HR Guide: How to Build an Effective New Hire Onboarding Process for Shift Workers
Hospitality, retail, and healthcare face a unique challenge as labor-intensive industries: high turnover rates. This churn of employees impacts customer satisfaction and places a significant financial burden on businesses. But effective onboarding can help turn the tide.
A structured new hire onboarding process reduces turnover, boosts productivity, and fosters a positive work environment, setting the stage for long-term employee success.
Our guide offers a comprehensive approach to creating a smooth onboarding experience that could transform new shift worker hires into valuable, long-term team members.
Why Effective Onboarding Matters
Employee onboarding is the process of integrating new hires into your organization and providing them with the tools and knowledge they need to become successful and engaged members of your team. A well-structured onboarding program for new hires can:
Improve Retention: Shift workers are often in high-turnover roles. Structured employee onboarding helps them feel valued and prepared, increasing their likelihood of staying with the company longer. A positive onboarding experience can significantly increase employee retention rates.
Increase Productivity: New hires who are properly onboarded become productive members of the team much faster. A streamlined HR onboarding process provides shift workers with the skills and information they need to perform well from the start.
Enhance Engagement: A strong, welcoming employee orientation process sets a positive tone and fosters a sense of belonging and connection from day one, making new hires more likely to be satisfied with their roles and contribute effectively to the team.
The Three Stages of Onboarding: A Holistic Approach
An effective new employee induction program for shift workers generally includes three distinct main stages: Preboarding, Induction, and Continued Onboarding. Each stage has specific objectives and touchpoints to ensure the new hire transitions smoothly into their role:
1. Preboarding (Before Day 1): Preboarding is the period between when a new employee accepts a job offer and their first day on the job. Best onboarding practices stress that first impressions matter. In today’s digital age, new hires, particularly millennials and Gen Z, expect seamless, tech-driven experiences. Preboarding is your way to wow them from the start.
This stage is especially crucial for shift workers, as it’s an opportunity to prepare them with the practical information they’ll need from day one. Focus on making a positive first impression and streamlining pre-employment tasks. Here’s how to make the preboarding stage a success:
Use technology to your advantage: Ditch the manual paperwork! Modern employee onboarding software streamlines the process, allowing new employees to:
- Access and complete essential documents electronically, including contracts and tax forms
- Review company policies and handbooks at their convenience
- Bonus tip: use onboarding technology that connects seamlessly with your schedule software. This will make it easy to move new employees straight from onboarding to their first shift on the schedule.
Proactive communication: Keep the momentum going by:
- Sending a welcome email with relevant information (dress code, uniform requirements, org chart, etc.), introducing them to their buddy or mentor, and providing a glimpse into your company culture.
- Updating new hires regularly on their start date and answering any questions they may have
- Introducing the new hire to the team and sharing their background (with their permission)
Share Schedules and Expectations:
- Provide the new hire with their initial work schedule and an overview of what to expect in their role.
- Outline specific duties and expectations based on their shifts so they can prepare mentally and practically.
2. Induction: Building Confidence and Connection (Day 1 - Day 30)
The induction phase often covers the first-day essentials for new employees and extends through the first month.
This period focuses on integrating the new hire into your team and fostering a sense of belonging. It helps new hires acclimate to their role, team, and the organization as a whole.
A well-structured employee orientation process supports this integration. Shift work can be demanding, and induction should address the unique challenges that come with hourly roles.
Clarity is Key: Ensure new employees have a crystal-clear understanding of their roles and responsibilities.
- Provide a detailed job description and discuss expectations.
- Set measurable goals for the first few months, starting with achievable wins
- Walk them through key duties, and introduce them to any relevant team members
- Ensure they are properly set up (and understand how to use) any relevant workplace technology, such as your POS system or your shift schedule app
Cultivate Confidence: Support new hires as they navigate their environment
- Regularly check in on their progress and address any concerns, answer questions and offer guidance, especially if the employee has questions about shift rotations, work environment, or policies
- Offer opportunities for skill development and shadowing
Foster Connection: Create a welcoming atmosphere that encourages teamwork and camaraderie.
- Organize an orientation week with introductions to key personnel
- Implement a buddy system for guidance and support, ideally with other shift workers who can relate to the challenges and nuances of the role
- Plan team-building activities to break the ice
Communicate Culture: Instill a deep understanding of your organization’s values, history, and mission.
- Reinforce these values throughout the onboarding process
- Share stories that exemplify your company culture
- Help your team understand how they contribute positively to customer-facing industries
3. Continued Onboarding: Nurturing Growth and Development (Day 30 - Day 90)
Onboarding isn’t a one-time event; it’s an ongoing journey. The continued onboarding stage typically spans the first 90 days and focuses on long-term development and retention. Here’s how to effectively continue onboarding for shift workers:
Support Continuous Learning: Shift workers often benefit from additional training beyond the initial induction phase. Provide opportunities for continued professional growth through training programs, mentorship, and knowledge sharing.
Regular Check-ins and Feedback Loops: Schedule periodic check-ins to assess how the new hire is adjusting. Maintain open communication channels to address concerns, provide feedback and recognise achievements.
Promote a Culture of Learning: Offering learning and development opportunities can keep shift workers engaged and motivated. Encourage employees to seek out new challenges and expand their skill sets.
Onboarding Do’s and Don’ts: Best Practices for Success
Here’s a quick summary of the onboarding do’s and dont’s:
DO: Plan ahead and create a comprehensive onboarding checklist with steps to onboard employees effectively
DON’T: Overwhelm new hires with information overload. Break down the process into manageable steps.
DO: Give a warm welcome with first-day essentials for new employees
DON’T: Neglect the onboarding process or rush through it
DO: Implement a buddy system or mentorship program for guidance and support
DON’T: Isolate new employees. Encourage teamwork and collaboration.
DO: Conduct regular check-ins to assess progress and address concerns
DON’T: Assume onboarding ends after the first day. Continue to support and engage employees long-term.
The Role of Technology in Onboarding Shift Workers
Employee onboarding software can be a game-changer for businesses that employ shift workers, simplifying and centralizing many tasks that often make onboarding feel overwhelming. Employee onboarding software can:
Streamline Processes: Automate tasks like paperwork completion, document storage, and communication.
Enhance the Employee Experience: Provide a user-friendly platform for new hires to access information, complete tasks, and connect with colleagues.
Improve Efficiency: Reduce administrative burden and free up HR and managers to focus on more strategic initiatives.
Improve Compliance: Collect and store all necessary documents securely.
Here’s how onboarding software benefits shift workers — and the features to look for:
Mobile Accessibility: Many shift workers rely on mobile devices rather than computers. Choosing software like Deputy with a mobile-friendly interface makes it easier for employees to complete onboarding tasks on their phones, whether it’s filling out forms, reviewing training materials or tracking their schedules.
Real-Time Document Tracking and Simplified Compliance: Onboarding software can automate document tracking, giving you visibility over when key documents are completed, notifications when expiry dates are approaching, and a central place to store essential documents securely. This is particularly beneficial in roles where compliance (e.g., certifications and permits) is a priority.
Training and Communication Tools: Some onboarding software platforms offer built-in training and communication tools, such as messaging and video tutorials. These features make it easier to provide consistent, accessible training resources, especially for remote or asynchronous onboarding.
Investing in the right onboarding software can significantly enhance the employee onboarding experience for both new hires and HR teams.
Ready to Elevate Your Onboarding Process?
A robust onboarding process is an investment in your workforce and your organization's future. A well-structured onboarding process tailored to shift workers’ unique needs can positively impact retention, productivity, and job satisfaction.
By focusing on key onboarding stages like preboarding, induction, and continued support, businesses can set new hires up for success and foster a sense of belonging from the very beginning.
Investing in tools like Deputy’s onboarding software, providing role-specific training, and emphasizing company culture ensures that shift workers feel prepared and motivated to excel in their roles.
In today’s high-turnover landscape, investing in a comprehensive, flexible onboarding program for shift workers is one of the most effective ways to enhance employee engagement, lower turnover, and build a resilient, motivated team.
Start a free trial of Deputy today to see how our digital onboarding and scheduling software can help enhance your team’s productivity.