How to Efficiently Onboard and Train Your New Hires

Onboarding quality employees is one of the most important things you can do for your business. You want your new hires to feel welcome and wanted as soon as they walk in. You need to give them a great first impression of your business and show them that they matter. For many new employees, it is essential to feel that there is a well-defined role and a clear career path.

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Not only that, but a good onboarding process can make a huge difference in your retention rates and your revenue. Onboarding can also improve employee productivity and morale. And you save time and money when you don’t have to keep replacing employees.

A good onboarding starts with excellent planning. You really can’t when it comes to training your new hires. It is important to have training and processes planned for dealing with new employees.

Before you hire new employees, plan what they need to know and how you’ll deliver it. This will also be easier for you. For example, you won’t have to struggle to find something for them to do while you’re trying to balance your own work.

You can also create an onboarding checklist for yourself and one for your new hires. This lets you quickly know what to teach next and see clear progress and mark what they’ve learned. It is motivating for both parties. Even better if you have training software that allows gamification. New hires can check off modules as they complete them, see what happens next, get rewards and more.

Once you’ve prepared your onboarding training, you can use your calendar to plan it and ensure success.

1. Set up a dedicated onboarding calendar

Many calendar apps will let you set up multiple calendars. So, for example, you can set up a calendar just for onboarding training, which shows the full calendar.

This will allow you and your new hires to see your full calendar with all your tasks and appointments and only refer to the training program in their own calendar when you need to.

It is useful to have both views. With the main calendar view, you can make sure there are no clashes and time to go to training sessions. And with the onboarding schedule, you clearly know the training and what comes next.

2. Share your calendars

You can coordinate more efficiently by sharing your calendars. Your new employee will have other items on their calendar besides onboarding training. For example, they may have pre-booked scheduled medical appointments or a vacation that was already booked before they got the job. And there is the work in which they must participate.

If you both share your calendars, you can be more flexible if needed and quickly rearrange sessions if something else comes up. Plus, your new hire will be able to see when you’re free, so they can book an appointment if they need more help.

Encouraging your new employees to get started, regularly using and sharing their calendars is good practice for the future.

3. Set up your to-do list

Unless your only job is onboarding, you’ll have another job to occupy your time. With your time split between onboarding your new hires and your day job, staying organized is essential. You can add a to-do or to-do list and make notes in many calendars for easy tracking.

This helps you balance your work with your onboarding tasks. It also lets you know if you have a busy week that may require some extra organization and planning.

Another benefit of adding your to-do list to your calendar is seeing how much you’ve accomplished. Marking off completed tasks gives a nice dopamine hit and is very motivating.

4. Use time blocking to make sure you get everything done

When trying to learn something new, it can be easier to dedicate a solid block of time to it, rather than jumping around over several sessions. Time blocking can be helpful to facilitate this.

However, time blocking involves dividing the day and week into blocks for specific tasks. This is a great way to combine your to-do list with your calendar. This can be a beneficial technique to ensure you can fit in induction training and your regular tasks and meetings.

You can choose what suits you best with so many options and techniques. For example, time blocking could be another useful tool in your organizational arsenal.

5. Set reminders

One of the best things about using a calendar and to-do lists is that you can add reminders to keep you on track.

When setting up your onboarding calendar, be sure to add reminders where useful. This ensures that you don’t miss a meeting or assignment or your students.

When you’re busy, it can be easy to miss breaks and lunches. Adding reminders for these can ensure you take a breather when you need to. It also predicts that you don’t set yourself up for burnout.

6. Integrate with Trello

Some calendars integrate with Trello, a simple but effective project management app.

You can add tasks, checklists, and processes to Trello. It is helpful to break down the most important tasks into smaller, more manageable tasks. It’s possible to mark them off when you’re done, which can help motivate you and your learners.

Another great thing about Trello is that you can set up boards and processes as a template. Then, when you need it again, copy the template, rename it, and you’re good to go.

Integrating this option with your calendar can help you better manage your training. You can also add team members and work together on tasks, helping your learners.

7. Consider remote work

So many companies are now allowing remote work since the pandemic that it’s worth considering. Additionally, you may be training both in-office and remote workers to onboard.

It’s important that onboarding training includes your company’s culture and expectations, but it’s especially important to make remote workers feel part of your company.

Of course, you need to organize your time and calendar to make sure you can get everyone on board, remote or not. In addition to planning tasks and meetings, you’ll need to consider what technology you’ll need, including cameras, zoom, and more. Then organize your technology with enough time for each meeting to be successful.

8. Start with a welcome pack

When you know the start date of your next hire, add a task and reminder to your calendar. Then send them a welcome email a few days before they start. You could even save time by writing a template for this email if you’ll need it more than once. Then you can set it up, keep it and just hit send for the day.

If they are based at home, include practical information that your new employee needs to know. Includes directions, parking information and a map of the building marked by your office or area. Add to that where they can find vending machines or a kitchen for snacks and drinks. Include any local shops such as bakeries or delis for food.

You’re starting them off on the right foot before they’ve even walked through the door. And they will appreciate it.

Don’t forget your remote workers here. They will also appreciate a friendly and welcoming email with helpful information about start times and what to expect.

9. Use your analytics

Many calendars have excellent analytics. Office 365, for example, includes MyAnalytics, which provides information about various tasks and events. For example, you can see how many meetings you’ve had and how you spend your time.

This is useful because you can see an overview of your onboarding training. You can check if you are offering a balanced education or if you are leaning too much towards one subject. You can see if you’ve covered everything or if there are gaps.

Calendar analytics are equally useful for improving your overall productivity. You can make sure you still have time to work on your own tasks and adjust to the onboarding.

10. Evaluate your onboarding regularly

Use your calendar to schedule follow-up meetings with new hires to get feedback on your onboarding processes.

Journal at least once a year to review your build, see feedback, and see how you can improve.

With quality onboarding so crucial to all businesses, it’s vital to stay organized and on top of things. The right calendar apps can help you deliver good onboarding and keep improving.

Featured Image Credit: Photo by Andrea Piacquadio; Pexels; Thanks!

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