Four Steps to Successfully Integrating a New Employee

Changes in the job market and the new generations’ expectations have prompted SME employers to be increasingly innovative when it comes to the employee experience of newcomers. Managers are now aware that the direct and indirect costs, sometimes substantial, associated with staff turnover are driving them to improve their integration and retention strategies. However, it is clear that the current processes are often rudimentary, and need to be formalized and automated to achieve better results.

The arrival of a new staff member is always an important milestone, both for them and for the organization. Although stressful, a recruit’s first few days can be made easier if the right strategies are in place. Let’s not forget that this structured integration process aims to:

• reduce apprehension surrounding the experience of newcomers within the organization;
• help them make sense of their professional environment;
• provide them with all the tools and resources they need to enter the job quickly, and integrate their new role with motivation;
• lead to a positive employee experience.

A friendly welcome

The integration of a recruit rests on a very simple premise: that they feel welcome by their new employer. The success of this integration is decisive not only for their adaptation to the new environment, but also for reducing the risk of them leaving shortly after being hired. This applies to all employees, regardless of their experience on the job market – even senior executives.

Such a departure would be costly in terms of time and resources, not to mention the possible negative impact on the organization’s image and reputation. In this context, emphasizing a friendly, welcoming atmosphere within the company can make all the difference in retaining personnel.

A sense of belonging

According to several recent surveys, the new generations are looking for personal fulfillment, recognition, self-worth and quick professional development. New arrivals want to be part of a collective project that resembles them and whose values are aligned with their own. Particularly attentive and sensitive to the reputation of their future employers, potential candidates wouldn’t dare apply for a job if they had doubts or concerns about the company’s standing. They take their convictions to heart, and want to be associated with an organization that shares them.

A progressive and efficient process

To facilitate integration into the workplace, we can refer to these four steps:

1. Preparing for the arrival
   It is in the employer’s best interest to plan for the arrival of a new staff member, which means informing other employees of the imminent arrival and letting them know what is expected of them, and planning the schedule for the recruit’s first day or week on the job, as well as various general documents to help them better grasp the company’s values, mission and vision. What’s more, organizing an informal meeting between the team and their new colleague, before they take up their new role, can be a smart way of fostering exchanges and reducing the stress associated with the first official day on the job. This shows the importance the company attaches to the hiring process and to the well-being of the person involved. In fact, such an approach will enable this new asset to find their place and become operational more quickly within the team.
2. Welcoming
   On the first day of the new job, it is important to give the employee enough time to feel cared for and taken into consideration. This stage determines their relationship with the organization. This is also the time when general documents tailored to the position in question are handed out. These should be complete but limited in scope to make them easier to assimilate. Finally, it may be a good idea to introduce the new resource to colleagues in other business areas or to support staff, for example, to give them an overall view of the company.
3. Onboarding
   Once the welcoming is over, it is important to bear in mind that full integration may take a few days, or even a few weeks. It takes time to meet colleagues, suppliers and customers, and to familiarize oneself with the job’s tasks. To be effective, it is essential to familiarize with the company’s organizational structure, to establish a network and to assimilate the corporate culture. To achieve this, the new asset must be supported by both the supervisor and the entire team. In some cases, they may even benefit from the sound advice of a mentor.
4. Following up
   In the beginning, one of the employer’s roles is to give feedback to the employee and, if necessary, adjust the position according to their strengths and weaknesses. During this period, listening and being available to answer any questions the employee may have will be invaluable. The immediate superior should meet the new team member as regularly as possible to monitor their development and ensure that they feel at ease in their new environment.

A fast and lasting success

Such an initiative may seem costly, since some employees may have to be taken away from their own tasks to better support the new person in place. Nevertheless, it is generally worth the investment. There are numerous examples where the introduction of mentoring or sponsorship has optimized the employee’s coaching so that they quickly grasp the organization’s culture.

With labour shortages either feared or real in many industries, the expectations of the new generations and the structural changes in the world of employment, recruiting and retaining talent represent constant challenges for organizations. As the hiring process requires a great deal of time and energy, the effort devoted to the integration of an employee becomes essential to increase the chances of retaining them within the company. The success of such an integration is certainly worth the investment, as well as helping to consolidate a favourable image of the employer brand.

The key to an optimal onboarding process is to do everything possible to ensure that the new employee flourishes, while maintaining a calm and caring atmosphere. A successful integration is undoubtedly a guarantee of efficiency, since the new resource will be functional and productive more quickly, for the greater benefit of the organization.