How to efficiently get onboard and train your new employees

Quality employee onboarding is one of the most important things you can do for your business. You want your new employees to feel welcome and welcome as soon as they come in. You need to give them an excellent first impression of your business and show that they matter. For many new employees, it is essential to realize that there is a well-defined role and a clear career path.


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Not only that, but a good onboarding process can make a huge difference in your retention rates and your revenue. Onboarding can also improve employee productivity and morale. And you save time and money when you don’t need to keep changing employees.

Great onboarding starts with great planning. You really can’t wing it when it comes to training your new employees. It is important to have planned training and procedures for dealing with new employees.

Before hiring any new employee, plan what they need to know and how you deliver it. This will make it easier for you too. For example, you won’t have to scramble to find something for them while trying to balance your work.

You can also create an onboarding checklist for yourself and your new employees. This allows you to quickly learn what to teach next and see clear progress and stick to what they have learned. It is a motivator for both sides. Even better if you have training software that allows for gamification. New hires can peruse modules as they complete them, see what’s next, receive rewards, and more.

Once you’ve created your onboarding training, you can use your calendar to plan it and ensure success.

1. Set up a Dedicated Onboarding Calendar

Many calendar apps will allow you to set up multiple calendars. So, for example, you can set up a calendar just for onboarding training, showing the full schedule.

This allows you and your new employees to see your full calendar view with all your tasks and appointments and to view only training schedules on their own calendar when needed.

Having both ideas is helpful. With the main calendar view, you can be sure that there is no struggle and time to go to training sessions. And with an onboarding calendar, you clearly know the training and what comes next.

2. Share your calendar

You Can Coordinate Together More Efficiently sharing your calendar, Your new employee will have other items on their calendar in addition to their onboarding training. For example, they may have booked a pre-scheduled medical appointment or leave that was booked before they got the job. And there is work they need to be involved in.

If the two of you share your calendars, you can easily be more flexible, if necessary, and quickly rearrange sessions when something else comes along. Plus, your new hire will be able to see when you’re free, so they can book time if they need more help.

Encouraging your new employees to start, use and share their calendars regularly is good practice for the future.

3. Set Up Your To-Do List

Unless your only job is to engage the employee, you will have other jobs to fill your time. With your time split between your new hires and your everyday work, staying organized is essential. you can Add a Task/To-Do List And easily create notes on multiple calendars to keep track.

It helps you balance your work with your onboarding duties. It also alerts you if you’re leaving for a busy week that may require extra organization and planning.

Another benefit of adding your to-do list to your calendar is seeing how much you’ve accomplished. Closing down completed tasks gives a nice hit of dopamine and is highly motivating.

4. Use Time Blocking to Make Sure You’re All Done

When trying to learn something new, it can be easier to spend a solid block of time on it than to jump into several sessions. Time blocking can be helpful to facilitate this.

However, time blocking involves dividing your day and week into blocks for specific tasks. This is a great way to combine your to-do list with your calendar. This can be a beneficial technique for making sure you can fit in onboarding training and into your regular tasks and meetings.

With so many options and techniques you can choose what works best for you. For example, time blocking can be another helpful tool in your organizing arsenal.

5. Set Reminders

One of the best things about using Calendar and Task Lists is that you can add reminders to keep yourself on track.

When you’re setting up your onboarding calendar, make sure you add in reminders where it’s helpful. This ensures that you do not miss any meeting or task or that of your trainees.

When you’re busy, it can be easy to skip breaks and lunches. Adding reminders to these can make sure you take a breath when you need to. It also provides that you don’t set yourself up for burnout.

6. Integrate with Trello

Some calendars integrate with Trello, a simple but effective project management app.

You can add tasks, checklists, and processes to Trello. It is helpful to break down more important tasks into smaller, more manageable tasks. It’s possible to mark when you’re done, which can help motivate you and your trainees.

Another great thing about Trello is that you can set up boards and processes as a template. Then when you need it again, copy the template, rename it, and you’re ready to go.

Integrating this option with your calendar can help you better manage your training. You can also add team members to assist your trainees and work on tasks together.

7. Keep Remote Working in Mind

So many companies now allow remote working What you need to consider since the pandemic. In addition, you may be training both in-office employees and remote employees to onboard.

It is important that your onboarding training includes your company culture and expectations, but it is especially important that remote employees feel a part of your company.

Of course, you need to organize your time and calendar to make sure you can onboard everyone, remote or not. In addition to planning tasks and meetings, you need to consider what technology you need, including cameras, zoom, and more. Then, organize your technique for each meeting in sufficient time for success.

8. Get started with the Welcome Pack

Once you know the start date for your next hire, add a task and a reminder to your calendar. Then send them a welcome email a few days before it starts. You can also save time by writing a template for this email if you need it more than once. Then, you can set it up, keep it, and just hit send that day.

If they are based in-house, include practical information your new employee needs to know. Include directions, parking information and a map of the building marked by their office or area. Add to this where they can find vending machines or kitchens for snacks and drinks. Include any local shops for food like bakeries or sandwich shops.

You’re starting them on the right foot before walking through the door. And they will appreciate it.

Don’t forget your remote workers here. They will also appreciate a friendly, welcoming email containing useful information on start times and what to expect.

9. Use Your Analysis

Many calendars have excellent analysis. For example, Office 365 includes MyAnalytics, which provides information about various tasks and events. For example, you can see how many meetings you’ve had and how you spend your time.

This is helpful because you can see an overview of your onboarding training. You can check if you are training balanced or leaning heavily towards one subject. You can see if you’ve covered everything or if there are any gaps.

Calendar analytics are equally helpful for improving your general productivity. You can be sure that you still have time to work on your tasks as well as fit in onboarding.

10. Assess Your Onboarding Regularly

Use your calendar to schedule follow-up meetings with new employees to get feedback on your onboarding processes.

Diary at least once every year to review your onboarding, review your feedback, and see how you can improve.

Quality onboarding is very important for every business, so it is important to stay organized and stay on top of it. The right calendar apps can help you deliver onboarding well and keep improving.

Featured Image Credits: Photo by Andrea Piaquadio; pixels; Thank You!

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