How to Maintain Connection with New Hires and Keep High Engagement Levels through Digitized Onboarding

In the current era of digital transformation, businesses face the challenge of effectively digitizing processes without losing the personal touch. Onboarding new employees is one such process that requires careful planning to balance the benefits of digital content with the necessity of personal interaction. The goal is to ensure efficient information transfer and robust initial engagement. Drawing from our experience, the key is to strike a balance and continuously refine the process.

Pre-Joining Phase

Onboarding begins well before contract signing, it starts with the job advertisement. Given the absence of direct contact at this stage, job ads must clearly articulate the responsibilities and requirements of the position. Including a contact number in the advertisement or social media post allows candidates to ask questions and receive immediate answers.

Live communication becomes essential during the selection process. For remote interviews, seamless technical execution is crucial. Communicate the stages of the selection process and provide the most important information, such as joining instructions for the interview platform, both verbally and in writing.

We advise arranging an in-person meeting with the direct manager after initial remote interviews. “We encourage candidates to meet in person at the office where they will be working. This allows them to meet their future manager and team, providing insight into the organizational culture,” explains our HR specialist, Julita.

During the hiring process, communication should extend beyond formalities. HR specialists should periodically check the candidate’s well-being and address any questions. It is essential to involve the direct manager in this process. “In our company, new team members are invited by their managers rather than HR specialists. Greater managerial involvement leads to higher candidate satisfaction,” Julita notes. At the contract signing, ensure the new employee knows whom to contact for any queries or technical issues. Additionally, sending an email with key information before the first day is beneficial.

Throughout the pre-joining phase, communication utilizes various methods (ads, emails, calls, messages, online apps). Clear, understandable information, advance notice of communication tools, and a backup plan for technical issues are vital. Involving the direct manager and arranging in-person meetings, when possible, are crucial.

Onboarding Period

Even if the role involves remote or hybrid work, the first day and subsequent onboarding should be conducted in the office. In our office, the first day is always planned in person, and if the candidate cannot attend, we adjust the start date. Julita shares, “Although the first day involves technicalities (equipment distribution, procedure familiarization), half of the day is dedicated to live interaction – getting to know the office and colleagues, ending with a discussion with the manager.” Throughout the onboarding period (3-4 weeks), we encourage office work to accelerate cultural assimilation and team integration.

Balancing digital content with live interaction during onboarding training is critical to maintaining engagement. Our experience over the past two years demonstrates that this balance is achievable. Digitalizing internal training for administrative staff has reduced active trainer involvement by over 70% while maintaining high new-hire engagement and training satisfaction rates above 95%. Julita observes that “initial concerns about the lack of live interaction have subsided, with feedback highlighting the clarity, concreteness, and engaging nature of the digital content.”

Additional advantages of digital training identified by new hires include:

1. The ability to review training content as needed.
2. Flexibility to manage training pace, including taking breaks and making notes.
3. Finding answers quickly through video descriptions without watching the entire video.
4. Access to additional training was not included in the initial plan.
5. Clear and professional content delivery covering essential information.

“Our trainers continually review and update training materials, focusing more on feedback and Q&A sessions to ensure new hires understand the information,” Julita explains.

While introductory training covers company processes and general job specifics, a mentor, typically a team member, assists with understanding specific functions and integrating them into the daily routine. Julita notes, “Feedback shows that mentors contribute about 60% to the onboarding process, while the remaining 40% comes from the direct manager, who oversees the new hire’s well-being and shares expert knowledge.” Active involvement of the direct manager significantly aids smooth onboarding, regardless of whether meetings are in-person or remote.

Integration

Maintaining connections with new hires is reinforced through weekly meetings with the direct manager. These meetings are crucial for providing performance feedback and understanding the new hire’s views on the company, team, and role. “Besides frequent communication with the direct manager, new hires meet with the HR department head and HR specialist after the first month. The HR head discusses feedback culture, company values, and agreements and the HR specialist focuses on training content, allowing the new hire to share their thoughts on the onboarding training and its benefits, and to learn about further training plans,” Julita shares.

Live communication remains vital. When digitizing processes, identify essential areas for personal interaction and suitable areas for digital communication. Continuously review and improve the entire process to adapt to changing generational expectations, workplace perceptions, new communication channels, and evolving interaction norms. The proportion of digital and live contact must evolve with these changes to ensure an effective and engaging onboarding process.