How to Fix an Inefficient Onboarding Process

An inefficient onboarding process can have serious consequences for your business. According to FolksHR, 66% of employees globally struggle to understand their roles and expectations during onboarding, leading to frustration and reduced productivity.

On top of that, Gallup highlights that 88% of companies globally admit their onboarding programs need improvement. It’s resulting in higher turnover and a weaker employer brand.

For Malaysian employers, these challenges make it clear that onboarding is more than a formality. It’s a key moment to set employees up for success.

This article explores common pitfalls in onboarding and provides practical tips to create a seamless and engaging process that boosts employee satisfaction and retention.

What is an onboarding process?

The onboarding process is how you officially welcome new employees to your company. It’s a structured way to introduce them to their roles, their teammates, and your company culture. Think of it as their roadmap for starting off on the right foot.

Good onboarding helps new hires understand what’s expected of them and gives them the tools they need to succeed.

Onboarding is about making the employees feel supported, connected, and ready to contribute from day one. When done right, it can boost confidence, engagement, and even long-term retention.

What makes an onboarding process inefficient?

An inefficient onboarding process occurs when the introduction to a company, its culture, and job expectations is poorly structured or underdeveloped.

This can happen when there is a lack of preparation before the new hire’s first day. This includes missing essential training materials, unclear job responsibilities, or insufficient communication about company policies and culture.

Signs of an inefficient onboarding process

An inefficient onboarding process can leave new hires frustrated and disengaged. It’s leading to higher turnover, the biggest red flag for any employer.

When onboarding doesn’t set the right foundation, it impacts productivity, team integration, and overall morale. Here are signs to watch for:

1. High employee turnover

When onboarding falls short, employees often feel unsupported and disconnected. This lack of engagement can lead to early resignations, costing your company both time and money.

For example, employees who don’t feel integrated or valued during their first few months are much more likely to seek opportunities elsewhere.

2. Low productivity in new hires

An unclear or disorganized onboarding process leaves new hires unsure of their responsibilities. Without proper training or clear expectations, they may struggle to perform their tasks effectively.

3. Delayed integration

Without the right resources or support, new hires may take longer to integrate into their teams. This delay impacts collaboration and their ability to contribute meaningfully.

4. Inconsistent information sharing

When policies, expectations, or roles are poorly communicated, it creates confusion and misalignment. New hires may receive mixed messages, leading to frustration and mistakes.

Challenges of inefficient onboarding

An inefficient onboarding process creates hurdles that can hurt both your team and your new hires. It wastes time, leaves employees confused, and fails to create a positive first impression, all which can lead to lower engagement and higher turnover.

Time-consuming administrative tasks

When HR teams and managers spend too much time on manual tasks like filling out forms or chasing paperwork, they have less time to focus on making new hires feel welcome.

Lack of clear guidance for new hires

New employees who don’t get a clear roadmap often feel lost and unsure about what’s expected of them. This can lead to mistakes and slower adaptation to their roles.

Poor first impressions

First impressions matter, and a chaotic or impersonal onboarding process can leave new hires feeling undervalued or disconnected. If they feel like just another cog in the machine, their enthusiasm may fade quickly.

Missed opportunities for early engagement

The onboarding phase is the perfect time to build strong relationships and loyalty. When it’s poorly executed, you lose the chance to engage employees and make them feel like part of the team.

Consequences of ineffective onboarding programs

The results of poorly designed onboarding programs are far-reaching:

Higher turnover

Companies with ineffective onboarding processes face higher turnover rates. New hires who don’t feel welcomed or supported may leave soon after joining, costing the company in recruitment and training expenses.

Lower productivity

When onboarding is rushed or incomplete, new hires take longer to reach full productivity. This impacts team performance and can even lead to mistakes that could have been avoided with better preparation.

Poor employee engagement

Without a strong introduction to company culture and job expectations, employees are less likely to feel engaged or motivated. It can affect their long-term commitment and satisfaction.

Negative employer brand

Word of mouth travels fast. If new hires have a negative onboarding experience, it can damage the company’s reputation, making it harder to attract top talent in the future.

How to fix an inefficient onboarding process?

Improving onboarding doesn’t have to be complicated. It just takes some planning and consistency. Here’s how you can fix an inefficient process and make it work for your new hires:

1. Start before day one

Don’t wait until the new hire walks through the door to start. Send them a welcome email, share role-specific documents, and provide a detailed onboarding schedule. This helps them hit the ground running and reduces first-day anxiety.

2. Standardize the onboarding process

Consistency is key. Create a checklist or template for onboarding so every new hire experiences the same thorough process. This ensures nothing important is missed and everyone feels equally prepared.

3. Leverage technology for efficiency

Use tools like onboarding software to automate paperwork, training modules, and employee handbooks. This not only saves time but ensures new hires have all the information they need in one easy-to-access place.

4. Assign mentors or buddies

Pair each nie hire with a more experienced team member. Having a go-to person for questions helps new employees feel supported and connected, accelerating their integration into the team.

5. Focus on cultural integration

Introduce your company’s mission, values, and vision early on. Aligning new hires with your organization’s goals from the start helps them feel more connected and motivated in their roles.

6. Provide role-specific training

Don’t just throw your new hires into the deep end. Give them the right tools and knowledge they need to excel. A structured, role specific training plan ensures they’re set up for success.

7. Gather feedback

Check in with new hires throughout their onboarding journey. Regular surveys or one-on-one feedback sessions can help you identify pain points and make improvements where necessary.

8. Track progress

Monitor milestones like training completion, performance reviews, and time-to-productivity. Tracking progress ensures new hires are on the right path and helps you spot any areas that need attention.

Simplify your hiring process with A Job Thing

Streamline your recruitment with A Job Thing. Save time, attract the right talent, and make every step of the hiring process easier.