Onboarding New Employees with Digital Signage

Hiring new employees is a big step for most companies, and getting them integrated right is almost as important as the recruitment process. The right hires can boost productivity, and the wrong ones can cost up to double the employee's annual salary when it's time to replace them (Gallup).

But the hiring process is only one half of the puzzle; making them key team members is the other half, and it all boils down to your employee onboarding programs. Statistics also show that effective employee onboarding can boost retention by 82%, and productivity by 50% (Glassdoor, SHRM)

What does an effective onboarding process look like? How can your onboarding program boost a new employee's experience and job satisfaction?

Let's get into all that and more.

What is employee onboarding?

Employee onboarding is the process where new hires are welcomed into a new organization. It’s the crucial step that nurtures a new hire from a new arrival to a crucial member of the team. The onboarding process may last a day, a week or a month, depending on the new employee's responsibilities, and the size of the company.

During this time, the new employee will usually acquire knowledge, skills and learn about the behaviors that can help them become critical contributors to the team.

Anybody that’s gone through a thorough onboarding process will tell you that it's not just about introductions or getting to grips with the new role; the new hire basically learns about what makes the company tick, from the team culture to the organizational values as well as the operational procedures.

Some of the things you might learn during an onboarding program include:

• How the organization is structured
• Company policies and procedures
• Job duties, responsibilities, KPIs and task-specific training
• Company-standard tools and software solutions
• Team dynamics 
• Company history and milestones
• Employee satisfaction and engagement programs

What are the 7 steps of employee onboarding

When starting at a new company, there are usually several steps which all new employees take. These are:

1. Pre-boarding

The pre-boarding stage usually happens before the official start date. This involves preparing for the new hire's arrival and may include:

• Setting up their workspace
• Ordering equipment and supplies
• Setting up a company email account, and giving system access
• Sending welcome emails and packages
• Preparing the new hire paperwork

We’ve seen statistics that show how overlooked this stage actually is. According to one source, 43% of new hires wait more than a week for workstation logistics and tools to be in place. That could mean wasted time and reduced productivity. This step also includes background checks of the candidate as well as verification of their academic credentials with their university transcript management software to ensure they have the required qualifications for the job role.

2. Welcome and orientation

This happens in the first week, usually on the first day, and during orientation the employees are introduced to key individuals like their direct manager, team members, HR team, and other employees. They might also get basic information about the company's culture and policies.

And of course, they'll get shown around the office and get the lowdown on access to the tools they might need to do their job effectively.

3. Development and training program

By the training and development stage, onboarding has gotten into full swing.  At this point, employees undergo training related to their roles, including job-specific tasks, tools, and team processes. They may also get access to employee training materials that further empower them to perform at their best.

While not every new employee needs training, especially those in more senior roles, they might need some form of orientation session which amounts to on the job training.

4. Setting expectations

No onboarding process is complete without the new hire understanding what’s expected of them. This can be in the form of an orientation session, or even a discussion with their line manager.

While the job description and employee handbook often outline general performance requirements, it's these human interactions that will help to cement the new employee's role in the organization. This is when employees receive clear expectations regarding their new roles and responsibilities. They may also learn about KPIs, specific company goals to focus on, and any relevant deadlines. 

5. Integration

During integration, employees begin to fold in with their new team, and the organization as a whole. They:

• Join team meetings
• Collaborate on projects
• Start building relationships with colleagues

This step helps the employee feel connected and engaged with their new work environment.

6. Check-ins and feedback 

Regular check-ins are important for a new employee, to ensure they are settling in properly and to answer any questions they might have. A first week or first month appraisal can be very useful for everyone, allowing for troubleshooting if needed.

The organization may also schedule regular feedback sessions to provide constructive feedback on the employee's performance and progress. And, of course, to allow the employee to have their say on company processes.

7. Follow-up and support

The onboarding process continues beyond the initial weeks or months of employment. This stage usually falls to HR and management as a whole, as they continue to support the new employee in their new role. Follow-up activities may include additional training, performance evaluations, and ongoing opportunities for professional development.

Onboarding steps obviously vary between organizations. For example, the pre-boarding may be merged with welcome and orientation while more time is spent in training and development. According to sources, as much as 57% of new hires experience 1-day onboarding programs as all these steps are filtered into their workflow. 

In some other instances where new employees have experience in the current role, or for senior members, they may only spend a few days onboarding before hitting the ground running. 

Benefits of onboarding

Statistics show that companies with a strong onboarding process have a 82% boost in new hire retention. This onboarding experience also increased productivity by 70% (Glassdoor). There is clearly a strong case for employee onboarding. 

So, in this section, we’ll briefly touch on the benefits.

Faster integration

Effective onboarding helps a new employee quickly adapt to their roles, teams, and the company culture. By providing clear expectations, resources, and support from the start, employees can become productive contributors more rapidly, hence the 70% productivity jump.

Better engagement

Onboarding also helps build engagement by encouraging connections between new employees and their colleagues, managers, and the broader organization. Sources have confirmed that feeling welcomed and supported from the outset contributes to higher levels of motivation, satisfaction, and commitment in new employees. 

Cultural alignment

A well-designed onboarding process can help new employees understand the company's mission, values, and norms. This can help ensure that employees understand and align with the organization's culture, fostering a cohesive and collaborative work environment.

Compliance and risk mitigation

Onboarding ensures that employees are aware of and compliant with company policies, procedures, and regulatory requirements from the outset. By providing training on topics such as safety, security, and ethics, organizations can minimize risks and legal liabilities and ensure that all their employees understand what’s expected.

Feedback and continuous improvement

Onboarding provides opportunities for feedback and evaluation, allowing organizations to identify areas for improvement and refine their processes over time. By soliciting input from new hires and tracking key metrics, organizations can continuously enhance their onboarding programs.

Long-term success

Ultimately, effective onboarding can set the stage for long-term success and satisfaction for both employees and employers. Employees who receive effective onboarding are 18 times more committed to the organization (source), and the organizations usually experience a 50% increase in productivity (source). 

By investing in the onboarding process, organizations can foster loyalty, productivity, and growth, leading to mutual benefits for all stakeholders.

What is digital onboarding?

Digital onboarding is also known as online onboarding, and here, you’re using technology and software tools to onboard new employees. Most of the processes are similar to traditional onboarding, except that it’s done online. Sometimes, digital onboarding is the only option available, as with remote workers, and sometimes, organizations use them to streamline their onboarding process.

Estimates show that the global onboarding software market will experience an annual  growth rate of 2.5% to hit $1.7 billion by 2026. Clearly, more and more companies are embracing this as a better way to onboard employees

Digital onboarding has several advantages over traditional onboarding, namely:

• Efficiency and cost savings: Digital onboarding eliminates manual paperwork, saving costs from printing the employee handbook and other materials, as well as from administrative labor
• Accessibility: Any worker can be onboarded digitally, regardless of their location
• Consistency: With digital onboarding software, the process can be the same every time for each new employee, ensuring that everyone has the same level of information.
• Seamless integration: Because most of the processes are digital, onboarding solutions can integrate with everything from applicant tracking systems to payroll solutions, and even LMSs. Say goodbye to the nightmare of new hire paperwork.

Is digital onboarding safe?

There are a lot of security risks associated with digital onboarding, since the organization is essentially sharing all its secrets with employees online. A malicious actor could theoretically infiltrate the process and receive access to all the login details, organizational data, and even customer information during a digital onboarding process.

According to a recent survey, 37% of HR professionals consider digital onboarding the biggest issue with filling remote positions. 

However, several safeguards help prevent this from happening. These include:

• Data encryption
• Secure authentication
• Access controls
• Regular security audits and assessments
• Employee training and awareness.

So yes, if enough care and attention is taken, digital onboarding can be safe.

9 steps to optimizing the onboarding process with digital signage

Companies spend a lot of resources and money to train new employees, $1,678 on average (Teamstage) but only 12% of workers think their employers have a satisfactory onboarding process (source). There is clearly room for improvement, and digital signage can bridge that gap. 

We’ve already seen how instrumental digital onboarding can be. But digital signage takes it one step further by being incredibly easy to use. All you need are a couple of screens, a digital signage management software like ScreenCloud, and you’re good to go! 

In fact, here are nine simple ideas you should consider when using digital signage for your onboarding.

Tip: You can learn all about how to set up ScreenCloud for digital signage here.

1. Welcome messages

Welcome messages are an easy win during employee onboarding. Simply display personalized welcome messages for the new hire on digital screens throughout the office, and you can create a warm and inviting atmosphere for their first day.

2. Publish the onboarding schedule

You can also easily tell new employees what to expect during their onboarding week/month using digital signage. Display the orientation schedule including training sessions, meetings with team members, and other important activities they can look forward to.

3. Company culture and values

A great way to introduce new hires to the company values is by featuring quotes, images, and videos on the office digital signage. These could highlight the organization's mission, vision, and guiding principles in an engaging and easy to follow format.

4. Meet the team

Meeting the various team members they’ll work closely with is a great way to make new hires feel welcome. So let digital signage offer a hand. Rotate photos, bios, and fun facts for various team members and get new hires feeling welcome.

5. Training resources

Digital signage is great for employee training and development. You can take advantage of this by displaying training resources and materials on digital screens, such as instructional videos, tutorials, and FAQs. These can support new employees as they learn about their roles and responsibilities.

6. Policy and procedure updates

Policy compliance is very important for businesses in specific industries, and what better way to keep new hires updated on these procedures than with digital signage? You can communicate important company policies and updates, ensuring they stay informed and compliant with organizational guidelines.

7. Frequently asked questions

After you onboard a few employees, your company will quickly identify a handful of FAQs that crop up often. Pop these in your office digital signage to put new hires at ease, answer their burning questions, and get them focused on other aspects of the onboarding.  

You can also provide information about employee benefits, perks, and wellness programs, helping new hires understand the full range of offerings available to them.

8. Success stories and testimonials

Another spectacular opportunity for smooth employee onboarding is success stories. You can share these stories and testimonials from current employees to inspire new hires and showcase opportunities for growth and development within the organization. It can also be helpful to share client or customer feedback too, which can help people understand the perception of the very people they're hired to help.

9. Recognition and support

You can introduce new employees to your organization's culture of recognition, either by recognizing current employees for new hires to see or recognizing new ones for their achievements and milestones. Digital screens are useful in both instances, and you can use them for shout-outs, awards, and acknowledgments from managers and peers.

You can also use digital signage to share information about feedback channels and support resources available to new hires, such as HR contact information, employee assistance programs, and anonymous suggestion boxes.

One huge benefit of using digital signage during employee onboarding is that you can always save and optimize and create the perfect playlist. So when it's time to repeat the onboarding experience for future hires, you can simply load up the playlist; no need to start from scratch.

Improve your employee onboarding experience with ScreenCloud

Digital signage can do more than just improve your employee onboarding. There are a multitude of uses for office digital signage which can greatly optimize different processes, from human resources to sales and marketing.

Incorporating your in-office screens with digital signage can:

• Improve employee engagement
• Make employee training better
• Supercharge your presentations and brainstorming sessions
• Help improve workplace wellbeing
• Make workplace communication better
• And so much more

Book a demo here to see all the ways ScreenCloud can improve your business with digital signage.