A STUDY ON NEW EMPLOYEE ONBOARDING PROCESS IN
NEW OLOG LOGISTICS PVT LTD COMPANY(FR8)
Author name:
1. Dr.L.SUBBURAJ, Professor / MBA Dept / Jaya Engineering College
2. Ms.J.JAIASHI, Assistant Professor / MBA Dept / Jaya Engineering College
3. Ms. M.S.TABU / MBA Dept / Jaya Engineering College
ABSTRACT
The objective of the study is to analyse the present on boarding process in the organization
and to find the most critical phase of the on boarding process in the organization. Not at all
like customary employee induction or orientation, onboarding is an orderly process that
develops well past day or week of employment. The objective of the onboarding procedure is
to develop a long haul relationship between the business and the worker while encouraging a
sentiment having a place and a confirmation of settling on the right decision. The study has
been carried out by questionnaire.The target respondents were 120 out of which 90 responded.
So the sample size was data collected from 90 new joiners. The findings of the study were that
majority of respondents were satisfied with the present on-boarding process in the
organization. The satisfaction percentage of new employees was average in all phase I i.e the
pre joining phase. After that the satisfaction levels drop down in subsequent phases.The
findings also reveal that the most critical phase is phase II i.e allocation of sim cards and ID
cards. The satisfaction level of new employees remains constant at 60% in phase I to as same
as 60% in phase II which is average and a call for concern. If an employee doesn’t feel
welcomed on Day 1 then the chances of his/her leaving the organization within few months to
one year increases. The benefit of this research project is that it will provide the reader with
data and statistics of a general viewpoint of new hires in the organization about the
onboarding process. It will also provide them with certain suggestions to make the onboarding
process effective.
Key Words: Onboarding process, critical phase, provide recommendations.
STATEMENT OF THE PROBLEM
❖ Lack of standardized onboarding procedures across organizations.
❖ Insufficient integration of new hires into organizational culture during the onboarding
process.
❖ Limited resources allocated to onboarding initiatives.
❖ High employee turnover rates due to ineffective onboarding.
❖ Impact of inadequate onboarding on employee performance and job satisfaction.
NEED OF THE STUDY
❖ To understand the impact of onboarding on employee retention and job satisfaction.
❖ To identify common challenges and gaps in existing onboarding processes.
❖ To explore the relationship between effective onboarding and employee productivity.
❖ To examine the role of onboarding in integrating new employees into the organizational
culture.
❖ To assess the need for tailored onboarding programs based on workforce demographics
and organizational goals.
ONBOARDING - NEW OLOG LOGISTICS PVT LTD COMPANY(FR8)
Onboarding is a very trending word in the realm of HR, yet not everybody understands what it
is or how to do it .Not at all like customary employee induction or orientation, onboarding is
an orderly process that develops well past day or week of employment. The objective of the
onboarding procedure is to develop a long haul relationship between the business and the
worker while encouraging a sentiment having a place and a confirmation of settling on the
right decision. Each business is distinctive, so there isn't one right approach to handle the
onboarding procedure of new contracts. Notwithstanding, recall that initial introductions last,
so put fourth the additional push to make the most ideal early introductions.
According to the Society for Human Resource Management, “Onboarding is the process by
which new hires get acclimatized to all aspects of their jobs rapidly and easily, and learn the
KSA and behaviors required to function effectively within an organization.”
The procedure of on boarding is not obligation of HR alone; every front line manager should
also be a part of this process starting from the very first preliminary stage. Onboarding needs
to be considered as a comprehensive procedure and not some separate stand alone routine
action. This may help in improved integration of new employees with the complete system. It
has been experienced that employees who have not been properly inducted need a lot more
guidance and training and hence proves to be costlier in terms of effort, time and money For
the purpose of this research project, the entire onboarding process has been divided into
following phases:-
(a) Phase I. This is the Pre-joining phase in which the employee is in communication with the
recruitment team. In this phase the employee gets the offer letter and all the necessary
information about the organization. This phase also involves submission of any documents
before the first day at work or giving the new hires list of documents to be submitted on the
first day of work. This would prepare the new hire psychologically to adapt to the new
environment to with ease.
(b) Phase II. This includes the first day at work along with the induction or orientation lasting
from one day to a week. In this phase the employee completes the leftover documentation
work from phase I and undergoes an induction process wherein the new hire is given complete
information about mission, vision of the organization, policies and portals, employee related
benefits etc. This phase is basically welcoming the new employee to the organization and
making him feel at home.
(c) Phase III. This phase includes being an integral part of a team under a supervisor. The
employee is briefed about what is expected out of him in alignment to his job description by
the supervisor. It includes integration with the team, consistent feedback by supervisor etc.
(d) Phase IV.This phase includes interactions with HR, feedbacks and training and
development.
One more concept which needs to be clarified at this point of time is that Onboarding and
Induction/Orientation are just not the same. Till date there are people in the industry using
these two terms as replaceable for each other. On boarding is a bigger umbrella of which
induction is a part of. Induction is just a one day or a week process where in the new joinees
are informed about the organization’s mission, vision, policies, portals, benefits. On the other
hand On boarding is a 30-60-90 days process which covers the day an employee makes his
first contact with the company i.e the selection phase, Day 1 at work, Training programs,
Performance feedback and interactions with team, supervisor and HR to get aligned to the
organizational goals and objectives.
OBJECTIVES
• To analyse the present on boarding process in the organization.
• To find the most critical phase of the on boarding process in the organization.
• To ascertain the findings through survey and provide recommendations to make on
boarding a better process.
LIMITATIONS
• The scope of the project was confined to new hires for the last one year only.
• The project did not take consideration onsite employees.
REVIEW OF LITRATURE
i. Talya Bauer (2013) Onboarding New Employees: Maximizing Success," Bauer
emphasizes the importance of a comprehensive onboarding process that includes both
socialization and training. She argues that effective onboarding can lead to better job
performance, increased job satisfaction, and reduced turnover.
ii. Wendy S. Becker and James M. Hunt (2016) - "Onboarding in the 21st Century: Four
Essential Elements for New Nurse Success" is an article in the "Journal of Nursing
Administration." Becker and Hunt identify four essential elements of an effective
onboarding program for new nurses: socialization, role clarity, feedback and evaluation,
and ongoing support. They emphasize the importance of creating a supportive work
environment that fosters learning and growth.
iii. Francesca Gino (2020) - a professor of business administration at Harvard Business
School, has conducted research on the onboarding process. In her article "The Science of
Onboarding," published in the Harvard Business Review, Gino argues that effective
onboarding programs should focus on building social connections and fostering a sense of
belonging among new employees. She emphasizes the importance of providing new
employees with a clear understanding of their roles and responsibilities and offering
ongoing support and feedback.
iv. John T. Delaney and his colleagues (2021) - have conducted research on the onboarding
process in the context of high-performance work systems. In their article "Enhancing
Onboarding: A High-Performance Work System Approach," published in the Journal of
Management, they argue that effective onboarding programs should be integrated into a
larger system of human resource practices that emphasize skill development, performance
management, and employee involvement. They emphasize the importance of creating a
supportive work environment that encourages learning and growth.
METHODOLOGY
Sampling Method
In the Project sampling is done on basis of Simple Random sampling. In statistics, a simple
random sample is a subset of individuals (a sample) chosen from a larger set (a population).
Each individual is chosen randomly and entirely by chance, such that each individual has the
same probability of being chosen at any stage during the sampling process, and each subset of
the population has the same probability of being chosen for the sample as any other subset of
the population. A simple random sample is an unbiased surveying technique.
Data sources : primary & secondary
Data approaches : questionnaire
Sample size : 90
Sample unit : employees of FR8
Sample procedure : simple random sampling
Research design : descriptive
Collection of data
The data can be collected from two sources, i.e. primary & secondary.
PRIMARY DATA:
It is collected directly from people and organization via questionnaires or surveys before
being analyzed to reach conclusions concerning the issues covered in the questionnaire or
survey.
Various Sources:-
a) questionnaire
b) personal observation
SECONDARY DATA:
Whereas secondary research is a means to reprocess and reuse collected information as an
indication for betterments of the service or product. Both primary and secondary data are
useful for businesses but both may differ from each other in various aspects.
Various Sources:-
a) Research papers
b) Internet
DATA ANALYSIS AND INTERPRETATION
PHASE I- PRE JOINING
Figure 1: Level of satisfaction with the support received before first day at work
Inference: 60% of the respondents either agreed or 15% strongly agreed that they were
satisfied with the support they received before their first day at work.
PHASE II- FIRST DAY AT WORK
Figure 2: Preparedness of Security/Admin for arrival of new joinee
Inference: Majority of the respondents , 9% either strongly agreed or 50% agreed that they
got security access on the first day of their job. There was a lot of satisfaction among the
respondents about getting access on time.
Figure 3: Allocation of workstation, Allocation of sim, Allocation of logins and
passwords & Allocation of ID Cards
Inference: From Figure 3,4,5,6 the following can be discussed in relation to the set up of
resources within the stipulated time after the induction
⚫ Workstation - 56% of the respondents agreed that they received workstations on time.
⚫ Sim cards - majority of respondents 47% agreed that they received sim cards on time and
30% disagreed that they were not receiving sim card within stipulated due to high lead
time.
⚫ Login and passwords - Majority of respondents (60%) were satisfied with the time taken
to get logins and passwords.
⚫ ID cards - Majority of the respondents (50%) agreed that they received ID cards within
stipulated time. 30% of respondents disagreed in their opinion and the rest 2% had neutral
response.
A little delay is understandable since it is dependent on third vendor. So to avoid more delay,
the concerned department should ask the new joinees to send their photograph and blood
group in advance and then give prior order for the ID cards.
Figure 4: Benefits and policies
Figure 5: Portals
Inference: From Figure 4 and 5, the following can be discussed in relation to information
given to the employee on his first day at work
⚫ Majority of the respondents either agreed or strongly agreed that information on the
mission and vision of the organization, organization structure and functions was clearly
imparted on the first day at work.
⚫ Benefits and policies- Majority of the respondents(58%) either disagreed or 18% strongly
agreed that benefits and policies were clearly explained on first day at work.
⚫ Portals- Majority of the respondents(60%) either agreed or (20%) strongly agreed that
portals like CRISP, Samyukhtam etc were clearly explained on first day at work.
PHASE III- INTEGRATION WITH TEAM AND SUPERVISOR
Figure 6: Introduction to the people on the work team
Inference: Majority of the respondents (50%) disagreed that they were satisfied with the way
they were welcomed and introduced to the people in their team. The dissatisfaction among
new hires was due to the fact that the supervisors were not ready for their arrival. Some of the
new hires had to wait for hours to meet their supervisor. The employees were happy with the
team introduction though.
Figure 7: Clear and concise explanation of duties and job expectations by the supervisor
Inference: Majority of respondents (50%) strongly agreed that they were given guidence
regarding the roles and responsibilities on the 1st week of joining and (2%) are neutral
Figure 8: Consistent Feedback about performance
Inference: Majority of respondents (50%) strongly agreed that employees performance are
reviewed in daily basis to provide feedback of their performance in order to increase
productivity.
PHASE IV- INTERACTIONS WITH HR , FEEDBACKS AND TRAININGS
Figure 9: Training in the schedule
Inference: Majority of the respondents(3%) disagreed that there were not sufficient and
relevant training in the schedule. 20% agreed to this and 1% were neutral. There were a very
few respondents who attended in house training because of their busy schedule in client
projects.
The respondents were satisfied with the training they receive from clients end. The online
modules/video of training session should be uploaded on the E learning portal so that
employees can login in the session as per their schedule.
Figure 10: Frequency of interactions with HR team
Inference: 58% of the respondents agreed that the frequency of interactions with the HR was
adequate. Some comments for the HR team: Regular interactions and feedback not there, Hr
very fast in terms of response and implementation of solution, Going to HR for seeking
solution is like entering into an endless chain of mails and asking people
Figure 11: Engagement level after On boarding ProcessInference: 60%of the respondents
strongly agreed that they were satisfied with the overall on boarding process and it makes
them feel engaged. 20% of the respondents agreed that they were satisfied with the overall on
boarding process.
CONCLUSION
The conclusion for the entire research is being presented in alignment with the objective.
❖ Objective 1 of the study was “To analyse the present on boarding process in the
organization”. It was found that majority of respondents were satisfied with the present
onboarding process in the organization. The satisfaction percentage of new employees
was good only in phase I i.e the pre joining phase. After that the satisfaction levels higher
in subsequent phases.
❖ Objective 2 of the study was “To find the most critical phase of the on boarding process
in the organization.” The findings reveal that the most critical phase is phase II i.e
allocation of sim cards and ID cards . The satisfaction level of new employees is been
average as same 60% in phase I to as remains same as 60% in phase II which is a major
fall and a call for concern. If an employee doesn’t feel welcomed on Day 1 then the
chances of his/her leaving the organization within few months to one year increases.
❖ Objective 3 of the study was “To ascertain the findings through survey and provide
recommendations to make on boarding a better process.” This has been done in the next
chapter in detail.
PROPOSITIONS
✓ The list of documents can be sent to the new joinee by mail so that he is prepared with all
of those and the process is smooth
✓ The IT dept. should be informed beforehand about the new joinees and their workstation
requirements.
✓ For ID card, the soft copy of new joinee photograph should be asked prior and given to
the vendor beforehand.
✓ A structured presentation should be given on these topics during induction on day 1 and
there should be a soft copy of employee handbook readily accessible for the employees.
✓ Team building activities can be organized on the floor and regular feedbacks can be taken
from the employee.
✓ Managers should be pre-informed by mail about the date of arrival of new employee so
that they are ready to attend them and assign some meaningful work.
✓ The training sessions should be posted on e-learning portal(if any) so that employees can
attend the session as per their convenience.
✓ Timely interactions should be scheduled with the employees to understand their
grievances and feedback.
✓ The response time can be made faster
✓ Employees also need to be told about the demarcation in HR(BP, Operations &
Compliances, Recruitment etc) so that they approach the right people and not get caught
in that endless loop
REFERENCES
1. Bauer, T. N., & Erdogan, B. (2011). Organizational socialization: The effective onboarding
of new employees.
2. Bradt, G. B., & Vonnegut, M. (2009). Onboarding: How to get your new employees up to
speed in half the time. John Wiley & Sons, Volume 1, 30-35
3. Bauer, T. N. (2010). Onboarding new employees: Maximizing success. SHRM
Foundation’s Effective Practice Guideline Series.
4. Reese, V. (2005). Maximizing your retention and productivity with on‐boarding.
Employment Relations Today, 31(4), 23-29.
5. Snell, A. (2006). Researching onboarding best practice: using research to connect
onboarding processes with employee satisfaction. Strategic HR Review, 5(6), 32-35.
6. Council, C. L. (2004). Driving performance and retention through employee engagement.
Washington, DC: Corporate Executive Board.
7. Tarquinio, M. (2006). Onboarding benchmark report: Technology drivers help improve the
new hire experience
8. Stimpson, J., (2009). On boarding new staff. Young ambassadors, buddies, social networks,
42 (4) pg. 19-23
