an on-line recruitment module to ensure data captured at the recruitment stage is used and not duplicated.
Use web based HR systems that allow forms that require completion during the onboarding process to be published and completed on-line.
Use a “web 2.0” HR system that enables Dot.Net workflow to automate all the tasks that require completion in the appropriate sequence.
Create a system profile that enables applicants offered roles to view specific employee self service web pages to help with socialisation.

15. Web based Systems FOR FORMS MANAGEMENT / SOCIALISATION
On-line medical questionnaire.
Hyperlink to on-line background check / CRB check.
Capture pre-employment details and reference details.
Capture confirmation of start date.
On-line capture of bank details prior to start date.
On-line onboarding questionnaire.
On-line appraisal form.
Access to special area’s in self service for new recruited employees / access to training courses.

16. Automated Workflow–Triggered Events
FOR TASKS MANAGEMENT
Automatic generation of the contract offer letter once the verbal offer is accepted.
Issue reminders to the employees personal account for non return / non completion of forms.
Automatic booking of the Induction meeting place once the start date has been confirmed.
Automate the request of security passes / IT logins once start date has been confirmed.
Automate the issue of an invitation to meet an HR representative after 1 months employment.
Automate the booking of a 6 months review / appraisal with the line manager.

17. Retention Strategies

18. Actions to become Best in Class
Define the onboarding process and create an onboarding map.
Integrate onboarding with the overall hiring management process.
Extend onboarding to the first 6 months, the amount of time that an employee makes his or her decision to stay at a company.
Replace paper and spreadsheet based process and use an automated system that includes forms management, tasks management and socialisation in the company culture.
Measure short term retention rates and time to productivity

19. Best in Class Onboarding Tasks
Exposure to the companies culture before the start date by giving access to specific self service forms.
Complete Onboarding on-line questionnaire after joining.
Interview with HR representative within first month
3 - 6 monthly review with Line manager

20. Business Intelligence
To able to report on your new defined measures / metrics you will need.
A multi dimensional data cube / mart within your HR / Payroll software or a data warehouse.
The ability to publish point in time metrics to web pages that line managers can view through self service.

21. KEY PERFORMANCE METRICS
KPI
MEASUREMENT
FIRST YEAR RETENTION
RATE
(Number of new joiners in the last 12
months who have left / number of new
joiners in the past 12 month) x 100
TIME TO PRODUCTIVITY
(Date new hire is able to fulfil all the
duties of new role – start date).
TIME TO COMPLETE TRAINING
(Date training completed – start date)
COMPLETION RATE (%) OF ON-
BOARDING TASKS
(Number of new joiners who completed
the onboarding process / total number
of new joiners) x 100
TIME TO RECEIVE ALL
EQUIPMENT AND TOOLS
(Date all equipment and tools received
– start date)

22. Fluous HR Solutions Coming together is a beginning.
Keeping together is progress.
Growing together is success