MonAmI | Employee Retention Platform

How Automated Onboarding Process Can Prevent Disengagement And Turnover In New Hires

Do you often find your organization recruiting and training people only to see them quit before the end of 6 or even 3 months?

Yes? Then you are not alone in this routine pattern of employee-walkouts within their probation period or a few months over it.

“More than 40% of employees leave their new job within 6 months of joining” — says a The HR Digest article.

Consequences of Employee Turnover On Organization

As per Investopedia report, companies spent $92.3 billion on training new hires in 2020-2021.

  • The organizations that are scoping, recruiting and training new-hires for filling in their fitting positions know that it’s not an easy or cheap process. Finding the right person for the right position by way of advertising, spending money on internal recruiter and their assistant for reviewing the resumes and other recruitment related tasks, spending money on interview conductor and various pre-employment assessment tests are expensive processes. Even an $8/hour employee can cost a company around $3,500.
  • The position of the resignees will again be left empty. The jobs that were distributed among the quitting employees will fall back on existing employees and the organization will have to hustle through the cycle of hiring process, again to prevent work overload and discontent among the existing employees.
  • Losing a new-hire can also cost an organization its esteem and work culture. The top talents that it’s trying to attract and retain will be apprehended from interviewing for the organization for the same reason.

Reasons behind new-hire turnover

Most of the times new employees leave because of reasons like:

  1. Outcast feeling: When after spending the first few months among team members they feel unable to communicate with or expect help from them easily, employees start to feel alienated and disengaged in the work atmosphere.
  2. Unapproachable Manager and obscure directions: In the first 6 months to almost a year of recruitment, new-hires are hugely dependent upon their managers for navigation and acclimatization in the new organization and its work environment. So, if the manager doesn’t proactively and clearly advance their support and guidance to them, they would feel lost and neglected.
  3. Mis-positioned employees: After working for a few months, employees may suddenly realize their unsuitability to the appointed role. If this state doesn’t get intercepted by the supervisors at the right time and then further help offered to recognize and re-assign employees to their suitable roles, they can end up leaving.
  4. Lacking resources and tools: If an organization doesn’t furnish the employees with the needful tools and resources, the new-hires will face impediment in completing their training and work responsibilities. This will cause in them resignation towards their work and disappointment towards the organization. 
  5. Deficient Training: Proper training is what prepares the new recruits to learn their work and fulfill their assigned duties in the organization. Oversight in that can cost the organization productive outcomes and also its employees.
  6. Unused skills and talents: Many times, employees come into a company with the expectation of applying their talents to the fullest and honing their existing skills while acquiring new ones. This may be interrupted when they are hired for particular skills and then tangentially employed in skills of some other spectrum. After some time they may feel their talent and skills going waste and hence look for a better place to appoint them, quitting the organization.
  7. Lack of Recognition: Lack of recognition of their talent, skill and contribution can also lead the new-hires to demotivation, disengagement and quitting.

Taking care of all these and more is part of an effective employee onboarding process which can decide an organization’s new-hire retention efficacy. From the moment of a new-hire’s recruitment formalities to their settling into the company’s work, climate, culture, practices and people — everything contains in an onboarding process.

In a survey  with 1000 new-hires who quit their jobs within 6 months,15% participants said that lack of an effective onboarding process drove them to quitting. They stated the following could’ve stopped them from leaving:

  • Clear guidelines about responsibilities
  • More effective training
  • A friendly smile or helpful co-worker
  • Recognition for their unique contributions
  • More attention from the manager and co-workers

How to prevent turnover and disengagement in new-hires

An effective and comprehensive onboarding process is the key to give new-hires the best possible employee experience, retaining and engaging them. Onboarding processes may last from 6 months to a year (experts’ recommended) depending on the organization’s onboarding programs, type of work and size of the new-hire batch.

  1. Welcome: Remember to give them a special welcome on their day of recruitment. Also help them with their induction documents and formalities.
  2. Stay in touch: Communicate with them regularly to locate their problems and roadblocks timely and help them out of those
  3. Make teams, break ice: Gather small to medium teams of new hires and orchestrate ice-breaking followed by warming-up-to-team activities at least twice a month to help them know and commingle freely with each other.
  4. Keep essential resources and tools in reach: New employees don’t always know what resources and tools are needed for the given task or what is available at the company. So, supervisors have to reach out to them with the necessary tools and resources for the job.
  5. Make them aware of company’s employee benefit programs: Knowing what the organization offers as benefits to the employees makes a huge difference in the mindset of employees towards organizations. They can see by this the company’s care for them.
  6. Be transparent: Be clear about organization’s goals and motivations from the beginning to be transparent to the employees so they don’t realize some misalignment in their and company’s values while working and face internal dissonance working in the company. This will also build up trust between the employee and the organization from the start.
  7. Make a congenial environment: The work environment greatly impacts the decision of an employee to stay or leave the company. If the environment is helpful and friendly, sometimes employees can even compromise with a slower than usual monetary increment. 
  8. Make reaching out for help easy: If there ever be any roadblocks on the way of learning, training or performing their jobs, the new-hires should be able to easily access help. This’ll not only increase their engagement but also shoot up the final productivity.
  9. Guarantee complete and effective training programs: Training programs should be complete in order for the new employees to not be stuck performing their work or it’ll be frustrating for the employees and time wasting for the organization.
  10. Facilitate buddy/mentor program: One-to-one tenured-trainee mentoring programs can prove really helpful to make the new-hires train more effectively. It’s understandable that the existing experienced employees may not have time, but allotting some time each week to this training purpose can be beneficial for both the employees and organization in the long run. The new-hires will also recognize that the company is serious about training them and their good performance.
  11. Collect their feedback and suggestions: Keep collecting feedback and suggestions from them in suitable intervals to find out how they are doing and what challenges they are facing in the company. And then take corresponding actions to solve their problems.

How to make onboarding regular and effective using automated onboarding process

In a company of 5,000 employees, how to make sure that every single new-hire is equally reached out to and paid attention to without any slip?

You employ another effective HR team for this very vital task of effective onboarding. They keep track of your new-hires and their journey and reach out to each one of  them at every step to help them settle in the organization.

Or, you automate employee onboarding and just monitor it on a dashboard without investing any extra hours or manpower in this job while also avoiding human errors.

30-60-90 Surveys

How automated onboarding process works:

  • Sends automated yet un-robotic and warm welcome messages, including important details like starting date and location, to new-hires as soon as their names get registered on your HRMS.
  • Reminds them on their required documents, formalities and other processes, step by step, through automated messages.
  • Introduces them to the old and new practices of your organizations.
  • Initiates daily conversations with them to know where they are in their current journey.
  • Can be readily called up for any message to be conveyed to the organization and vice versa.
  • Sends regularly and timely distributed surveys to know how well they are adjusting in the company, if they need anything or if they have any suggestion for improving the current onboarding process or anything else

Monami omni-channel AI’s automated onboarding process works through integration with the organization’s HRMS. So, Monami can keep track of each and every employee’s hire-to-retire journey and accordingly interact with them, help habituate them to the company’s climate and culture and keep up their experience in their company through their tenure. Monami has pre-built templates for messages from employee’s hire-to-retire journey in an organization, regular push messages for awareness and interaction, customizable surveys and many more features for employee engagement and retention. And with that a comprehensive analytic data dashboard of reports and recommendations for the organizations and HRs.

All, so that at the end employees retire with a happy and fond memory of their time at the organization. “Best employee experience” is after all the password to decode the secret to retention and engagement.

  • Pre-onboarding: This phase is even before the new-hire enters the company i.e. when they accept the company’s offer.
  • Welcome: This phase includes welcoming the new-hires in the company, introducing them to the company people, work, practices, etc. through induction sessions.
  • Training: This phase is about the very important part, training, to get the employees ready to perform their assigned task in their appointed role.
  • Syncing to the new place and its culture: This phase takes from 6 to 12 months depending on the company. Here the new employees set themselves into the organization’s people, work and culture.

Many softwares and tools are available for employee onboarding automation purpose. Plugging them with organization’s HRMS will let the engine take over the whole onboarding process without organization or HRs having to reach out to every hire one by one through the onboarding process.

Pre-onboarding happens between new-hire’s accepting the job offer to starting their first day of work.

  • Informing them about the required documents and collecting those documents.
  • Background checks
  • Planning and mapping their onboarding journey in the company