A Roadmap to Effective Employee Onboarding
Onboarding a new employee is a critical process that significantly impacts their experience and organizational performance.
A smooth and thorough onboarding process can make the new hire feel valued and ready to make a difference in the organization. On the other hand, being “trained on the fly” can make a new employee feel unimportant and create a bad first impression for the office.
Whether joining as an entry-level staff member or taking on a leadership role, a well-executed onboarding plan sets the tone for their journey.
The Four Phases of Onboarding
Preparation Before the First Day
As practice administrators, we understand the value of preparation. Just as we meticulously plan for office meetings or patient consultations, we should do the same for new employees.
Key steps include:
- Certification Verification: Ensure the new employee’s current certifications and licenses.
- Paperwork Packet: Prepare the necessary paperwork for the new hire.
- Training Materials: Gather relevant training materials.
- Workstation Setup: Create a comfortable workspace for the employee.
- Mentor Assignment: Assign a mentor to guide them.
- Team Communication: Discuss the team’s role in the onboarding process.
- Pre-First Day Call: Reach out to the new hire, make them feel welcome, and provide details about their first day (arrival time, dress code, required documentation, and where to park).
Day One: Setting the Stage for Success
Starting a new job can be intimidating, especially in a female-dominated field like dentistry. To ease the transition, consider thoughtful gestures:
- Welcome Bouquet: Upon arrival, have a small bouquet of flowers waiting for the new employee. This simple touch conveys warmth and appreciation.
- Inclusion: Emphasize the importance of welcoming and integrating the new team member. Encourage existing staff to make them feel part of the team from day one.
Week One: Building Foundations
During the first week, focus on building essential foundations:
- Orientation: Provide a comprehensive overview of the organization’s culture, values, and mission.
- Job-Specific Training: Ensure the employee receives targeted training related to their role.
- Meet the Team: Facilitate introductions with colleagues across different departments. Provide lunch for the new employee & co-workers in their office division.
- Company Policies: Review policies, procedures, and expectations.
Month One and Beyond: Continuous Support
The onboarding process extends beyond the initial days. Maintain ongoing support:
- Regular Check-Ins: Schedule regular check-ins to address any questions or concerns.
- Feedback Loop: Encourage open communication and gather feedback.
- Professional Development: Discuss growth opportunities and career paths.
- Integration: Help the employee integrate fully into their role and the organization.
Remember, effective onboarding isn’t just about paperwork and processes; it’s about creating a positive experience that sets the stage for long-term success. By investing time and effort upfront, organizations can reap the benefits of engaged and productive employees.
About the Author
McKenzie Webb, DAADOM
McKenzie Webb graduated from Ouachita Baptist University in 2015 with her bachelor of the arts degree business management and marketing. After graduation she moved back to her hometown of Tulsa, Oklahoma to work as the office manager for her dad’s dental practice for over five years.
During her time at the office, she was fortunate enough to work with two of her brothers who are dentists, her sister who is a hygienist, and her mom who is the practice administrator. She then moved to Oklahoma City to work for a local DSO as a practice performance coach for seven dental practices in the OKC Metro area.
After working in the dental practice setting for almost nine years, she was lucky enough to become part of the Jameson Management and Marketing team as a marketing project coordinator.
McKenzie is a member of AADOM. She received her Fellowship in 2018, her Mastership in 2022, and most recently received her Diplomate designation at the 2024 Conference.
In her spare time, she loves to spend time with her husband and daughter, cook, and travel the world.
