The Recruiter’s Guide To Inclusive Onboarding

Steps every employer must take for equitable hiring to happen

According to the McKinsey 2023 Diversity, Equity, and Inclusion Initiatives report, employers need more clarity on what works — and what doesn’t — to improve inclusion in the workplace. The first days of a new job can be fraught with nerves, confusion, and many unknowns from the side of the employee, while the employer is learning about the person they hired, wanting them to feel welcomed and part of the team from day one. 

The truth, however, is that diversity, equity, and inclusion (DEI) work actually begins before the employee is hired and should continue throughout the employee’s time at the organization. With better attention to the steps necessary to ensure robust DEI standards, employers can offer inclusive onboarding to new employees, setting the stage for a positive employee experience. 

Inclusion Matters

According to a 2020 study by Yello, 64% of job seekers stated that a potential employer’s commitment to diversity and inclusion was an important factor in their choice to accept a job offer from a certain organization. 

DEI initiatives put into practice from the start of the hiring process are important because not only do they ensure more equitable opportunities for traditionally underrepresented identities, but also prepare potential employees for what to expect from your company’s culture. They can decide if your company is a good fit for them, and know right away what a company values. 

But an inclusive recruitment process is not enough and must continue throughout the appointment and onboarding process, lest people feel as if being hired led to a “bait and switch” situation. What was promised during the hiring of the employee needs to come to fruition within the welcoming of the new employee into the fold.
 

Inclusive Onboarding: 7 New Strategies for New Hire Success

Everyone — from HR to the manager to the other employees on the new hire’s team — is responsible for demonstrating the organization’s commitment to inclusion during the onboarding process. According to one study, employees who went through a structured, inclusive onboarding program were 58% more likely to still be with the organization after three years. 

Onboarding is important because it helps new employees become accustomed to their new work environment, navigate and contribute to the company culture, and become effective in their new role. An inclusive onboarding experience makes employees feel supported and that they belong. 

Here are seven tips to help your onboarding process be welcoming and inclusive.

1. Make sure they can hit the ground running
Helping new employees prepare for their first day ahead of time lets them know about key workplace details in advance so they know what to expect. For example, are there any particular workplace safety requirements — like wearing closed-toed shoes — they need to be aware of? Are there nearby accessible options for getting food throughout the day, or any details about where to park or how to access nearby public transport options? 

Ensure you ask if there is any support they will need either getting to or accessing your workplace and, of course, mutually agree on the time they should arrive at the office. Also, ensure that any access card your new employee needs to enter your workplace is ready and working!

2. Make sure their workplace works
Your new employee needs to hit the ground running in their role on their first day. This means having an equipped, clean, safe workspace ready for them to use.

In an office environment, this might include any relevant phone or computer equipment, an appropriate desk and chair, and any other accommodations or equipment requested by the employee. You should also make sure any critical software is installed on the new employee's computer ahead of time.

For roles that are not office-based, this might include safety equipment or materials, a demonstration or training for key equipment or processes, along with any specific equipment or adjustments requested by the employee.

All of this needs to be organized and ready before the employee’s first day.

3. Take the pain out of new hire paperwork
Always have any necessary paperwork organized ahead of the employee’s starting date. Nothing wastes time and leaves a bad impression like having to chase forms and manuals on a new employee’s first day, including any tax or superannuation forms, employee handbooks, or training manuals.

If the employee needs an email account or access to an internal intranet or shared drives, ensure these are organized and ready to go. It's hard for new employees to get up to speed in their new role if they don't have access to the information they need.

4. Coordinate with coworkers
It's important to introduce your new employee to their team and key members of staff during their first day. This may be via an all-team or all-staff email, an in-person group introduction, or individual one-on-one introductions.

When thinking about these introductions, it's really important to ask the new employee which approach they would be most comfortable with. Make sure you consider and accommodate the new employee's preference.

5. Set expectations early
Making sure that your new employee is aware of the organization's values and code of conduct regarding workplace and staff interactions is critically important when they begin. It will make expectations about their behavior, and the behavior of others, clear and set the tone for what's appropriate in your workplace.

The new employee should also be briefed on how to report any unacceptable behavior and the process for responding to, and acting on, these reports.

6. Give them the tools to thrive
During the onboarding process, you should revisit the responsibilities for the role of the new employee. In addition to setting the expectations, this is a good opportunity to discuss with your employee how they would like to work and evolve in their role.

As part of this conversation, you should also identify and discuss with your new employee if any training for new skills is required or if there are any development opportunities they would like to pursue. If there are, make sure these are prioritized and scheduled as soon as practical.

You should also discuss any probation period, the evaluation process, and how and when performance reviews will take place.

7. Onboarding isn’t the end - It’s the beginning
Successfully onboarding new employees and helping them settle into their role takes time, so it's important to check in with them often. Scheduling regular catch-ups gives them the opportunity to air any concerns and for you to receive feedback on their progress. Make sure that you follow up on any concerns or feedback that you receive.

It's also important to help keep the employee motivated and engaged, so make sure that their success is celebrated and recognized.
 
The long-term impacts of inclusive onboarding cannot be overstated. In the age of The Great Resignation and worldwide labor shortages, an inclusive hiring and onboarding program can help an organization create the conditions for diverse talent to be engaged and thrive in their roles. 

Dr. Elizabeth (Liz) Wilson is a behavioral scientist, organizational transformation expert, and founder of Include Inc.