Getting a new employee set-up when they join the company.

Context

The Hire employee process continues (for successful candidates) when they start a new job. What happens next, however, varies more between companies than recruitment processes do, so automating it requires plenty of flexibility.

Like hiring, onboarding is an opportunity to make a good first impression by having a slick process. Not having a desk or laptop on your first day isn’t a great experience.

Process goal

Get a new employee set-up in the company.

Trigger

Form – new employee start date agreed.

Actions

The onboarding breaks down into a series of phases, each of which includes a number of parallel preparation tasks. The key milestones are signing a contract with a start date, the first day in the office, and the end of an initial trial period.

Process model - onboard new hire

Most of the tasks are either those that must be completed before the first day, such as preparing a desk, and those that happen on or soon after the first day, such as meeting the team.

Roles

Onboarding is a classic example of a process that spans the organisation.

  • Office manager – arranges initial office environment and equipment
  • IT – provides a pre-configured computer and accounts for email and other services
  • HR assistant – handles introductions, initial bureaucracy and reviews progress
  • Line manager – introduces the new hire to colleagues and assigns work

Fields

The trigger form includes fields that describe the new hire’s appointment.

  • Full name (Text)
  • Address (Text, Multi-line)
  • Start date (Date)
  • Line manager (User)

Discussion

Onboarding processes vary in their focus, and sometimes in their goals. The process may include more or fewer tasks in order to focus on one of:

  • onboarding efficiency
  • learning about the new organisation
  • adopting the company culture
  • building a network with new colleagues.

These higher level goals are the result of developing the onboarding process from an initial first-day checklist into a series of tasks with deadlines and handovers between departments.