A great employee onboarding program can have a lot of moving parts. From new hire paperwork and setting up payroll, to goal setting and career mapping, it’s crucial that each step falls into place. But, as companies scale their teams, it can be difficult to keep track of which tasks need to be completed for which employees. Before you know it, you’re overlooking important tasks, and risking a poor early employee experience—or even noncompliance.

As you scale your team, here are four ways you may want to adjust your employee onboarding program:

1. Build an engaging—yet scalable—employee onboarding process

The first step toward onboarding multiple new hires at once is to build an engaging, scalable employee onboarding process. Sync with your hiring managers and new employees to learn what’s working, what’s not, and where you can improve. Then review your exit surveys to learn the reasons for 90-day or first-year turnover. Use that information to build an onboarding program that will engage and retain new employees. 

Just be careful not to get in over your head, and adjust your onboarding program as needed. For instance, a one-on-one coffee meeting with your CEO may work while your company is small, but may need to shift to a group breakfast as you scale.

Document your employee onboarding process to ensure that each new employee gets the same great experience. 

2. Onboard new employees in groups

If you’re onboarding multiple employees at once, using a group format for certain activities is more efficient for you—and more engaging for your new hires. 

A group format may be appropriate for things like:

  • Office tours
  • Benefits explanations
  • Company leadership meet-and-greets
  • Product demos
  • Company history, mission, vision, and values review
  • Internal tools overview

Ideally, employees in the same onboarding group would start on the same day, and follow a similar schedule as they complete core and role-specific onboarding activities. For instance, they might all gather for an office tour and coffee in the morning, before meeting with their hiring managers for individual goal setting and lunch. 

Onboarding groups encourage early relationship-building among new hires, and can help cut back on the time your People Ops team spends onboarding employees. 

3. Enable your managers

Your managers play an important role in onboarding, and should be enabled to provide an outstanding early employee experience. Make sure they’re up-to-date on your employee onboarding process, and that they understand their roles and responsibilities. 

One-on-ones, goal setting, and employee development all contribute to a strong employee onboarding program—and your managers should be prepared to lead the way. Make sure they have the training and tools necessary to accomplish the parts of onboarding that they own, so they can execute on them without incident.

Your managers are more equipped to give new employees the one-on-one time they may need to fully ramp. Enabling them to execute on a strategic employee onboarding plan can help you fully onboard more hires at once. 

4. Invest in the right technology

Spreadsheets or your project management tool may have worked when you were hiring a few people each month, but they get messy once you scale. Tasks can be overlooked, you may forget to provide updates for completed tasks, or you may mark the wrong column.

The right technology can help you build a more efficient and consistent employee onboarding experience. Take full advantage of HR integrations, so that new hire data can flow from your applicant tracking system to your People Operations Platform, then to your other systems. A great People Operations Platform can even automate core tasks, like account provisioning and task completion reminders. This frees up your time to focus on human connection, and building out strategic initiatives that will continue to engage and retain your team.

Final thoughts on onboarding multiple new hires at once

Employee onboarding is a crucial process in the employee lifecycle. When done correctly, it can lead to highly engaged employees, who reach full productivity faster, and stay at your organization longer. It’s important to go beyond the administrative paperwork so you can extend a warm welcome to your newest team members and help them fully acclimate to their roles. This may require a few changes to pull it off at scale, but it’s well worth the effort.


See how it works

Learn how Sapling can help you automate your workflows and connect your people data across your existing systems.

Request A Demo
Employee Onboarding: 4 Best Practices to Onboard at Scale