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How Your IT Department Should Plan for New Hires’ Onboarding
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  • 4 minutes read
  • Modified: 13th Mar 2024

    March 13, 2024

How Your IT Department Should Plan for New Hires’ Onboarding

Trio Team

Embarking on a journey with a new hire is akin to setting sail on uncharted waters. The initial steps taken during a new hire onboarding can significantly influence the course of the voyage and science can back us up on that. According to SHRM (the Society for Human Resource Management), strong onboarding can result in a 50% higher new hire productivity in the first six months, and if the onboarding is structured correctly, they will also be 82% more likely to work for the company for the first year. These statistics underscore the pivotal role of onboarding in shaping the success and longevity of new employee tenures. In this blog post, we delve into the art and science of maximizing the potential of new hire onboarding.

 

Why Does New Hire Onboarding Matter?

A smooth onboarding process for new hires matters for organizations for several reasons:

  1. First Impressions

The onboarding process sets the tone for the new employee’s experience with the organization. A well-structured and welcoming onboarding process helps create a positive first impression, which can contribute to higher employee engagement and retention.

  1. Faster Integration

Effective onboarding helps new hires acclimate to their roles, team dynamics, and organizational culture more quickly. This can lead to increased productivity and effectiveness, as new employees are better equipped to contribute to their teams sooner.

  1. Reduced Turnover

Proper onboarding can help reduce turnover by ensuring that new hires feel supported, valued, and connected to the organization from the start. When employees feel engaged and integrated into the company culture, they are more likely to stay with the organization for the long term.

  1. Alignment with Goals and Expectations

Onboarding provides an opportunity to align new hires with the organization’s mission, values, and goals. Clear communication of expectations and objectives during the onboarding process helps set employees up for success and ensures that everyone is working towards the same objectives.

  1. Building Relationships

Onboarding facilitates relationship-building between new employees and their colleagues, managers, and other stakeholders. Strong relationships within the organization can foster collaboration, teamwork, and a sense of belonging, which are essential for employee satisfaction and retention.

  1. Compliance and Training

Onboarding is an opportunity to ensure that new hires understand important policies, procedures, and compliance requirements. It also provides an opportunity to deliver any necessary training or skill development to help new employees succeed in their roles.

 

New hire being welcomed at desk by HR employee

 

IT Department’s Employee Onboarding Checklist for New Hires

When onboarding a new hire, the IT department plays a crucial role in ensuring the smooth integration of the new employee into the organization’s technological ecosystem. Here are some key responsibilities for the IT department during the new hire’s onboarding process:

 

  1. Provisioning Hardware and Software

The IT department should ensure that the new hire has all the necessary hardware, such as a computer, laptop, or mobile device, as well as any required peripherals (e.g., monitor, keyboard, mouse). They should also provision software and applications relevant to the employee’s role, ensuring they have access to the tools they need to perform their job effectively.

  1. Setting Up User Accounts and Access

Set up necessary accounts, access permissions, and security protocols for the employee to start working effectively. Using onboarding software can make this step and the whole onboarding process a breeze for the HR and the IT department. When choosing a new hire onboarding software, an organization should consider:

  1. User-Friendliness: Ensure the software is easy to use for both administrators and new hires.
  2. Customization: Look for software that allows customization to fit the organization’s unique onboarding process and branding.
  3. Integration: Choose software that integrates seamlessly with existing HR systems, such as payroll and performance management.
  4. Mobile Accessibility: Opt for software that is accessible on mobile devices to accommodate remote or on-the-go employees.
  5. Compliance: Ensure the software helps in compliance with legal and regulatory requirements, such as collecting necessary documentation and ensuring data security.
  6. Analytics and Reporting: Select software that provides analytics and reporting features to track onboarding progress and measure effectiveness.

 

New hire being shown around the office and introduced to other employees during onboarding

 

  1. Network and System Access

The IT department should provide the new hire with access to the organization’s network and internal systems, including shared drives, databases, and communication platforms. They should also ensure that the employee understands any security protocols or restrictions in place to protect sensitive information.

  1. Training and Support

IT should offer training and support to help the new hire familiarize themselves with the organization’s technology infrastructure. This may include providing guidance on how to use specific software applications, accessing internal resources, troubleshooting common issues, and adhering to security best practices.

  1. Security Measures

IT should implement security measures to safeguard the organization’s data and systems. This may involve setting up encryption, firewalls, antivirus software, and other security protocols on the new hire’s devices. They should also educate the employee on security policies and procedures to mitigate potential risks, such as phishing attacks or data breaches.

  1. Troubleshooting and Assistance

Throughout the onboarding process, IT should be readily available to assist the new hire with any technical issues or questions they may encounter. They should provide responsive support to address concerns promptly and ensure a positive experience for the employee.

The IT department’s use of onboarding software should be coupled with a Mobile Device Management (MDM) solution that can manage all devices that have been provisioned alongside the policies, apps, and security measures each department must consider. In fact, an MDM solution can be used to streamline and automate many of the steps the IT department has to take on a new hire’s onboarding day or week.

 

Conclusion

Effective onboarding is not just a formality but a strategic investment in the future of the organization. By recognizing the significance of onboarding and implementing best practices, organizations can set their new hires up for success from day one. From fostering positive first impressions to ensuring compliance and facilitating relationship-building, each aspect of the onboarding process plays a crucial role in shaping employee engagement, productivity, and retention.

Onboarding can be streamlined significantly with the use of an MDM solution. Use Trio to integrate your onboarding software with your organization’s policies and manage device provisioning seamlessly. With Trio, you can centrally manage and secure mobile devices, enforce policies, and streamline app deployment, all while safeguarding sensitive data. Onboarding and offboarding has never been easier. Take the next step in optimizing your organization’s operations by using Trio’s free demo today.

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