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Organizing Employee On-Boarding

On-boarding can make or change the way employees feel. The process of on-boarding goes a long way right from Introducing Company to the Employee until the initiation of work.  

On-boarding is not that STATIC thing which remains constant to every employee joining for different departments. Rather, on-boarding is a DYNAMIC process which varies based on the departments and the verticals of the employee. It creates and develops a foundation to build a bond between the employee and the company. It also helps an employee to have a smooth transition into the new role / organisation.

To create a great experience to the new joinee, on boarding should be organised.

There exists a solution if there is a problem. Similarly organising is required if there are challenges to cope up with!

Through this blog, I’m going to speak up the challenges which are commonly faced with on-boarding and ways to organise them!

 

Challenge 1: Pre-boarding Formalities

 

This is a post-recruitment and pre-on-boarding task where the HR gathers the information of joinee and updates their documents and proofs such as Adhar card, PAN card, Relieving Letter(if any), Educational Certificates, Cancelled check or Passbook.

There are 2 common challenges here:

  1. The joinee doesn’t submit all the required documents.

  2. The joinee doesn’t submit the updated documents.

 

This can be resolved if the HR informs a week in advance to the joinee regarding the documents to be submitted and the impact of those documents on Salary and PF.

 

Challenge 2: Geographic Location 

 

When the location of HR and the joiee differs, it becomes a challenge and communication becomes a problem, but in this case the problem itself acts as a solution!

 

Effective communication:

 

  1. Contacting the employee to the earliest possible.

  2. Explaining about the tasks that are to be done as a part of on-boarding.

  3. Briefing about the significance of having good internet connection.

 

These three things play a crucial role to handle the challenge because contacting the employee and briefing about the things to be done helps the employee in getting an overview about his first day or first week and having an overview ultimately speedup the process.

 

Challenge 3: The ON-BOARDING Formalities

 

The challenges are:

  1. Explaining all the policies clearly.

  2. Ensuring that the joinee understands clearly.

  3. Memorising the whole process (step-to-step).

  4. Ensuring that the joinee signs all the required documents such as NDA and Employee handbook.

  5. Engaging the Employee.

  6. Understanding and Resolving Queries.

 

PPT- PowerPoint Presentation is one of the solutions to explain all the policies of the company.

Though the company has a lengthy PDF of all the policies, explaining the required and essential part through ppt makes it much easier for the HR to explain and the joinee to understand.

 

The joinee can read whole long PDF when he has any other queries after understanding the brief about the policies.

 

Checklist- 

  • Checklist is a way big solution to ensure not just the joinees submission of NDA and EHB but also to ensure if all the documents to be submitted by the employee are up to date!

 

  • Checklist leads to Follow-ups, with the help of checklist we can follow -up employees on their tasks to be accomplished.

 

Challenge 4: Post on-boarding

 

Tasks to be accomplished while on-boarding becomes easier in comparison to the follow ups to be done for accomplishing the tasks post on boarding.

 

  1. In-time PF form, UAN submission by the employee. 

  2. Tracking status of ID Card.

  3. Submission of Acknowledgement Form

 

Though, Post on- boarding formalities are clearly explained while on-boarding. 

A Reminder Mail makes it easier for the joinee to work on!

A reminder mail usually consists of the tasks the joinee needs to accomplish within his first week from DOJ.

 

Every challenge has its way on solution to drive its way easier and to progress better.Excel and documenting everything makes coping up with challenges easier, better and leads to a higher productivity.


Written by Vineela Konagalla