Onboarding as a Framework for Change Management in Jira Part 1

In this series we will explain how onboarding and change management in a company can be combined to maximize the employee onboarding experience and increase the satisfaction of new hires. Both onboarding and change management have high failure rates if not implemented properly. In the first part of this series we will explain what employee onboarding is and will highlight its importance for both the company and the new employee. Furthermore, in the second part, we will write about change management and the benefits it offers for the employee onboarding process.

Onboarding as a Framework for Change Management
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After understanding the core benefits und functions of the processes mentioned above, a recommendation on how those processes can be implemented in the Jira will be given.

What is employee onboarding and why is it important?

Onboarding is the process of integrating new employees into an organization. It involves providing them with the necessary information, resources, and support to become productive and engaged members of the company.

Proper onboarding is important because it sets the tone for the employee’s experience, increases engagement, accelerates time to productivity, and improves employee retention. A well-executed onboarding process ensures that new hires feel welcomed, supported, and prepared for their roles, ultimately contributing to the overall success of the organization.

Onboarding programs are structured processes designed to integrate new employees into an organization and help them become productive and engaged members of the team. These programs typically take place during the initial stages of employment, starting from the employee’s first day and extending over the first few weeks or months.

The purpose of an onboarding program is to provide new employees with the necessary knowledge, skills, and resources to effectively navigate their roles, understand the organization’s culture, and establish meaningful connections with their colleagues. The specific components and duration of onboarding programs can vary depending on the organization, industry, and job role, but they generally cover the following areas:

  1. Introduction to the organization: New employees are provided with an overview of the company’s mission, values, history, organizational structure, and strategic goals. They learn about the company’s products or services, target market, competitors, and industry trends.
  2. Orientation to policies and procedures: New hires are introduced to the organization’s policies, procedures, and guidelines, such as code of conduct, employee handbook, safety protocols, and administrative processes. They learn about important HR-related topics, including benefits, payroll, and performance management.
  3. Job-specific training: Employees receive training related to their specific job roles and responsibilities. This can include technical training, software systems familiarization, job shadowing, and mentoring. The goal is to equip them with the knowledge and skills necessary to perform their duties effectively.
  4. Introduction to the team and culture: New employees meet their colleagues, supervisors, and other key individuals within the organization. They learn about the team dynamics, communication channels, and collaboration tools. Cultural aspects, such as company values, norms, and expectations, are also emphasized to help them integrate into the organization’s work environment.
  5. Support and resources: Onboarding programs often provide access to resources, tools, and support systems that new employees may need to excel in their roles. This can include access to training materials, technology platforms, employee assistance programs, and mentorship opportunities.
  6. Feedback and evaluation: Regular check-ins and feedback sessions are conducted to assess the new employee’s progress, address any concerns or questions they may have, and provide opportunities for improvement. This helps ensure that the onboarding process is effective and tailored to the individual’s needs.

Effective onboarding programs contribute to higher employee engagement, job satisfaction, and retention rates. By providing new employees with the necessary knowledge, support, and connections, organizations can help them quickly adapt to their roles and become valuable contributors to the company’s success.

Use the change management process in the company for the employee onboarding

Change management in onboarding is crucial for the successful integration of new employees into an organization. It plays a significant role in creating a smooth transition and fostering a positive employee experience. By applying change management principles to the onboarding process, organizations can achieve several benefits which are mentioned in the following.

Effective change management ensures a seamless transition for new hires. It helps them feel welcomed, supported, and prepared for their roles, setting a positive tone for their overall employee experience. By providing clear expectations and relevant information, change management ensures that new employees are equipped with the necessary knowledge and resources to navigate their roles and responsibilities.

Secondly, change management enhances employee engagement. Engaged employees are more motivated, productive, and committed to their work. By designing an onboarding process that aligns with the organization’s goals and values, new hires can understand how their roles contribute to the bigger picture. This understanding fosters a sense of purpose and engagement, increasing their likelihood of success and satisfaction within the organization.

Thirdly, effective onboarding supported by change management principles accelerates the time to productivity for new employees. By providing them with the right information, resources, and support, organizations can reduce the learning curve and enable new hires to contribute to the organization’s goals more quickly. This, in turn, positively impacts the organization’s overall performance and success.

Moreover, change management in onboarding plays a critical role in employee retention. When new hires feel valued, supported, and connected to the organization, they are more likely to stay long-term. By implementing a well-designed onboarding process that fosters a sense of belonging and engagement, organizations can increase their chances of retaining top talent.

Additionally, change management ensures that the onboarding process aligns with the organization’s strategic objectives. It allows for the integration of new initiatives, changes in company culture, or shifts in strategic direction. By adapting the onboarding process to reflect these changes, organizations can ensure that new employees are aligned with the organization’s vision and goals from the start.

Consistency and standardization are other important aspects of change management in onboarding. By establishing clear guidelines, procedures, and expectations, organizations can provide consistent experiences for new hires across different departments and locations. This consistency helps build a cohesive organizational culture and reinforces key messages and values.

Lastly, change management involves engaging and securing the buy-in of key stakeholders. By involving HR personnel, hiring managers, and organizational leaders in the onboarding change process, organizations can ensure their support and active participation. Their involvement enhances the success of the onboarding initiative and strengthens the overall employee experience.

In conclusion, change management is essential in the onboarding process as it facilitates a smooth transition, enhances employee engagement, accelerates time to productivity, improves retention rates, aligns with organizational objectives, ensures consistency and standardization, and gains stakeholder support. By integrating change management principles into onboarding, organizations can optimize the success and satisfaction of new employees while contributing to their long-term growth and the overall success of the organization.

What’s next?

In the next part of this series, an example onboarding and change process will be introduced. After that, a Jira implementation recommendation will be given. Stay tuned! Until then, make sure to read some tips and tricks about ProForma. This plugin can be beneficial while implementing the employee onboarding process in Jira.