Poor Onboarding: Why It Ruins Good Hires

The Evolution of Onboarding in a Hybrid Workplace

The shift towards hybrid work models necessitates a re-evaluation of traditional employee onboarding practices. The conventional introductory call, welcome gifts, and initial team lunch are proving insufficient for fostering a sense of belonging among new hires.

Numerous organizations have successfully adapted their interviewing and candidate selection processes for remote settings. However, comparatively fewer have dedicated resources to refining the “pre-boarding” and onboarding experiences to align with the realities of the modern, hybrid work landscape.

The Importance of First Impressions

Based on our work at Greenhouse, assisting diverse companies like BuzzFeed, HubSpot, and Intercom with their talent acquisition, initial experiences are pivotal in determining a candidate’s long-term commitment.

A positive onboarding experience correlates strongly with employee retention; 69% of employees are likely to remain with a company for over three years when onboarding is effective.

Conversely, a negative onboarding experience significantly increases early turnover, with 20% of employees departing within the first 45 days.

The Financial Impact of Poor Onboarding

This disparity carries substantial financial implications. The average cost to fill a position is approximately $4,129 and requires 42 days.

The expense of replacing an employee can reach 50%-60% of their annual salary. Furthermore, a significant 58% of organizations admit to prioritizing administrative tasks and paperwork over meaningful onboarding experiences.

Strategies for Successful New Hire Integration

We recommend the following approaches to ensure every new employee is positioned for success from day one.

• Focus on creating a welcoming and inclusive environment.
• Prioritize connection and relationship-building opportunities.
• Streamline administrative processes to free up time for more impactful onboarding activities.

The Initial Engagement with a New Hire Precedes Their First Day

The experience of receiving and accepting a job offer is often filled with both anticipation and apprehension for candidates. It is crucial to leverage this initial enthusiasm and eagerness from the moment of offer acceptance, rather than waiting until their official start date.

This proactive approach, commonly referred to as “pre-boarding,” involves providing new employees with access to essential materials like handbooks and frequently asked questions well before their employment begins. Furthermore, it entails ensuring they have the necessary resources available should they require assistance.

A well-defined pre-boarding process not only clarifies expectations for the incoming employee but also allows organizations the time and framework to confirm that all stakeholders – including human resources, the hiring manager, and designated mentors – understand their respective onboarding responsibilities. Employees who can quickly integrate into their roles contribute value sooner, positively impacting both their professional growth and the company’s return on investment.

Even with the return to in-office work, the initial experiences of new hires often differ from pre-pandemic norms. Therefore, structuring this period is vital for fostering a sense of community, especially for individuals who may not have had prior in-person interactions.

Prior to the first day, managers should proactively address key aspects such as work schedules and communication protocols – encompassing tools like email, Slack, and Microsoft Teams. They should also curate a personalized welcome experience tailored to the specific team and work location, even if it's a remote setting, and share this with the new hire in advance.

By implementing a strategic onboarding approach and utilizing appropriate technology, organizations can facilitate a faster and more seamless integration for new hires, while simultaneously embedding them within the company culture.

Key Elements of Effective Pre-Boarding

Providing Essential Resources

• Offer access to employee handbooks and FAQs before the start date.
• Ensure readily available support channels for new hires.

Clarifying Expectations

A structured pre-boarding process helps to clearly define what is expected of the new employee from the outset. This reduces anxiety and promotes a smoother transition.

Stakeholder Alignment

It allows companies to confirm that all involved parties – HR, managers, mentors – are prepared and understand their roles in the onboarding process.

Accelerated Value Contribution

Quickly integrated employees begin contributing to the company’s success more rapidly, enhancing both individual development and overall ROI.

Building a Sense of Belonging

Structuring the initial experience is particularly important for remote hires to foster a feeling of connection and inclusion.

Proactive Communication

Managers should discuss working hours and communication norms before Day One, reinforcing these points during the first day itself.

Integrating New Hires for Immediate Productivity

The initial days of employment can be a source of anxiety for new team members, often characterized by a feeling of being both overwhelmed and underutilized. Beyond providing a comprehensive first-day itinerary, organizations should proactively offer asynchronous tasks or structured self-study opportunities during the onboarding period.

Allocating dedicated time for independent work or self-directed learning can effectively mitigate the apprehension new employees may experience regarding their initial productivity and impact. This allows them to contribute meaningfully while acclimating to the company culture.

The Importance of Frequent Communication

Over-communication is a valuable strategy, particularly during the early stages of virtual or hybrid onboarding. Managers should prioritize more frequent check-ins during the first few weeks of a new hire’s tenure.

Given the reduced opportunities for spontaneous interactions in remote or hybrid environments, a deliberate effort is required to ensure new employees feel integrated and receive the necessary support to successfully transition into their positions.

Consider these proactive steps:

• Schedule brief daily check-ins.
• Encourage questions and open dialogue.
• Provide clear expectations and feedback.

By prioritizing both independent work and consistent communication, companies can foster a welcoming environment where new hires quickly become productive team members.

Fostering Connections from the Initial Days

A frequent inquiry I receive concerns how organizations can cultivate a forward-thinking culture, particularly when a significant portion of their new workforce has yet to experience the physical office or engage with colleagues face-to-face.

The traditional approach of pairing a new employee with a dedicated "buddy" for office tours and introductions is becoming less feasible. Establishing these initial connections requires a different strategy.

Serendipitous interactions, such as casual conversations while fetching coffee, naturally occur in a physical workspace. However, in a virtual setting, companies must proactively engineer opportunities for connection.

Scheduling virtual introductory meetings and establishing a framework for these discussions are crucial. This ensures that the initial weeks are focused on valuable and constructive engagement.

The practice of onboarding new hires in cohorts, or “classes,” should also be maintained. Shared experiences, even in a virtual environment, build strong cross-functional relationships that benefit employees throughout their tenure.

From the outset, empower new employees to actively participate in and contribute to the company’s culture. Encourage them to share their individuality and help build a sense of community.

For example, at Greenhouse, we prioritize connecting new hires with their teams prior to their start date. We share potential common interests, including hobbies and personal anecdotes, to facilitate rapport.

New employees anticipate and merit more than just administrative paperwork during this significant professional transition. Leading companies prioritize a positive candidate experience, beginning with the offer acceptance and continuing through a robust onboarding process.

This approach establishes a foundation of confidence and sets a positive trajectory for their entire career within the organization.