By
Samantha Bulmer
March 24, 2025
Let’s be honest—starting a new job can feel like being handed a map with no legend, a compass that’s slightly drunk, and a cheery ‘good luck!’ from the boss. But it definitely doesn’t have to be a chaotic treasure hunt! Great onboarding is your chance to roll out the red carpet (or at least a decent welcome mat) for new hires, blending some clever tech wizardry with that irreplaceable human spark.
When I first started my career ‘onboarding’ was known as ‘induction’ and no, I’m not that old nor was it just a fancy word for showing the new person where the kettle was. Onboarding has always been an important topic to me because as far as I’m concerned, it's the first chapter in your new employee's story with your company, and we all know how important first impressions are!
But here's the catch– as a small business owner, you’re always juggling a million and one tasks. Finding the time to create an amazing onboarding experience can feel like trying to fit an elephant into a Mini Cooper. And, that's where the magic of automation comes in, without losing that all-important personal touch. So, grab your favourite biscuit (I'm partial to a chocolate digestive myself), and let's dive in!
First things first, let's talk about how automation can be your new BFF in the onboarding process. Trust me, it's not as scary as it sounds!
Remember the days of chasing new hires for paperwork, manually entering data into your systems, and praying you hadn't forgotten anything important? Well, those days should now be as outdated as dial-up internet!
Automated onboarding systems can take care of all those irritaing but much needed administrative tasks that eat up so much of our time. From sending out offer letters to collecting necessary documents and setting up payroll, automation has got you covered. Imagine the time you'll save - time you could spend on more important things, like perfecting your tea-making skills or, you know, actually running your business!
With automation, you can ensure that every new employee gets the same high-quality onboarding experience. It's like having a super-efficient, never-tired assistant who remembers everything!
No more worrying about whether you've forgotten to cover something important or if you've given conflicting information. Automated systems ensure that every new hire receives the same crucial information, from company policies to health and safety procedures. It's like having a perfectly choreographed dance routine - everyone knows the steps, and no one's toes get stepped on!
Here's a little secret: great onboarding starts before day one. With automated systems, you can kick off the process as soon as your new hire accepts the offer. It's like sending out party invitations before the big day!
You can send them welcome emails, company information, and even get them started on some initial tasks. They'll feel part of the team before they even walk through the door! Imagine your new hire's first day, walking in with a spring in their step, already feeling like part of the family. That's the power of automated preboarding!
I then often hear, "But won't all this automation make the process feel impersonal? Like we're onboarding robots instead of people?" In fact, done well, automation frees up your time to focus on the human elements that really matter. Let me show you how:
Modern onboarding software allows you to create tailored experiences for different roles or departments. Your marketing newbie won't get the same onboarding as your new developer, and that's exactly how it should be!
Think about it - would you give a fish the same welcome pack as a monkey? Of course not! (And if you would, we need to have a serious chat about your hiring practices!) The same principle applies to your human employees. Customised workflows ensure that each new hire gets the information and resources they need for their specific role.
Use the time saved by automation to schedule face-to-face (or video) check-ins with your new hires. Nothing beats a good old chat to make someone feel welcome.
Remember, onboarding isn't just about paperwork and procedures - it's about building relationships. Use this time to get to know your new team member, share stories about the company, and answer any questions they might have. It's like having a first date with your new employee - minus the awkward silences and the worry about who's going to pay the bill!
Automated systems can introduce company values and culture, but it's up to you to bring them to life. Share personal stories, introduce team traditions, maybe even organise a welcome lunch. It's these little touches that make all the difference!
For example, at HR180, we have a tradition of a full welcome lunch with the whole team and a huge buffet. It's a chance to chat, laugh, and show them that we're not just colleagues - we're a family. (A family that takes its buffet variety very seriously, I might add!)
For some people, they’ll think this all sounds great in theory, but does it actually work in practice? Well, let me tell you about a couple of companies that have nailed this balance.
Cognizant, a global IT services firm, faced the challenge of onboarding hundreds of interns and new employees without losing that personal touch. They implemented an automated system that handled the paperwork and basic information sharing, freeing up their HR team to focus on creating meaningful welcome experiences.
The result? Higher engagement and better retention rates among new hires. New employees reported feeling more connected to the company and its values, and managers noted that new hires were getting up to speed faster than ever before.
Now for the wise amongst you, you’ll have previously heard our Gaffer talking about Zappos! The online shoe and clothing retailer is famous for its unique company culture. They've managed to infuse this culture into their onboarding process through a clever mix of automation and personalisation.
New hires at Zappos go through a four-week training program that includes automated learning modules, but also incorporates plenty of personal interaction. They even have a "culture book" filled with employee stories and testimonials, which helps new hires understand the company's values in a more personal way.
But here's an interesting tactic - at the end of a short introductory period, Zappos offers new employees $2,000 to quit if they don't think they're a good fit. It's a bold move, but it ensures that those who stay are truly committed to the company.
When it comes to selecting onboarding software, there are some brilliant options out there. Let me give you a quick rundown of a couple I've had my eye on:
At HR180 we have a lot of experience with Homerun HR and ATS. Homerun is a sleek and user friendly software designed specifically for SMB’s with a price point to match! There’s candidate tracking, automated tasks, and customisable job posts all of which mean you get to reflect your company culture in your interactions per and post employment.
Whilst Homerun is visually appealing and gives a personalised candidate experience, it doesn’t offer the same level of automation or HR management features as a higher price point product – but conversely, would SMB’s, without huge HR teams actually be able to make use of all that functionality?
This little gem offers customisable workflows, goal-setting features, and even preboarding capabilities. It's like having a virtual HR assistant who never sleeps!
HiBob allows you to create personalised onboarding plans for each new hire, automate task assignments, and even integrate with your existing HR systems. Plus, it has a user-friendly interface that won't leave you tearing your hair out. It does have a hefty price tag, but is predominantly used by larger businesses, especially multi sited or multi lingual.
As HiBob only deliver HR processes, you might also want to take a look at Teamtailor. This Applicant Tracking Software integrates with a number of HR systems (including bob) and creates a warm and streamlined experience for new hires. Their automated workflows ensure no detail is overlooked, while still allowing for that personal touch we all love.
One of the things I love about Teamtailor is its focus on employer branding. It allows you to showcase your company culture right from the start, helping new hires feel connected to your values and mission from day one.
When choosing your software, look for features like:
1. Customisable templates: Because one size definitely doesn't fit all!
2. Integration capabilities: It should play nice with your existing systems.
3. Task automation: For all those repetitive tasks that eat up your time.
4. Personalisation options: To add that human touch we all crave.
5. Analytics and reporting: Because data is your friend, trust me on this one!
Remember, the right tool should make your life easier, not more complicated. Although, also be aware that it’s an entire project to set the system up! It's like choosing the perfect pair of shoes - it should fit just right and help you put your best foot forward!
Now that we've covered the why and the how, let's talk about some top tips to make your tailored and partially automated onboarding process a roaring success:
1. Start early: Begin the onboarding process as soon as the offer is accepted. It's like preheating the oven - it ensures everything's nice and warm when your new hire arrives!
2. Personalise communications: Use the candidate's name and reference their specific role. It's amazing how much difference a simple "Hi Sarah, we're so excited for you to join our marketing team!" can make.
3. Set clear goals: Help new hires understand what success looks like in their role. It's like giving them a roadmap - they'll feel more confident knowing where they're headed.
4. Create connections: Use automation to introduce new hires to their team members before they start. It's like arranging a virtual meet-and-greet!
5. Gather feedback: Regularly check in with new employees and use their input to refine your process. After all, they're the ones experiencing it - their insights are gold!
6. Balance digital and face-to-face: Use automation for tasks and information sharing, but make sure there's plenty of human interaction too. It's all about finding that sweet spot!
7. Make it fun: Onboarding doesn't have to be all serious business. Include some fun elements like team-building activities or a welcome quiz.
8. Keep it going: Remember, onboarding isn't just a one-day or one-week thing. Extend the process over several months to ensure your new hire is fully integrated into the team.
9. Celebrate milestones: Use your automated system to trigger celebrations at key points, like the end of the first week or the first month. Everyone loves a bit of recognition!
10. Stay flexible: While automation is great, be prepared to adapt your process when needed. Every new hire is unique, and sometimes you'll need to think on your feet!
The ROI of Great Onboarding: It's Not Just Feel-Good Fluff!
Now, I know some of you might be thinking, "Sam, this all sounds lovely, but what's the bottom line? Is it really worth the investment?" Well, let me tell you, the returns on a great onboarding process are nothing to sneeze at!
Improved Retention: Keeping Your Talent Sticky
Studies have shown that employees who have a positive onboarding experience are 69% more likely to stay with a company for three years. That's right, 69%! Think about the costs of recruiting and training new employees - suddenly, investing in onboarding doesn't seem so expensive, does it? Given that the average agency fee is 20%, if you’re hiring just one £35k role per year for 3 years you’ve spent £21k + VAT on fees! Far better spending that £21k on keeping the people you’ve got.
Faster Productivity: Hit the Ground Running
A well-structured onboarding process can help new hires reach full productivity 34% faster than those without. That's like getting an extra month of work out of your new employee in their first year. Talk about bang for your buck!
Enhanced Engagement: Happy Employees, Happy Business
Employees who go through a structured onboarding program are 58% more likely to be with the organisation after three years. Engaged employees are more productive, provide better customer service, and contribute more to your bottom line. It's like planting a seed that grows into a mighty oak!
Improved Employer Brand: Attract the Best and Brightest
In today's competitive job market, your onboarding process can be a real differentiator. Word gets around, and soon you'll find that top talent is knocking at your door, eager to join your amazing company. It's like being the cool kid in school - everyone wants to sit at your table!
Conclusion: Your Onboarding Adventure Awaits!
So, there we go! Embracing a tailored and partially automated onboarding process isn't just a nice-to-have - it's really very important for your business. It allows you to provide a top-notch experience for your new hires without breaking the bank or running yourself ragged.
Remember, the goal is to create a warm, welcoming experience that reflects your company culture. Automation is there to support this, not replace it. It's like having a really efficient PA who handles all the boring stuff, leaving you free to focus on the fun, personal bits.
So, are you ready to revolutionise your onboarding process? Trust me, your future employees (and your sanity) will thank you for it! It's time to say goodbye to chaotic first days and hello to smooth, engaging onboarding experiences that set your new hires up for success from day one.
Remember, in the world of onboarding, we're not just processing new hires - we're welcoming new family members. So let's make it count, shall we? Here's to happy, engaged employees and thriving businesses. Cheers!
You can filter through our news using the tags below, just select one and off you go!
