Systemizing New Hire Onboarding & Training
Updated: Jan 23
People comprehend information differently, and it's normal to have a completely different learning style from your peers. For example, some can learn by simply reading context, while others comprehend better by watching a video. Therefore, we suggest utilizing both videos and step-by-step documented directions.
Have you ever imagined what it would be like if every task/process in your business were completed the same way, by every employee, every time?
This vision can become a reality if you create a systemized process for your team. You start with your company information, founding story, orientation, services you provide, New Employee Onboarding Steps, People in your organization, roles & responsibilities, and all of your processes and procedures used in your business. I've listed a short list of the documents as a quick synopsis of what you might expect.
Would you like to improve your employee's understanding of their roles and responsibilities? Would you want your employees to perform the tasks you have outlined? It doesn't matter if your employee is a new team member or a well-seasoned veteran; everyone on your team should understand your company's preferred preferences for performing their job effectively and efficiently.
Have you ever asked yourself what you can do as a business owner to help your employees perform better in their roles? When your employee understands your expectations of them and the steps required to complete their job responsibilities satisfactorily, their job performance will improve.
Think about it this way; they'll waste less time if they know where to find help and thoroughly understand their roles and responsibilities. Do you ever get tired of repeatedly asking the same questions on how to perform a task or where to find something?
A systemized process can also enhance your employee's autonomy by reducing the need to constantly ask the owner or supervisor if they're performing a task correctly. Instead, SOPs reduce friction and frustration because they'll have what they need to do, step-by-step, at their fingertips.
Not sure if you want to invest the time or money into creating a systemized process? Here are the top benefits of capturing this knowledge and making it available to every team member.
Have you documented the tribal knowledge of your employees?
Regardless of your industry, employees come and go for many reasons. However, as most have experienced, we've seen a significant rise in employee turnover since the pandemic began. It has been called the "Great Resignation." While employees can't leave with company property, they can depart with tribal knowledge (things they've discovered or processes they've created) if you don't have the SOPs documented.
One of the simplest ways to document your SOPs and make them readily available to every team member is by creating a business/company playbook. A playbook keeps your company's policies, procedures, SOPs, and processes in a single place, accessible to everyone in a systemized format.
Systemizing your procedures for the entire company instead of allowing a few employees to retain a monopoly on that knowledge is another way of showing your company's commitment to transparency, diversity, fairness, and a company culture of trust.
Have you created consistency and efficiency in your business?
Has your team created unique and innovative approaches to completing any task or process that comes along? Do you have multiply locations performing the same tasks/processes differently? Have you established clear and precise rules to follow for your team?
For customer satisfaction and quality, you should do things the same way every time. However, providing your team with clear how-tos can get you closer to effective, efficient outcomes with your clients. This process does improve the customer experience, saves time and money, makes your team more effective, and improves the employee's overall performance.
Have we mentioned that this process improves safety and compliance?
It might seem obvious, but detailed, step-by-step SOPs can reduce the likelihood of human error in any given process or procedure. However, the SOPs are living documents and must be updated.
For example, a company must make those changes when procedures change by formalizing them in their SOP. Here are a few of the most common maintenance items to keep in mind.
I am notating the SOPs with the correct version number and date to document the procedural changes.
I am checking for missing processes or procedures.
I am checking for missing page numbers or videos.
Always verify the summary of changes from one version of the SOPs to the next.
Providing easy access to employees is a must!
How can you track performance and accountability for your employees?
Systemizing your SOPs makes it easier for you to assess your employees' performance and identify the gaps in their performance by testing their knowledge at the end of each training module.
You need to know they're actually following those SOPs and not just performing a task the same way they did in the past. Accountability is everything when you have a system in place.
Are you ready to Create, Document, and Delegate it?
Let's say you have an employee who isn't meeting their performance goals. For example, they might be calling out sick a few times per week, seeing half as many patients as their peers, and their customer satisfaction ratings are decreasing. Is damage control at the top of your to-do list?
Do you have the option of delegating some or all of their responsibilities to a higher-performing team member?
By establishing clear SOPs, you'll save yourself some downtime. In addition, while there may be a learning curve for the other employee, the SOPs are there to help guide them.
Is this a good time to test your SOPs for clarity? For example, is the employee stepping into the new responsibilities unfamiliar to them? You'll be able to see if the SOPs alone can bring them up to speed. Things to note during the transition.
What questions does the employee have about the process?
Is the process documented?
Could they complete the task without any issues?
Did it take them longer than usual to complete it?
Did they achieve the required results?
Save time and money with a systemized onboarding and training process.
With remote working on the rise and employers honoring their employees' requests for a better work-life balance, creating a streamlined and systemized training and management model for your team makes sense. A systemized approach makes training and management more efficient, time-effective, and cost-effective and places every process and procedure in one place for all employees.
Transparency and accessibility can make a new employee's onboarding experience positive, setting them and your business up for future success. Plus, it can help your current employees perform better with consistency every time.
Are your SOPs readily available to everyone on your team?
Not sure if you want to invest the time or money into creating a systemized process? It may seem time-consuming and expensive to document your SOPs, but the long-term benefits and the return on investment are well worth it.
You can establish consistency across the board by documenting clear SOPs and making them available to everyone on your team. This process can lead to numerous benefits, including employee efficiency and productivity, encouraging self-promotion of learning, and streamlining the employee onboarding and training process. New and established employees need access to the company tools and training resources to perform the roles and responsibilities to the best of their ability.
Please contact Glenda Acevedo to learn more about the exclusive services we provide for Bridging People, Process, and Proficiency! Visit our website at glendaacevedo.com or contact Glenda@glendaacevedo.com.