Onboarding vs Orientation: Understanding the Distinctions

Onboarding vs Orientation: Basic Definitions

When discussing hiring strategies, it’s paramount to also take into consideration the onboarding and orientation processes. Let’s examine what these are, before delving into the key differences, benefits, and best practices.

Onboarding

Onboarding refers to the process of getting a new employee who has just been hired by your company to settle into their new role.

This process includes several different tasks and activities that have the ultimate goal of helping the new hire get better acquainted with the company, its culture, and their new role within it.

Generally speaking, the core of the onboarding process lasts a few days, but related tasks and activities may continue for a few months.

These can be anything from paperwork to training and understanding company policies.

Orientation

Employee orientation is a different process that can be either tailored to one specific new hire or carried out for different hires at the same time.

Additionally, orientation is often conducted in-person (though virtual options are a possibility for your remote workers, as we’ll see later).

During orientation, the new employee has the opportunity to get a more hands-on view of things like the company’s main offices and locations, as well as any extra facilities that staff may use – such as a canteen, gym, boardroom, car park, and more.

Usually, orientation lasts a few hours or, at most, a few days.

Onboarding vs Orientation: Key Differences

Timings

As we mentioned, orientation and onboarding have different durations. Typically, orientation happens on a new employee’s first day, whereas onboarding is a much longer process that continues beyond the first day.

Goals

The purposes of onboarding and orientation are another key differentiating factor. Onboarding, in fact, is a longer, more structured process aimed at empowering new recruits with the tools, resources, and knowledge they need to perform at their best.

Orientation, on the other hand, is a much quicker, more informal, and more hands-on introduction to the company, covering things like culture, values, and policies, and aimed at introducing the new hire to their colleagues and managers.

Benefits

The advantages of both processes are also slightly different. Onboarding usually generates higher employee engagement and can boost retention rates. Orientation can help alleviate first-day anxiety and make the new employee feel welcome and valuable.

But let’s look into the benefits of orientation and onboarding in a bit more detail.

Onboarding and Orientation: The Main Benefits

If you are an HR Operations manager, you’ll want to embrace both onboarding and orientation – and these are some of the main reasons why you should do so.

The Benefits of Onboarding

These are some of the most impressive benefits that onboarding can bring about:

A great company culture

A solid onboarding strategy helps foster a stronger company culture, ensuring everyone is aligned with the values, mission, and vision of the business.

Better productivity

With proper onboarding, new employees can receive all the tools they need to perform at their best.

The bottom line? Productivity improves, and so does profitability.

This is particularly evident in technical departments where mentoring engineers plays a crucial role in accelerating the professional growth and technical proficiency of new hires.

A positive employee experience

When a new employee gets comprehensive onboarding from their employer, they can feel more valued, setting a positive tone for the overall work experience and positive work enviorment.

Higher employee engagement

As a follow-up to the previous point, onboarding can also help boost employee engagement.

This happens because, when a company demonstrates to be employee-centric through a solid and effective onboarding process, new recruits feel more eager to contribute towards its success and achievements.

Effective workplace management

This is critical during the onboarding process, as it ensures that operational systems and workplace managerial practices are aligned to support the integration and productivity of new hires.

Better retention rates

What happens, generally, when employees feel valued, happy, and engaged at a company?

They tend to stick with that company for longer.

Therefore, onboarding can also prove instrumental in lifting employee retention rates, ensuring the best talent stays for as long as possible.

More effective recruitment

Data-driven recruitment is a key aspect in enabling you to optimize your hiring processes, but so is a good onboarding strategy.

With this, you can almost certainly rely on your new – and happy – employees to spread the word about how employee-centric, forward-thinking, and inclusive your company is, thus potentially attracting even more talent.

The Benefits of Orientation

It reduces possible work anxiety

Even if you don’t intend to quiz your new junior developer on things such as on premise vs cloud definition, it’s safe to say that the first day at a new job can be very stressful for most people.

With orientation, you can reduce some of this anxiety by making your new hire feel welcome, and by getting them acquainted with their colleagues, offices, operations, and procedures.

It lowers employee turnover rates

Similarly to onboarding, orientation also enables you to retain top talent in the long term.

By showing new recruits how much you value them and how willing you are to ensure they get everything they need to feel at ease, they will be much more inclined to remain with you instead of looking at your competitors.

It boosts productivity while cutting costs

This might not be an immediately apparent benefit, but it’s certainly one you want to keep in mind.

If you’re running an orientation day for a bunch of new hires, you’ll be able to get them up to speed with their role, duties, and responsibilities in a much faster, more productive, and more cost-efficient way.

This ensures that each one of them will leave the orientation setting ready to perform at their best.

It optimizes the use of time and resources

Imagine if every manager or team leader had to provide one-to-one orientation to every new hire.

Things would get complex and lengthy, hindering overall performance and productivity.

With a well-structured orientation program, you’ll be able to offer a general overview of your company, work environment, and responsibilities to one or more new recruits without wasting anyone’s time or resources.

Enhances role-specific understanding

Each department could host its own orientation segment.

For instance, the call center department might explain the operational differences and responsibilities associated with inbound vs outbound call centre roles.

This focused approach not only saves time but also ensures that new hires receive relevant and practical information that will directly apply to their daily tasks.

Best Practices for Successful Employee Onboarding

Create a Structured Plan

Don’t make a start on your onboarding without a structured plan that you have shared with all the relevant stakeholders.

Remember to incorporate things such as:

A detailed outline of the employee’s first week.
An overview of your company culture, mission, vision, and values.
Expectations from your new recruits.
Specific metrics and KPIs, as these will be essential further down the road when you need to assess – and, possibly, tweak – your entire onboarding strategy.

Be Prepared

Both entry-level employees and more senior team members will expect you to offer a smooth and seamless onboarding process, which requires you to prepare a few things:

Their workspace, if they are going to work from the office (if they are remote, you’ll need to have all the right tech and systems set up and running for them at least the day before they are due to start).
A welcome pack, which can be as simple as an email with some important information attached, or more extravagant to include a small present with a personalized note from you.
Ensuring that the new recruit’s direct line manager and colleagues are informed of their arrival and are ready to welcome them to the office.

Provide Training and Support

To work well, proper onboarding should last at least a few months, during which you should provide the new hire with training opportunities.

Start with the basics of their new role, and gradually incorporate more in-depth sessions that look at specific tasks, duties, and responsibilities of your new employee.

Allocate “Buddies” or Mentors

Having a dedicated person who can show your new hire the ropes can be an extremely valuable addition to your onboarding program.

Not only will this help your new employee learn in a much more hands-on and informal way, but it will also enable them to foster an important relationship with one of their new teammates.

For example, if you hired a junior CcaaS team member (read this if you’re wondering “what is CCaaS?”) consider pairing them up with either a more senior employee or a team leader, so they will have the opportunity to learn from someone who knows the ins and outs of their role.

Encourage Team-Building and Relationships

Onboarding doesn’t have to be dull or exclusively aimed at boosting work-related productivity: it can – and should – have a more fun, relaxed, and personable side to it, too.

For this reason, consider organizing regular team-building activities, coffee breaks, Friday drinks, and weekly lunches that encourage the establishment of positive relationships between the new recruit and their colleagues.

Offer Praise and Encouragement for Milestones and Achievements

Over the weeks and months that onboarding spans, your new employee is likely to achieve quite a few things.

Regardless of how impressive they might seem to you, as a seasoned business owner, even small things might mean a lot to new team members – especially young ones.

So, take the time to point out those successes and celebrate them.

Request Feedback and Keep Improving

Lastly, as with everything that revolves around employee relationships, one crucial thing you’ll want to include in your onboarding program is a feedback request form.

You can keep it as simple as you like, or you can include plenty of details and specifics to get to the minutiae of the process.

Encourage every new hire to offer their feedback, and use it valuably to make improvements to your strategy.

Best Practices for Successful Employee Orientation

Keep it Simple by Sharing Essential Information

The first day at a new job can be stressful and daunting enough as it is, without throwing in things like a super-lengthy presentation on your company.

Having said that, it’s definitely worth beginning your orientation day by providing a quick overview of some of your company’s essentials, such as its culture, values, mission, and vision.

This will help the new person become more familiar with the environment without it being too overwhelming.

Leverage the Right Technology

Using digital tools can help your orientation program.

Specifically, consider implementing a learning management system (LMS), as this will let you provide digestible training through micro-learning sessions – whether you want a new social media manager to get to grips with google tag manager, or a new junior developer to learn more efficient ways to code.

Rope in Team Leaders and Managers

During the first day at a new job, it’s important that you never leave your new hire alone.

For this reason, it’s a good idea to involve team leaders and line managers in the orientation process.

Ask a team leader, for example, to arrange a lunch with the new hire, and organize for one of the managers to show the new recruit around the offices and any facilities they might need or want to use.

Offer Both Online and In-Person Orientation

Whether you are setting up a virtual law firm or simply considering offering flexible working arrangements to your employees, being able to provide online orientation on top of in-person is a winning move.

So, consider offering a virtual orientation to your remote hires.

This shouldn’t be too different from its in-person counterpart, except you’ll need to use specific tech tools, such as collaboration and communication platforms, and the LMS that we discussed earlier, in order for your remote workers not to miss out on anything.

Gather Feedback and Keep Improving

Once again, feedback from your new employees is an essential tool for two reasons.

On the one hand, it can help you spot anything that you might need to tweak or change in order to improve your orientation process.

On the other, it demonstrates to your new hire that you genuinely value their opinion and input.

Key Takeaways

Both onboarding and orientation are vital for your recruitment and employee management strategy.

In this article, we discussed the main differences between onboarding vs orientation, as well as highlighted their benefits and some best practices to follow when building your programs.

Now, you’re all set to offer your new hires the best possible start at your company, helping them thrive for a long time! 🚀