incentive whitepaper onboarding_made_easy

www.incen've-inc.com|2

TheImportanceofEmployeeOnboarding

HowtheRiseofMillennialsShouldbeAffec'ngYourOnboarding

RetainingIP

CompanyValues

ASocialWorkExperience

TakingitOnline

WhatMakesanOnboardingProgramGreat?

It’sConsolidated

It’sSocial

ItReflectsCompanyValues

It’sCreatesCommunity

ItEmpowersEmployees

HowaSocialIntranetistheAnswer

IPandonboardingmaterialsallinoneplaceSocial

UXappealstotheMillennialGenera'onCompany

valuesarefrontandcenterCommunityisbaked

rightin

Makesexpertsandinforma'oneasilydiscoverable

Enablespersonalizedmonitoringandengagement

KeepingUpWiththeChangingTimes

GetStarted!

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TableofContents


TheImportanceofEmployeeOnboarding

Intheworldofnewhires,therearetwoall-important“O”wordsforsuccessfully

incorpora'ngnewemployeesintotheworkplace:“orienta'on”and

“onboarding.”Gecngbothrightiscri'califyouwanttoretaintoptalentand

ins'llyourcompanycultureandvaluesrightfromthestart. Butmanycompaniesstruggletohittherightnotes,par'cularlywithonboarding.Whileorienta'onis

importantwithitspaperwork,policiesandprotocol,onboardingisamuchlongerprocesswithdeeper

businessandboeomlineimplica'onsthatoffersorganiza'onsan

opportunitytocreateagreatfirstexperiencefornewhiresthat(hopefully)extendsthroughouttheir

tenurewiththecompany.

Orienta'onisjustthefirststepoftheongoingonboardingprocessthatequipsanemployeewith

everythingnecessarytoproducetheworkexpectedandtodosoinaproduc'vemanner.Effec've

onboardingpromotescompanyloyalty,lowersstresslevels,increasesemployeesa'sfac'onand

improvesproduc'vity.


Havinganeffec'veonboardingprocessinplacehelpsnewhires:

•  Morequicklycontributetotheteam

•  Formabondwiththecompany,fosteringloyalty

•  Knowwheretofindvitalcompanyandposi'oninforma'on

•  Learntousethepropertoolsandprocessesfromthestart

•  Integratemoreeasilyintoyourorganiza'on’scurrentcultureandemployeebase

Apooronboardingprocesscanactuallybeadetrimenttoyourcompany’sboeomline.Missthemark

andyoucouldendupcos'ngyourorganiza'onmorethanjustanineffec'veemployee.

•  Onboardingcostsacompanyupto30percentofthatnewhire’sannualsalary

•  Companiesshelloutanaverageof$11,000tofillvacancies

•  Agoodonboardingprocessmayhelppreventearlyturnoverforasmanyas1in4

newhires

Havinganeffec'veonboardingprocessthataccuratelyrepresentsyourcompanyvaluesand

cultureandsetstherighttonefornewhiresisessen'altoretainingtoptalent–andyourmoney!

AccordingtotheAberdeenGroup,organiza'onswith“structuredonboarding

programsenjoya60percentyear-over-yearimprovementinrevenueperfull-'meemployee.” Ifit’sbeenafewyearssinceyourevisitedyouronboardingprocessandyou’res'llstuckintherealmof

outdatedcompanymaterialpacketsandboringtrainingsessions,maybeit’s'metorethinkyour

methodsandmakeyouronboardingprocessworkfor youinsteadofagainstyou. Adop'ngatechnology-drivenonboardingprocessthat’sreliantonasocialintranetcanrescueyour

organiza'onfromthedepthsofpaperwork,slideshowsandboringtrainingsessions.

Socialintranet’smorecollabora'veinfrastructurehelpsdriveaprocessthatmakesagreatfirst

impressionofyourorganiza'on,communicatescompanyculture,helpsbuildcommunityamongall

employees,makestrainingmoreengagingandequipsnewworkerswiththeresourcesand

informa'onneededtobevaluableteammembers. Now,whatcompanydoesn’tneedthatforitsnewemployeeonboarding?


HowtheRiseofMillennialsShouldbeAffec'ngYourOnboarding

Theworkworldischanging,andMillennialsareleadingtheway.Thisdemographicisslowly

domina'ngtheworkforce.By2025they’llcomprise75percentoftheworkforce–andthey’re

bringingalongnewexpecta'onsandbehaviors.

TheaverageMillennialwillstaywithanygivenemployerfortwoyearsorless,duringwhich'me

they’llexpectasociallyorientedworkenvironment,prefertoworkremotelyandmainlyonline,and

wanttofeelliketheirpersonalvaluesalignwiththoseoftheiremployer.

Onboardingistheperfectopportunitytodeliveronallofthesewishlistitemswhilesolvingchallenges

presentedbytherisingMillennialworkforce.Thisworkforceshiqpresentsachancefororganiza'ons

toreassesstheironboardingprocesses–includinganyassociatedtechnologies.Introducingasocial

intranet–withwikis,blogs,newsfeedsandchatcapabili'es

–helpsstreamlinetheprocessandmakesitmoresocialandtransparent–checkingofftwoofthekey

boxesforMillennials’workplacewishes.

Retaining IP

BecauseMillennialshavesuchshorttenuresandjobhopfrequently,retainingIPisbecomingan

increasingconcernforemployers.Whenanyemployeeleaves,theytakewiththemkeydetails,

personalknowledgeandjobnuancesthatareoqendifficulttocapturewithprivateemails,siloed

departmentsandworkthat’sstoredonlyinpersonalfolders.Losingthatimportantbackground,

knowledgebaseanddevelopedmaterialscostsacompany'meandmoneyandmakesitmuchmore

difficulttoefficientlyonboardanewemployeetoreplacethem.

Usingasocialintranetforyouronboardingprocesscankilltwobirdswithonestone–itstarts

employeesoffontherightfootbycondi'oningthemtoconductalloftheirworkthroughthe

plasorm,thuscrea'ngawaytocaptureandretainallIP,anditcreatesamore“Millennialfriendly”

andefficientonboardingprocess.


Company Values

A2013CandEsurveyfoundthatnearly50percentof“prospec'veemployeeslookedtocompany

materialstogetafeelingforthecompany’svalues,agoodindicatorofculturalfit.”The

onboardingprocessistheperfectopportunitytopresentnewhireswithmaterialsto

communicatecompanyvaluesandculture.Notonlyisthecontentofthesematerialsimportant,

butthewayyoudeliverthemisequallyasimpacsulinconveyingthetoneandcultureofyour

organiza'on.

Asocialintranetprovidesaneasy-to-accessmeansfornewemployeestofindcompanymanuals,

standardpaperworkandevenhistoricaldocumenta'onfortheircurrentposi'on.Witheverything

readilyavailable,newhirescanquicklyimmersethemselvesintheirnewworkcultureandevenhave

readyaccesstocompanymanagementrightfromthestartviatheintranet’smessaging,commen'ng

andnewsfeedfunc'ons.

A Social Work Experience

WhichbringsustothepointofasocialUXintheworkplace.Millennialsgrewupusingsocialtoolsas

partoftheireverydaylives,fromFacebookandTwieertoInstagramandLinkedIn.Theyareusedto

instantmessaging,socialcollabora'onandvideochacng–andexpectthosesamecapabili'esinthe

workplace.

Conduc'ngyouronboardingprocessinasociallyorientedandcollabora'vemannercanhelpbeeer

meetMillennialexpecta'onsandcreateasocialculturefromtheverystart,whichcanleadtohigher

employeesa'sfac'onandreten'on.Andwhileallnewhiresaren’tMillennials,allemployeesbenefit

fromthesocialexperience.

Taking it Online

NotonlyareworkplacesbecomingmoresocialUX-based,butthey’realsobecomingmoreonline-

focusedandinclusiveofremoteworkers.Millennialswantflexibilitywiththeirjobs–theabilityto

workwhenevertheywantandfromwherevertheywant.Consequently,conduc'ngmostoftheirwork

online,fromvideochatmee'ngstoonlinedocumentcollabora'on,is


becomingmoreandmoreessen'al.Thisalsoincludesmovingpartoftheonboardingprocessonlineas

well.

Whileonboardingwill–andshould–alwaysmaintainanin-personcomponent,asocialintranet

plasormmakesitpossibletoconductmostoftheonboardingprocessonline.Centralized

humanresources(HR)documentcollec'onandstorage,groupforumsfornewhiresandvideo

chattrainingsessionsandcheck-insallbecomeapossibilitywithanonboardingprocessthatis

moresocialandonline-focused.

WhatMakesanOnboardingProgramGreat?

Therearealotofmethodsandchoicesofonboarding

programsoutthereforHRandhiringmangers.Everyonehasa

differentopiniononwhichonesworkbestand

aremosteffec'veatincorpora'ngnewstaffintoyour

organiza'on.Whileexactmethodsandformatsmightvary,

therearesomeconsistentcharacteris'csofagreat

onboardingprogramthatshouldnotbecompromised.

It’s Consolidated

AgreatonboardingprogramwillmakeHRandhiringmangers’

jobseasierbyconsolida'ngpaperwork,onboardingmaterials,

newemployeetrainingforms,projecthistorybriefs,training

documentsandmoreinaneasilysearchableplace.Both

managersandemployeesalikewastecountlesshourseach

weekdiggingthroughfoldersanddifferentplasormsforHR

paperwork,companymaterials,employeehandbooksandold

IPtobringanewhireup-to-speed.

The Challenges in Onboarding: Tips to Keep in Mind

Onboardingisnotaneasytask!From

dealingwithdifferentpersonalitydynamics

tomakingsureeachnewhireisbeing

adequatelybroughtup-to-speedand

assimilatedintotheworkplaceculture,

hiringandHRmanagershavealotontheir

plates.Herearesomeoqen-overlooked'ps

tokeepinmindinthethickofonboarding.

•  Naviga'nganewworkplace

cultureisscary,somakesurenew

hireshaveago-togroupor

communitytosocializewith.

•  Getnewhiresinthehabitof

storingIPinaconsolidatedand

accessibleloca'on.

•  Makecompanyprocessesand

direc'vesclearfromthestart.

•  Makeanefforttotalk“with”new

hiresinsteadof“at”them.

•  Engage new hires in training and

orienta'on that is interac've and

representa'veofcompanyvalues.

•  Conductshortbutfrequentcheck-

instomonitornewhireprogressand

pinpointindividualneeds.


Withanonboardingprogramfacilitatedonasocialintranetthat’salsoeasilysearchable,HRsaves'me

andnewhireshaveaneasywaytofindper'nentinforma'onfortheirnewroles,helpingthemmore

quicklybecomeavaluedteammember.Thischaracteris'cbecomesdoublyimportantinlightofthe

factthat75percentofcompaniesaremo'vatedtohavegreatonboardingprogramsspecificallyto

acceleratenewemployeeperformance.

It’s Social

Asocialonboardingprocessisanespeciallyimportantcharacteris'cfortheMillennialswhowillsoon

befillingyourofficespace.They’reusedtoworkingandlivinginasocial,onlineworldandoperate

mostefficientlywhentheycandothesameatwork.Havinganonboarding

processthatincorporateselementsofasocialUXsuchasvideochat,instantmessaging,groupforums

anddocumentcollabora'oncanmakeMillennialnewhiresfeelathomeandlikeyourorganiza'onal

culturefitstheirvalues.

It Reflects Company Values

Yourorganiza'on’sonboardingprogramshouldbeareflec'onofyourcompanyvaluesand

culture.Theonboardingprocessisanewhire’sfirstandmostextensiveimpressionofyour

workplace,andyoudon’twanttoriskblowingitwithaprocessthatdepictsabadworkplace

environment.

Isyouronboardingprocessinclusive,caring,aeen've,individualizedandengaging?Millennialsin

par'cularareveryconcernedwiththeiremployersharingsimilarvaluesandwillbeputoffby

onboardingthatdoesn’tvaluetheindividual,that’soverlyhierarchicaloronethatdoesn’tconvey

thosesharedvalues.

It Creates Community

Onboardingshouldbea'metoeasilyandslowlyintegratenewhiresintoyourexis'ngemployee

base.Itcanbein'mida'ngtobethenewguyontheblock,andsome'meshangingoutgossiping

aroundthewatercoolerisn’ttheeasiestwaytoassimilateoneselfintothecompany’ssocial

landscape.


HRteamsandhiringmanagerscanliqthisburdenbyprovidinganonboardingprogramwithabuilt-in

structureforsocializingandcrea'ngasenseofcommunity,whetherit’sthroughan

onlineforumreservedjustfornewemployeesorgroupac'vi'es.Providingtheopportunityfor

employeesatalllevelsofanorganiza'ontoreadilyinteractonlinequicklyandeasilyenableseveryone

tofindcommonsocialgroundthateasilycarriesoverintotherealworld.

It Empowers Employees to Seek Out Experts and Information

Anyonboardingprocessworthitssaltshouldprovidetoolsthatempoweremployeestohelp

themselves.Notthataskingques'onsshouldeverbediscouraged,butequippingnewemployeesto

findinforma'onontheirownandwhotodirectwhatques'onstocansaveeveryone'meand

makenewbiesfeellessdependentanddirec'onless.Asocialintranet

thatorganizesemployeesintospacesandtopicscanhelpprovidestructureandguidancefor

employeestryingtobecomeacclimatedtoanewworkenvironment.

HowaSocialIntranetistheAnswerForeveryques'onthere’sananswer,andasocialintranetproposesarobustsolu'ontothe

onboardingandrisingMillennialworkforcechallenge.Socialintranetuseiscon'nuingtogrowin

popularityasemployersrealizeaparadigmshiqisoccurringintheworkplaceandtheneedtomeet

Millennialemploymentexpecta'ons. Thissociallypoweredandcollabora'vewayofworkingequipsyourworkforcewiththetoolsthey

needtoexcel,whilealsohelpingyourorganiza'onnavigateaquicklychangingemployeebase.It’sa

win-winallaround,andtheperfectsolu'ontothecomplexi'esofonboardingthatmeetsallthe

criteriaofagreatonboardingprocess.

IP and Onboarding Materials All in One Place

TheInterna'onalDataCorpora'ones'matesthattheaverageprofessionalspendsroughly15to30

percentofhisorher'meatworktrackingdowndocumentsandinforma'on.Whatalossin

produc'vityandefficiency!


Withasocialintranetplasorm,materialsandIPareallstoredinonecentralizedandconsolidated

loca'on.ThissavesHRmanagersandnewemployeesalike'mesearchingforbackgrounddocuments

andonboardingmaterialsbykeepingitconsolidated,organizedandeasilysearchablethroughan

intelligentuniversalsearchfunc'on.It’slikeusingGooglesearchonyourcompany!

Thisempowersemployeestofindthecontentandbackgroundtheyneedtobeproduc'veand

contributetotheirteams,whilealsocondi'oningthemtoworkinamannerthatensurestheirIPis

capturedandretainedinanaccessibleandpermanentloca'on.LosingIPwhen

anemployeeleavescanbeincrediblydamagingtoacompany,butwithsocialintranet,newhireshave

thebenefitofformeremployees’knowledgeattheirdisposal,justbysearchingthecollec've

braintrust.

Moreover,HRandhiringmanagerscansave'meandprovideabeeeronboardingexperienceby

keepingimportantdocumentslikenewemployeepaperworkandtrainingmaterialsinaneasy-to-find

loca'on.Gonearethedaysofscaeered,mountainouspilesofpaperworkthattakeagestofindorare

simplypermanentlylost.Havingeverythingorganizedandconsolidatedcreatesabeeeronboarding

experienceforeveryone,andcloud-basedsocialintranetplasormsenableyoutoaccessthisimportant

informa'onfromanywhere,onanydevice.

Social UX Appeals to the Millennial Generation

BecauseMillennialsareusedtosociallypoweredinterfacesandconnec'ngonline,socialintranetswill

helpthemmoreeasilyadjusttoanewworkplaceandworkmoreefficiently.Whenyoutransi'onat

leastpartofyouronboardingprocesstoasocialintranet,youacknowledgethatasocialUXisimportant

toyourworkculture,makingthisemployeedemographicfeelunderstoodandvalued.

Theaddedbonus?Checkinginwithnewhiresviainstantmessageorvideochatisrightuptheir

alleyandwillmakethemfeelcomfortableandateaseduringwhatisapoten'allyunnerving

phase.


Company Values are Front and Center

Whenacompanyemploysasocialintranet,itsays,“Weunderstandthenewandchangingdigital

workplace,andwe’reonboard!”

Itimpliesyourorganiza'onisaeunedtoshiqsthatareoccurringinworkplacesandisn’tresistant

tochange,butisinsteadconcernedwithmee'ngnewemployeeneeds.Usingasocialintranetfor

onboardingcommunicatesthismessageupfrontandconveysthatyourorganiza'onissuppor've

ofsocialandcollabora'veenvironments,cross-func'onalteamsandofeveryonebeingableto

contributeinputandideas.

Withenterprisesocialcollabora'on,siloedinforma'onandinefficienthierarchiesandbarriersare

brokendown,empoweringanyemployeetocontributeanddriveinnova'on.Youronboardingprocess

hasthepowertomakeabigsplashintermsoffirstimpressions,andasocialintranetplasormenables

youtostartoffontherightfoot.

Community is Baked Right In

AGulluppollrecentlyfoundthatwhenemployeesfeelliketheyhavegoodfriendsandcommunityat

work,theyare35percentmorelikelytohavea“commitmenttoquality,”amongotherboeom-line

businessbenefits.Asidefromallofitsotherfeaturesandfunc'ons,asocialintranetenablesyouto

organizepeopleintogroupsor‘spaces,’hostgroupchatsandfacilitatecommunitybuilding.

Muchinthesamewaythatuniversi'esandcolleges“host”Facebookgroupsformembersofeach

newincomingclasstoestablishasenseofcommunity,companiescanusesocialintranetsina

similarfashiontoeaseintegra'ngnewhiresintothecurrentemployeebase.

Casualinstantmessagingisalotlessin'mida'ngforanewhirethanstrikingupaconversa'onwitha

randomemployeeandprovidesalowbarriermeansfornewteamaddi'onstogettoknowother

employees.Publicemployeeprofilesaretheperfectplacetoexpresslikesandhobbiesandfindother

employeeswithsharedinterests.


Makes Experts and Information Easily Discoverable

TheAberdeenGroupfoundthat89percentofnewhiresreportthattheydon’thaveenoughofthe

idealknowledgenecessarytodotheirjob.Oneofthegreatestchallengesanewhirefacesinanew

workplaceisknowingwheretolookandwhotoaskforwhatinforma'on.Anefficientonboarding

processwillempowernewemployeestoseekoutthisinforma'onontheirowninsteadofrelyingon

othersasacrutch.Thesoonertheycanbecomeself-sufficientandeasilyfindrelevantmaterials,the

soonerthey’llbecontribu'ngtotheorganiza'onandbecomevaluedteammembers,func'oningatfull

capacity.

AsocialintranetmakesiteasyforteamleadsandHRmanagerstoequipnewhirestoknowexactly

wheretofindwhatinforma'on.Insteadofhavingmaterialsspreadacrossvarioussiloeddesktop

folders,socialintranetenablesteamstocatalog,storeandcollaborateondocumentsinacentralized

andeasilysearchableloca'on.Withanintelligentsearchfunc'on,newemployeescansearchfor

informa'onorevensubjectmaeerexpertsinthecompanybykeyword,document'tleortopic.

Enables Personalized Monitoring and Engagement

Anaddedbenefitofmakingasocialintranetthebasisforyouronboardingprogramisthatitallows

HRmanagerstotrackhowwellanemployeeisassimila'ngintothenewwork

environmentandprovide'melyandrelevantfeedbackonemployeeperformance.Managerscan

easilymonitorwhichnewhiresareengagingandwhere.Aresomespendingless'meinchats,making

wikisandblogsorpos'ngcontent?

Ifamanagerno'cesengagementislow,itmightbeanindica'onthatanewhiredoesn’tyetfeel

welcomedorcomfortable,isconfusedabouthisorherroleordoesn’thaveadequatebackgroundto

beacontribu'ngteammember.Bymonitoringandpinpoin'ngthesepainpointsandareasof

poten'alstruggle,managerscanprovidecustomizedassistanceandtrainingfornewhires,thereby

increasingengagementandensuringthattheemployeesaremadetofeelmorelikepartofthe

team.


KeepingupWiththeChangingTimes

Arecentstudyfoundthat71percentofcompaniessurveyedwereintheprocessofupda'ngtheir

onboardingprocess.

Inthesamestudy,theuseoftechnologyinonboardingwasiden'fiedasacharacteris'cofagood

onboardingprogram,yetonly67percentofrespondentsareactuallycurrentlyusingtechnologyfor

anypartoftheironboardingprocess.

AsmoreandmoreMillennialsdominatetheworkforceandofficelandscapescon'nuetoevolve,

companiesthatareunwillingtoadaptwillgetleqbehind.Thebestandbrightesttalentwilldefector

gravitatetocompaniesthatmakeanefforttoalignthemselveswithnewhireexpecta'onsandvalues

andacknowledgethatasocialUXisthewayofthefuture.

Organiza'onsthatareopentochangeandupdatetheironboardingprogramsonacon'nualbasisare

inabeeerplacetouncoverandacton industryandemployeetrends,placingthem aheadof their

compe''oninsecuring–andkeeping–toptalentandinnovators.

Ready.Set.GetStarted!

Ifyou’rewonderingwheretobegininincorpora'ngasocialintranetintoyouronboardingprocess,

looknofurther.Incen've’ssocialintranetplasormoffersanarrayoffeaturesandintegra'onsthatare

perfectforonboarding.Fromwikis,blogsanddocumentcollabora'on,toprivateandvideochatand

enterprisesocialnetworking,itofferseverythingyouneedtomeettheexpecta'onsofachanging

workforce.

Ontopofacompleteandconsolidatedsetoffeatures,Incen'veiscompletelysecurewithon-siteor

cloud-baseddeploymentop'ons,andaffordableforanysizedteam.


Freemium offer

Ifyou’renotquitesureasocialintranetisrightforyou,weinviteyoutotakeIncen'veforatestdrive.

Ourfreemiumofferisavailableforupto15users,nostringsaeached.

ü  DocumentCollabora'on

ü  Wiki’s&Blogs

ü  Enterprisefilesharing

ü  TaskManagement

ü  PowerfulSearch

ü  MicrobloggingA.K.AStatusUpdates

ü  EnterpriseSocialNetworking

ü  Mee'ngNotes

ü  Desktop&MobileApps

ü  Polls

ü  ImageGalleries

Signuphere:hep://incen've-inc.com.

Want a helping hand?

Doyouanyhaveques'onsaboutmoreeffec'veonboardingorgecngstarted?Contactus,andwecan

answeranyques'onyoumighthaveorgetyouconnected.Emailme:David@Incen've-Inc.com

12575BeatriceStreet,LosAngeles,CA90066|Tel+1(310)752-9954|info@incen've-inc.com|L @Incen'veInc

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