The collaboration between the communications (comms) and human resources (HR) departments is crucial during the onboarding and hiring processes. This partnership sets a positive tone for new employees, enhances their overall journey, and significantly improves employer reputation and retention rates. At the core of most new jobs, employees often receive numerous notes and messages from HR, guiding them through their early days. This collaboration between HR and comms is vital, as it sets the initial tone for new hires and can significantly shape their experience within the organization.
The Role of HR and Comms in Onboarding
Complementary Roles in Onboarding
Amber Walcker, a communications leader and founder of Amber Walcker Consulting, emphasizes the complementary roles that HR and comms play in the onboarding process. HR is likened to a high-level policy maker, while comms acts as the translator. HR typically has connections to the C-suite and higher levels of the organization. If communicators can tap into this knowledge and share it in a way that is comprehensible to new employees, it can significantly ease the onboarding process.
The synergy between HR and comms becomes evident as communicators transform complex organizational policies into digestible and appealing content for new hires. This transformation plays a pivotal role in easing new employees into their roles by removing barriers of overwhelming information. Communicators’ prowess in making intricate details understandable ensures that new employees quickly acclimate and feel a sense of belonging. Consequently, this joint effort not only fosters a transparent and welcoming environment but also effectively bridges the gap between policy-making and employee experience.
Creating a Resource Hub for New Hires
One of the key points is the creation of a resource hub for new hires. Walcker suggests that communicators should work with HR to determine the resources that new employees need and then package this information in an easily digestible format. This could include something like a one-pager outlining all the relevant places a new hire needs to know about, customized to their role. This page might point new hires to internal newsletters they should subscribe to and social channels they should be aware of.
The resource hub should encompass a wide array of vital information, ensuring that new hires have quick access to what they need to integrate seamlessly into the company. Elements of this hub could include links to frequently asked questions, pathways for contacting necessary departments, and an overview of the organizational chart. Communicators should create a simple hub with these elements and house it on the company’s intranet, ensuring it can be easily accessed and frequently shared with new hires via email and messaging apps. This centralized resource ensures that new employees can find answers independently, reducing their reliance on HR for basic queries and fostering a sense of empowerment.
Effective Communication Strategies
Drafting Clear and Cohesive Messages
While communicators draft the messages that new employees read, HR is the force behind the policies and procedures that make up the substance of these messages. Kristi Bayne, the director of employee communications, human resources at Baptist Health South Florida, explains that effective onboarding communication at her organization hinges on the ability to convert complex HR directives into a tone that matches the company’s internal and external branding. She notes that integrating communicators into the policy drafting process allows for smoother handoffs of projects and less bureaucracy, leading to more fluid communications.
This collaboration between HR and comms ensures that new hires receive information that is both coherent and consistent with the company’s tone. Bayne emphasizes that branding is not just for external purposes but also serves as a cornerstone for internal communications. When HR policies are communicated effectively with a tone that resonates with the brand, new employees can immediately start to feel connected to the company’s mission and culture. The seamless transition from HR policy to employee communication minimizes misunderstandings and cultivates a sense of trust and alignment from day one.
Understanding HR Facets
Bayne stresses the importance of understanding all facets of HR — from benefits and wellness programs to recruiting and talent development — and translating this knowledge into clear, cohesive messages for employees. For instance, at Baptist Health, their HR communications team works closely with other HR functions, ensuring they’re always up-to-date on changes, future initiatives, or organizational updates. This allows the team to craft timely, well-informed, and aligned messaging that mirrors the company’s warm approach.
By being intimately involved in all aspects of HR, the communications team can anticipate potential questions or concerns new hires might have and address them proactively. This forward-thinking approach is instrumental in avoiding confusion and creating a smooth onboarding experience. Timely updates on changes and initiatives ensure that new employees feel well-informed and valued, which can enhance their overall job satisfaction and engagement. Understanding the various elements of HR also ensures that communicators can craft messages that not only inform but also inspire, fostering an environment of continuous growth and development.
Defining Collaboration Processes
Establishing a Defined Creative Process
Another critical aspect discussed is the importance of clearly defining the collaboration between HR and comms. Establishing a defined creative process ensures that both departments are on the same page. For example, if HR needs to share a list of procedures for new hires, they should coordinate with comms to ensure the message is welcoming and reflective of the company’s values before it is shared widely. Walcker advises that comms should direct new employees to specific resources and ensure that everyone, including the employee, their leader, and HR, has access to the same documents to avoid confusion.
A structured creative process fosters alignment and coherence, reducing the chances of mixed messages or inconsistencies. HR and comms should engage in regular check-ins to review and refine communication strategies, ensuring that all onboarding materials reflect the company’s core values and objectives. This collaboration not only streamlines the creation and dissemination of information but also cultivates a unified approach that reassures new employees. Clear guidelines and shared resources eliminate ambiguity, enabling new hires to fully understand their responsibilities and expectations from the onset.
Embedding HR Communications
Bayne supports this point by explaining that having HR communications embedded within HR allows their team to have a comprehensive understanding of the entire HR process. This enables them to relay messages accurately and aligned with the company’s values. For example, if there’s a new benefit roll-out or a shift in any program, the team can craft timely and relevant messaging that reflects the organization’s friendly approach.
Embedding communicators within HR ensures they have firsthand insight into ongoing projects and initiatives, enabling them to craft messages that are both timely and relevant. This proximity allows the communications team to react quickly to any changes and disseminate information without delay, fostering a responsive and adaptive communication strategy. When communicators have a thorough understanding of HR operations, they can better anticipate the needs of new employees and address them proactively, ensuring that the onboarding process is as smooth and comprehensive as possible.
Aligning with Business Goals
Tying Efforts to Larger Business Goals
Lastly, the article discusses the importance of tying HR and comms efforts back to the larger business goals. By continually reminding new hires that their work contributes to something greater, HR and comms can help sustain their enthusiasm. Walcker suggests that communicators should highlight how a new employee’s role fits within the larger business context, thereby fostering early cultural ties. This approach ensures that the company’s values remain central during performance reviews and beyond.
Connecting individual roles to the organization’s broader mission helps new employees quickly understand their impact and significance within the team. This alignment reinforces a sense of purpose and motivation, driving engagement and commitment from the start. By clearly communicating how their contributions support overarching business objectives, HR and comms can build a sense of unity and direction. Highlighting these connections not only enhances the onboarding experience but also instills a long-term perspective of growth and achievement, encouraging new hires to invest in their roles and the company’s success.
Consistent Message Alignment
The collaboration between the communications (comms) and human resources (HR) departments is essential during both the onboarding and hiring processes. This teamwork not only sets a positive tone for incoming employees but also enhances their overall experience and significantly bolsters the employer’s reputation and retention rates. At the start of most new jobs, employees typically receive a plethora of notes and messages from HR, which guide them through their initial days. This integration between HR and comms is crucial, as it establishes the foundational tone for new hires and can greatly influence their experience within the company. Furthermore, a strong partnership between these two departments ensures that the messaging is consistent, clear, and supportive, which is vital for new employees as they navigate their new roles. The synergy between HR and comms ultimately leads to a more cohesive and welcoming work environment, setting the stage for long-term employee satisfaction and success in the organization.