Bringing new hires on can be an exciting step for a growing company, but mishandling the process can unintentionally leave a negative impression on new employees. This post highlights common onboarding mistakes companies make and offers practical suggestions to overcome these challenges, creating a more positive and effective onboarding experience.

Let’s start by looking at a few common mistakes our Syndeo HR Business Partners have seen over 20 years in providing outsourced HR.

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Not clearly communicating the interview, hiring, and onboarding processes from start to finish. 

If there is a lengthy amount of time between the interview and the job offer, you might be sending your ideal candidate the message that your company doesn’t prioritize communication. Being proactive in communication is essential when it comes to leaving a positive first impression. Preparing each candidate with a timeline of your hiring, onboarding, and start date process will help them set their expectations accordingly, preventing the candidate from taking another job while waiting to hear from your company. If they know when to expect the position to be filled, they can choose to wait for that period of time before accepting other positions. 

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Too little or too much pre-employment onboarding. 

Another common mistake we see with new clients is doing too little or too much pre-employment onboarding. Pre-employment screenings ensure the chosen applicant fits within a company’s guidelines for hiring. These can include background checks as comprehensive as necessary—criminal records, sex offender registries, license verifications, professional references, or any other information found in a consumer report. Some industries like financial institutions may also require a peer credit report. Others may require physical or drug screenings, which Syndeo can help our clients obtain through verified vendors. Vision and safety screenings are more examples of pre-employment screenings that help companies find the right candidate the first time. 

Not doing enough pre-employment screenings can result in choosing a candidate who, though qualified, cannot be hired because they do not pass a background check or a drug screening, for example. Pre-employment can be very costly, especially if the chosen applicant does not get hired because of some disqualifying factor. 

On the other hand, not every job requires meticulous DOT screenings or physical screenings as a prerequisite for employment, so companies requiring those extra screenings may be paying for more than they need. Ensuring that our clients are up to par with their industry standards is a huge cost-saver when it comes to pre-employment.  

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Not asking the right questions during interviews. 

Failing to ask pertinent questions during the interview process can bring the entire onboarding process to a halt. If the perfect candidate on paper applies and is selected for hire and onboarding initiated, only to find out down the road that the candidate cannot work the required schedule, all the time, money, and effort is lost, both for the company and the candidate. Not to mention the loss of excitement of bringing on an excellent candidate and having to complete the interview process again. It is especially important to ask questions that will confirm that the candidate will be a good employee and a good fit within the company culture as well. 

No one wants to start the interview process over, so acquiring pivotal information through the interview process is vitally important. At Syndeo, we have vendor solutions, including Applicant Tracking Systems (ATS) that help our clients attract, organize, analyze, and process applications to narrow the pool to promising candidates for interviews. Additionally, an ATS empowers clients to manage and adjust the costs of adding new employees as needed, providing flexibility during periods of company growth.

Not maintaining communication with your chosen applicant. 

Maintaining a connection with the chosen candidate between sending the offer letter and their first day is essential. Keeping in touch tells your new hire you are excited about their employment and arrival. Since this time frame can vary depending on the company and role, regularly checking in with candidates helps keep the company’s position top of mind and also helps reduce the risk of them accepting another offer before starting. While shifting to electronic onboarding streamlines paperwork, it also limits face-to-face interaction, which is crucial for building rapport and fostering a strong relationship with each new hire. 

As our clients’ partner, we make sure the rapport is developed initially through phone and email communication, and in-person after their start date. We seek to make our presence and purpose known so that our clients’ employees know we are the HR team they can lean on throughout their time with the company. 

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5 Best Practices for streamlining onboarding

Now that we know what mistakes to avoid in bringing on new clients, let’s discuss strategies to overcome them. 

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1. Convert to electronic onboarding 

Some of our clients were initially hesitant to switch to electronic onboarding for new hires. However, after experiencing the benefits it offers both managers and employees, most have come to appreciate the advantages of adopting a new process. For instance, with our HR information systems (HRIS) platform, all onboarding paperwork is securely stored and easily accessible through the employee portal. The need to store and secure physical paperwork is eliminated, and digital access makes searching through onboarding documentation at a later point much easier. 

Additionally, our Syndeo team customizes each client’s employee hub to simplify access to important documents. The HRIS also integrates seamlessly with our preferred ATS partner, streamlining the transition from tracking applicants to offering positions and starting onboarding—all with just a few clicks.

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2. Get as much onboarding done before the start date 

The beauty of the electronic onboarding experience is that once your electronic offer letter is signed and pre-employment screenings are completed, the onboarding process is initiated right away. Having your new employee complete the tedious paperwork part of joining your company before their first day means that they have more capacity for acquiring relevant information on the first day, and it helps avoid information overload. Starting a new position is always exciting, so being able to minimize information overload can help them get ahead in learning about their new position and company. 

Syndeo helps our clients with this process, designing a thorough onboarding module, collecting and checking all the forms, and offering previews on important policies or handbook information. Our team checks and follows up to make sure that this process is completed before the start date, so it is one less thing for business owners and hiring managers to worry about.

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3. Have a solid employee orientation plan 

Beyond proactively completing pre-employment screenings and documents, scheduling a formal employee orientation can also help new hires feel less overwhelmed. Every detail put into planning this orientation can positively impact the new employee’s experience joining your company. 

For example, taking time to plan out a schedule for the employee’s first few days can help them know when to move from task to task and helps them get acclimated to the pace of work within the company. You can even schedule times to introduce them to other team members who can share about job responsibilities and how to work together. 

Whether our clients want to do this orientation one-on-one with new hires at their location or online, we can help build a custom onboarding process to better connect with their new employees right out of the gate. Our team is also available to be there for these meetings as a support to answer any HR questions that may arise. 

4. Review the employee handbook with your new hire 

Syndeo builds custom handbooks for each of our clients, available to each employee via the employee portal of the HRIS. We also provide physical copies if requested. During the employee orientation is a perfect time to review the company handbook with new employees, highlighting the most important or custom policies and expectations. Often, new employees are interested in PTO policies and company benefits, so we spend significant time explaining those and answering all their questions. 

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5. Get feedback on your onboarding process to improve it 

The most effective way to enhance your onboarding process is by gathering direct feedback from employees who have experienced it. Syndeo assists clients with this through new hire onboarding surveys that gather employees' opinions and insights about the process. We gain significant insight by asking questions like: 

• Were they provided with sufficient technical training? 
• How did the training meet their needs?
• Do they feel adequately equipped with the resources they received? 
• What could have been improved to make the transition smoother?

We use their responses to pinpoint the pain points in the onboarding process to address and resolve them for future employees. This approach also helps recently hired employees feel recognized and heard, enhancing their sense of value and support within the company.

In addition to surveys, we encourage clients to do 30/60/90 reviews during the new employee’s introductory period. These scheduled check-ins allow another opportunity to gather feedback and let the employee know how they are doing. Our clients have access to a performance management software partner that can help managers prepare for these conversations. 

Communicating expectations and goals prevents employees from being caught off guard and also signals to employees that their work is meaningful to the company, building excitement and anticipation about the team’s effort. These reviews can also guide managers in developing a plan to support new employees in areas they may be struggling. 

Don’t let onboarding mistakes communicate the wrong message to your new employees. 

Evaluating your onboarding process through the eyes of a new employee can help you understand their experience about joining your company. With intentional planning and foresight, you can make the onboarding journey memorable, foster excitement, and strengthen your company culture. If you’re exploring ways to enhance your onboarding process, connect with your HR Business Partner at Syndeo today—we can help you tailor the experience to meet the needs of your new employees.

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To learn more about how outsourced HR services can get you back to business, contact Syndeo today!

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