First impressions are important – especially when it comes to onboarding new employees. Here are a couple of sobering statistics when it comes to onboarding new employees:

• According to Gallup, only 12% of employees believe their employer does a great job at onboarding new employees. (Ouch!)

• ContractRecruiter.com reports that new employees who participate in a structured onboarding program are 58% more likely to still be with the company after three years.

Those two statistics alone demonstrate the need for every company – even small ones – to have a flawless system of welcoming new employees, yet, so often, managers don’t realize how important it is to do so.

What does your onboarding process look like? Is it clearly defined? Is it followed by all managers? Here are a few actions every onboarding process should include to ensure new employees feel welcomed and valued:

1. Send a formal offer letter outlining job title, salary, start date, manager’s name, benefits, etc. The internet is full of sample letters you can find on a simple search. A formal offer letter lets the new employee know that the offer is concrete, and it provides information that connects the new team member to the company.

2. Immediately after making the offer, begin making a formal list of job responsibilities and tasks the new employee will need to learn. While you may have a job description, rarely does one accurately describe the real responsibilities. 

3. On the employee’s first day, have their work area clean and stocked with supplies. Bonus points if you add a small plant or personal item as a special welcome.

4. As soon as the new employee arrives, show her/him the important areas of the building: restrooms, break room, conference room, supply area, etc. Make break and lunch times clear. Let the new employee know the “unwritten” rules (we all have them) like whose parking spot not to get or whether Fridays are casual dress days.

5. Make certain you introduce the new employee to the team, the senior leaders and any others that will be important to her/his success. Introducing the new team member to senior leaders clearly states he or she is valuable to the team.

6. Take the new employee to lunch on day one. If it’s possible for the entire team to go along, invite them. This is a critical step in creating camaraderie and assimilating the new team member.

7. Set of a 30-60-90 day plan for the new employee to set certain goals and learning milestones. Identify what’s expected of the new employee, how and when training will occur, who the employee can go to for help, and what to do when he or she needs extra help. 

8. Schedule weekly conversations for at least the first month. Ask the employee what’s been going well, what has been difficult, and what he or she needs from you for success going forward.

Investing time and effort in an employee at the beginning of employment accomplishes a number of positive things for the employee: sense of inclusion, job knowledge, continued excitement about the job. But for the company, the investment may have even greater payoffs: more engagement, employment longevity, reduced expenses related to turnover, and loyalty among the team.