As offices slowly open back up, it may be tempting to return to the onboarding practices that you were using pre-COVID-19. However, the pandemic changed the way companies hire new staff and use their workspaces, and with many of those changes likely to stay, now is a great time to update how you onboard new hires.

With a continuing shift towards remote and flexible working options, offices are increasingly becoming hybrid working spaces, and onboarding processes need to reflect this in order to improve employee engagement and retention.

With the pandemic continuing to create a huge amount of uncertainty, combined with the prospect of further lockdowns, you may want to map out two versions of your onboarding process:

• An on-site onboarding procedure
• A virtual onboarding process - you can learn more about remote onboarding here.

With COVID-19 in mind, you will probably need to adapt your existing onboarding process to address concerns that office-based employees may have. Here are five focus areas to include in your review:

1. Health and safety policies, including employee health checks.
2. Many employees will want the option to work in less dense office spaces. Map out how this could work, and consider the sanitisation of shared workspaces.
3. The changing use of office spaces, including space sharing, and any protocols for calls and meetings with remote colleagues.
4. The accommodation of flexible work schedules, including job sharing, remote working, hybrid work, compressed hours and part time work, and how these fit in with company policies.
5. Any remote working equipment or software provided by the company, and the policies regarding use of these.

Once you’ve addressed these core areas, take a look at any other aspects of your onboarding process which could be improved. Here’s four ways to deliver a great onboarding experience and set candidates up for success.

1. Onboard your new hire before their first day

In theory, onboarding starts on the new hire’s first day, but really it starts as soon as they accept the job offer. The period in between accepting the offer and starting the new job can be an emotional rollercoaster, and new joiners are bound to feel nervous about what to expect from the role. Keep the excitement and positivity about the new job going and help reduce any nerves by inviting your new hire to come to the office if they have some time off after handing in their resignation. You can give them an office tour and show them their desk – this is also a great chance for them to get a glimpse of a normal day at the office, and they’ll also get a better idea of things like dress code.

2. Involve your existing employees in welcoming new hires

Assigning an onboarding buddy for each new joiner can make a big difference in ensuring your employees feel supported by your company right from the get-go. Consider offering an incentive or ‘buddy bonus’ for their support in the onboarding process, such as a small gift or the afternoon off. You could also include the buddy system as part of employees’ personal development plans.

If your new hire is able to come by the office before they start, this is a great chance to introduce them to their buddy. Establishing a peer-to-peer connection is valuable as it gives new hires the chance to ask any questions that they may not be comfortable asking their manager or HR.

3. Communicate the company benefits on offer and how to access them

For employees today, a competitive salary alone no longer cuts it, especially in a challenging labour market where talented candidates have their pick of the best jobs. Health and wellness benefits are key areas to consider, along with flexible work benefits which are more popular than ever. Learn more about enhancing your employee benefits package here.

Ensure that the benefits and office perks on offer at your company are well communicated during onboarding, both verbally and in any materials provided to new hires, including induction packs or offer letters. Share how and where employees can access their benefits, and any policies that apply - such as passing a probation period before being eligible to access certain perks. A clear and transparent approach from the start sets the right tone and ensures that new hires understand exactly what’s on offer at the company, increasing the likelihood that they’ll want to stay.

4. Update your employee handbooks to reflect hybrid or working from home scenarios

Your company may already have a set of guidelines in place regarding flexible working, however, with the ‘new normal’ characterised by a major shift towards hybrid or remote working, now it a good time to brush up your policies. Communicating what you expect from both office-based and working from home scenarios will ensure your employees are clear on what’s expected of them – for example, responding to calls and emails outside of office hours.

Outline how you would like your teams to interact, and cover the various platforms such as email, Teams, Slack etc. Provide guidance on appropriate response times as well as when you expect employees to be available, along with any protocols for setting up group meetings in person or virtually. It’s important that your employees know that remote work doesn’t mean they have to be on call 24/7, and that they know how to access support when they need it, such as with a daily check-in from their manager.

Reboard existing employees returning to the office

Consider implementing a short ‘reboarding’ program for your employees who are returning to the office after an extended period spent working from home. Explain any changes to the workspace and go over any new benefits that have been introduced, along with new health and safety protocols for the office. Social isolation is one of the most common complaints about remote work as employees miss out on the informal social interaction of an office setting, so focus on re-introducing returning employees to the company culture, and create opportunities for collaborative working and social activities for your teams.

Effective onboarding helps to ensure that your existing employees, as well as any new hires, are engaged, motivated and happy in their roles, helping you to build connected, successful teams and a strong working culture.

Adecco can help put the right people on your team and give you the support and resources you need to keep them there. To learn more, contact us today.