How to make onboarding simple

Eleanor Pittard explains how to make onboarding new employees structured and successful.

Onboarding new employees is crucial; everyone has to go through the process, but how it is structured can help to set the tone for their experience within your laboratory. A well-structured onboarding programme can enhance employee engagement, foster a culture of inclusivity and support, and ultimately lead to improved patient care.

Ensuring fair interviews

First things first, fair interviews are essential in attracting diverse talent and creating a positive workplace culture.

1. Standardise interview questions: develop a set of standardised questions that align with the job description. This ensures that all candidates are evaluated based on the same criteria
2. Diverse interview panels: involve a diverse group of interviewers to minimise biases. Different perspectives can help assess candidates more holistically
3. Training for interviewers: provide training on unconscious bias and fair interviewing practices. This can help interviewers recognise their biases and focus on the competencies required for the job
4. Structured rating system: use a structured rating system to evaluate candidates. This quantifiable approach helps in making objective hiring decisions
5. Candidate experience: create a welcoming environment for candidates. Clear communication and respectful treatment during the interview process can enhance your clinic/lab’s image and attract top talent.

Useful tips

So, you have found the right person and now they are about to start their employment. But how do you prepare? Before they start, spend some time preparing their workspace, necessary equipment, and access to digital systems. A warm welcome can make a significant difference.

1. Assign a mentor: pair the new employee with a seasoned staff member who can guide them through their initial days. This relationship provides a support system
2. Set clear expectations: clearly outline job responsibilities, performance standards, and any specific training requirements. Transparency helps new employees align with your goals
3. Encourage questions: create an open-door policy where new hires feel comfortable asking questions. This will foster a trusting environment and encourage learning
4. Regular check-ins: schedule regular check-ins to discuss progress, address concerns and provide feedback. This shows that you value their input and are invested in their growth.

New employee checklist

Hiring someone new can be a whirlwind. Before you know it, they have started and already completed their first week, and you haven’t had a chance to check in or get the right paperwork completed. So, here’s a quick checklist to make sure you get the essentials in place.

First day checklist

• Welcome and introduction: meet with the team and introduce the new hire
• Workspace setup: ensure their workspace is equipped with necessary tools and materials
• IT and system access: assist them in setting up email accounts, electronic health record systems, and any other software
• Orientation session: conduct an orientation covering policies, procedures, and culture
• Emergency procedures: review safety protocols and emergency procedures.

First week checklist

• Training sessions: schedule training on specific tasks and responsibilities
• Meet with key personnel: arrange meetings with team leads and key staff
• Feedback loops: encourage the new hire to share their experiences and concerns
• Review policies: go over protocols, standards and compliance guidelines
• Social integration: organise informal gatherings to help the new employee bond with the team.

First check-in meeting with manager

Once the first week has finished and your new team member has settled in (about a month in), it can be a good idea to have a longer check-in meeting. It’s essential to cover the following topics:

1. Performance review: discuss initial observations and provide constructive feedback on their performance so far
2. Goal setting: set short-term and long-term goals together, ensuring they align with your your objectives
3. Addressing concerns: provide a platform for the new hire to voice any concerns or challenges they may be facing
4. Professional development: discuss opportunities for further training and development
5. Cultural fit: engage in a conversation about their experience with your culture and any suggestions they might have for improvement.
   Hopefully this gives you a useful and actionable checklist to help streamline your onboarding process.

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