{"id":6003,"date":"2023-11-30T21:20:15","date_gmt":"2023-11-30T15:50:15","guid":{"rendered":"https:\/\/razorpay.com\/learn\/?p=6003"},"modified":"2023-12-01T18:26:21","modified_gmt":"2023-12-01T12:56:21","slug":"employee-onboarding-process","status":"publish","type":"post","link":"https:\/\/razorpay.com\/payroll\/learn\/employee-onboarding-process\/","title":{"rendered":"Employee Onboarding Process: Why it Matters And How Automation Helps"},"content":{"rendered":"<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_80 counter-hierarchy ez-toc-counter ez-toc-transparent ez-toc-container-direction\">\n<p class=\"ez-toc-title\" style=\"cursor:inherit\">Table of Contents<\/p>\n<label for=\"ez-toc-cssicon-toggle-item-69d6911e5e5da\" class=\"ez-toc-cssicon-toggle-label\"><span class=\"\"><span class=\"eztoc-hide\" style=\"display:none;\">Toggle<\/span><span class=\"ez-toc-icon-toggle-span\"><svg style=\"fill: #999;color:#999\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" class=\"list-377408\" width=\"20px\" height=\"20px\" viewBox=\"0 0 24 24\" fill=\"none\"><path d=\"M6 6H4v2h2V6zm14 0H8v2h12V6zM4 11h2v2H4v-2zm16 0H8v2h12v-2zM4 16h2v2H4v-2zm16 0H8v2h12v-2z\" fill=\"currentColor\"><\/path><\/svg><svg style=\"fill: #999;color:#999\" class=\"arrow-unsorted-368013\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"10px\" height=\"10px\" viewBox=\"0 0 24 24\" version=\"1.2\" baseProfile=\"tiny\"><path d=\"M18.2 9.3l-6.2-6.3-6.2 6.3c-.2.2-.3.4-.3.7s.1.5.3.7c.2.2.4.3.7.3h11c.3 0 .5-.1.7-.3.2-.2.3-.5.3-.7s-.1-.5-.3-.7zM5.8 14.7l6.2 6.3 6.2-6.3c.2-.2.3-.5.3-.7s-.1-.5-.3-.7c-.2-.2-.4-.3-.7-.3h-11c-.3 0-.5.1-.7.3-.2.2-.3.5-.3.7s.1.5.3.7z\"\/><\/svg><\/span><\/span><\/label><input type=\"checkbox\"  id=\"ez-toc-cssicon-toggle-item-69d6911e5e5da\"  aria-label=\"Toggle\" \/><nav><ul class='ez-toc-list ez-toc-list-level-1 ' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/razorpay.com\/payroll\/learn\/employee-onboarding-process\/#What-is-employee-onboarding\" >What is employee onboarding?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/razorpay.com\/payroll\/learn\/employee-onboarding-process\/#Why-does-employee-onboarding-matter\" >Why does employee onboarding matter?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/razorpay.com\/payroll\/learn\/employee-onboarding-process\/#Employee-onboarding-process-steps\" >Employee onboarding process steps<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/razorpay.com\/payroll\/learn\/employee-onboarding-process\/#How-automation-with-RazorpayX-Payroll-helps\" >How automation with RazorpayX Payroll helps<\/a><\/li><\/ul><\/nav><\/div>\n<h2><span class=\"ez-toc-section\" id=\"What-is-employee-onboarding\"><\/span><b>What is employee onboarding?<\/b><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Employee onboarding is the process of introducing and orienting the new employees with your company\u2019s work culture and processes. It can do wonders to your employee retention numbers if done right.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Some organisations conclude it within a day, and others may stretch it up to 18 months. But mostly, it begins when you send potential employees, offer letters.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">A good onboarding process involves<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Introducing the new employee to the company\u2019s culture, policies, and workspace<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Equipping the candidate with necessary <\/span><a href=\"https:\/\/razorpay.com\/payroll\/learn\/ess-employee-self-service-portal-benefits\/\" target=\"_blank\" rel=\"noopener\" data-schema-attribute=\"\"><span style=\"font-weight: 400;\">employee self-service<\/span><\/a><span style=\"font-weight: 400;\"> tools and telling them about their responsibilities and role in the company<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Logging the employee on the company roster and signing up for company benefits<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Adding the employee to the<\/span> <a href=\"https:\/\/razorpay.com\/payroll\/?r=blog_cta_employeeonboarding\" target=\"_blank\" rel=\"noopener\" data-schema-attribute=\"\"><span style=\"font-weight: 400;\">payroll system<\/span><\/a><\/li>\n<\/ul>\n<h2><span class=\"ez-toc-section\" id=\"Why-does-employee-onboarding-matter\"><\/span><b>Why does employee onboarding matter?<\/b><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Employee onboarding is the first time an employee interacts with the company post-interview. It is crucial to have a good onboarding experience as it increases employee engagement and helps in <\/span><a href=\"https:\/\/razorpay.com\/payroll\/learn\/employee-retention-strategies\/?r=blog_cta\" target=\"_blank\" rel=\"noopener\" data-schema-attribute=\"\"><span style=\"font-weight: 400;\">retention<\/span><\/a><span style=\"font-weight: 400;\">.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The initial experience will impact their job performance in the future and affect employee longevity. As per <\/span><a href=\"https:\/\/www.shrm.org\/resourcesandtools\/hr-topics\/talent-acquisition\/pages\/dont-underestimate-the-importance-of-effective-onboarding.aspx\" target=\"_blank\" rel=\"noopener\" data-schema-attribute=\"\"><span style=\"font-weight: 400;\">the Society for Human Resource<\/span> <span style=\"font-weight: 400;\">Management (SHRM)<\/span><\/a><span style=\"font-weight: 400;\">, nearly 70% of employees stay with the company for three years if their onboarding experience is excellent.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">A bad experience, on the other hand, affects their perception of the company. If they don\u2019t get the information and enthusiasm they deserve, it creates a negative impression. Remember, how first impressions are the last?<\/span><\/p>\n<p><span style=\"font-weight: 400;\">As per<\/span> <a href=\"https:\/\/www.shrm.org\/about\/foundation\/products\/Documents\/Onboarding%20EPG-%20FINAL.pdf\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">a report<\/span><\/a><span style=\"font-weight: 400;\">, 1 in 25 employees quit new jobs because of a lousy onboarding experience.\u00a0<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Employee-onboarding-process-steps\"><\/span><b>Employee onboarding process steps<\/b><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">A good employee onboarding process helps employees settle down, obtain clarity on their job responsibilities and forge good relations with colleagues.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The employee onboarding process involves:<\/span><\/p>\n<ol>\n<li><b>Releasing the offer letter: <\/b><span style=\"font-weight: 400;\">The onboarding process begins after a shortlisted candidate gets selected. The company presents an <\/span><a href=\"https:\/\/razorpay.com\/payroll\/learn\/offer-letter-format\/\" target=\"_blank\" rel=\"noopener\" data-schema-attribute=\"\"><span style=\"font-weight: 400;\">offer letter<\/span><\/a><span style=\"font-weight: 400;\"> along with onboarding forms and other paperwork. There should be-<\/span><\/li>\n<\/ol>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Clear and transparent approach with the employee to gain their trust.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The offer letter must have a clear job description, profile, and salary offer.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Phone calls and follow-ups to stay connected with the candidate.<\/span><\/li>\n<\/ul>\n<ol start=\"2\">\n<li><b> Offer acceptance:<\/b><span style=\"font-weight: 400;\"> After presenting the offer letter, the next step involves acceptance of the offer letter by the candidate. Here, the company needs to schedule a phone call to review the policies, benefits, and other terms that the employee agreed upon. Active response helps in forging strong relations with a new hire. The company needs to prepare-<\/span><\/li>\n<\/ol>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Forms and policies<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Employee agreement<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Employee handbook including code of conduct, health and safety policy, attendance and leave policy<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Non-disclosure agreement<\/span><\/li>\n<\/ul>\n<ol start=\"3\">\n<li><b> Waiting period: <\/b><span style=\"font-weight: 400;\">Generally, there is a time gap between the candidate accepting the offer and the joining date. During this waiting period, employees might be open to offers from other companies. It is crucial to effectively plan the waiting period to build a good relationship with potential employees.\u00a0<\/span><\/li>\n<li><b>Joining date<\/b><span style=\"font-weight: 400;\">: On their first day, a new hire is excited, happy, and nervous. The company needs to make them comfortable by giving them a sense of belonging. For this, the company can-<\/span><\/li>\n<\/ol>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Send a welcome email.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Introduce them to the team<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Schedule time for paperwork and documentation<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Meeting with HR<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Make an orientation schedule.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Set up salary account\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Give the new hire all the necessities like setting up accounts, company email, software, office phone, laptop or desktop, and parking facilities.<\/span><\/li>\n<\/ul>\n<p><b>Note: <\/b><span style=\"font-weight: 400;\">With <a href=\"https:\/\/razorpay.com\/payroll\/?r=blog_cta_employeeonboarding\" target=\"_blank\" rel=\"noopener\" data-schema-attribute=\"\">RazorpayX Payroll<\/a>, you can transfer employee salaries to any bank account. So, you don\u2019t even require opening a new company salary account.\u00a0<\/span><\/p>\n<ol start=\"5\">\n<li><b>Orientation and coordination with other departments:<\/b><span style=\"font-weight: 400;\"> It is mandatory to introduce the new hire to departments they will be working and coordinating with. Schedule an orientation meeting, including all the departments.<\/span><\/li>\n<\/ol>\n<p><span style=\"font-weight: 400;\">To help the hire assimilate new work culture, introduce them to your company\u2019s goal and relevant information. Enable the manager to set simple and realistic goals that can be achieved within a month or three months.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Proper orientation or training can speed up the process and help them understand your company\u2019s policies and team processes. Assessment of skills and developing a role-specific training program will help enhance their skill set.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The first few weeks of the employee onboarding process are crucial and most influential on new employees\u2019 outlook about the company. It sets the tone of a long-term relationship. Find out what they are comfortable with, and make changes if possible. Do regular check-ins and<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Ask them about their experience<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Review their performance<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Talk about career progression<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Ask about any issues<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Know if they need any additional training<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Successful onboarding processes require time and effort. The process should leave the employee understanding the company\u2019s mission, culture, values, and people.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"How-automation-with-RazorpayX-Payroll-helps\"><\/span><b>How automation with RazorpayX Payroll helps<\/b><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Employee onboarding is a cumbersome process with a lot of paperwork. <\/span><a href=\"https:\/\/razorpay.com\/payroll\/hr-software\/?r=blog_cta_employeeonboarding\" target=\"_blank\" rel=\"noopener\" data-schema-attribute=\"\"><span style=\"font-weight: 400;\">RazorpayX Payroll<\/span><\/a><span style=\"font-weight: 400;\"> is an HR &amp; payroll software that automates manual tasks and makes the HR processes effortless.<\/span><\/p>\n<div style=\"text-align: center;\"><a style=\"border-radius: 3px; background: #528FF0; padding: 15px; font-weight: 600; cursor: pointer; text-decoration: none; color: white;\" href=\"https:\/\/payroll.razorpay.com\/signup?r=blog_cta_employeeonboarding\" target=\"_blank\" rel=\"noopener\" data-schema-attribute=\"\">Sign Up for Free<\/a><\/div>\n<p><span style=\"font-weight: 400;\">It can help to<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Upload documents like PAN, Aadhaar card, etc., online with just a few clicks<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Make important announcements related to the latest information<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Calculate and disburse salary into employee bank accounts in just 3 clicks, under 10 minutes\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Choose from in-built templates of offer letter, appointment letter, and more<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Reduce the workload of the HR team<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Provide transparency to the process<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Ensure payroll compliance like TDS, PF, PT, and makes a single source for employee information<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Leave and attendance management<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Check employee progress in the onboarding process<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Generate reports<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">RazorpayX Payroll takes care of mundane HR workload and provides a smooth employee onboarding experience.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Don&#8217;t believe us?<\/span><\/p>\n<p><a href=\"https:\/\/payroll.razorpay.com\/signup?r=blog_cta_employeeonboarding\" target=\"_blank\" rel=\"noopener\" data-schema-attribute=\"\"><span style=\"font-weight: 400;\">Sign up<\/span><\/a><span style=\"font-weight: 400;\"> for free on RazorpayX Payroll and experience the most intuitive and easy-to-use payroll software used by 2000+ leading Indian startups. No credit card required.<\/span><\/p>\n<div style=\"text-align: center;\"><a style=\"border-radius: 3px; background: #528FF0; padding: 15px; font-weight: 600; cursor: pointer; text-decoration: none; color: white;\" href=\"https:\/\/payroll.razorpay.com\/signup?r=blog_cta_employeeonboarding\" target=\"_blank\" rel=\"noopener\" data-schema-attribute=\"\">Start free trial now!<\/a><\/div>\n","protected":false},"excerpt":{"rendered":"<p>Employee onboarding is the process of introducing and orienting the new employees with your company\u2019s work culture and processes.<\/p>\n","protected":false},"author":151156494,"featured_media":6006,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[3404],"tags":[],"class_list":{"0":"post-6003","1":"post","2":"type-post","3":"status-publish","4":"format-standard","5":"has-post-thumbnail","7":"category-payroll"},"_links":{"self":[{"href":"https:\/\/learn.razorpay.in\/learn\/wp-json\/wp\/v2\/posts\/6003","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/learn.razorpay.in\/learn\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/learn.razorpay.in\/learn\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/learn.razorpay.in\/learn\/wp-json\/wp\/v2\/users\/151156494"}],"replies":[{"embeddable":true,"href":"https:\/\/learn.razorpay.in\/learn\/wp-json\/wp\/v2\/comments?post=6003"}],"version-history":[{"count":9,"href":"https:\/\/learn.razorpay.in\/learn\/wp-json\/wp\/v2\/posts\/6003\/revisions"}],"predecessor-version":[{"id":9525,"href":"https:\/\/learn.razorpay.in\/learn\/wp-json\/wp\/v2\/posts\/6003\/revisions\/9525"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/learn.razorpay.in\/learn\/wp-json\/wp\/v2\/media\/6006"}],"wp:attachment":[{"href":"https:\/\/learn.razorpay.in\/learn\/wp-json\/wp\/v2\/media?parent=6003"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/learn.razorpay.in\/learn\/wp-json\/wp\/v2\/categories?post=6003"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/learn.razorpay.in\/learn\/wp-json\/wp\/v2\/tags?post=6003"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}