Tips for onboarding employees globally, and how AI can help

Behind every hire is a human being. And humans look for connection. Connection creates a sense of belonging and impacts how your team feels and performs. But working for a global company that's based elsewhere can feel isolating for new hires. With a strong onboarding experience, it doesn’t have to be. A positive global onboarding experience helps new hires feel welcome and ready to work — regardless of geography.

A global team onboarding plan and a best-in-class employer of record (EOR) like G-P™ can help new global hires feel connected from day one. 

What are the benefits of an effective international onboarding process? 

Onboarding, also known as organizational socialization, is an HR term used to describe the process of integrating a newly hired employee into an organization. Onboarding familiarizes new hires with all the elements of their new role and employer to set them up for success.

Let’s explore five benefits of effective onboarding:

1. Better productivity: A SHRM study found that new hires are 50% more productive when they successfully complete a standardized onboarding. Efficient onboarding can help new hires learn quickly so they can start contributing to your organization faster.

2. Strengthened company culture: As you expand your business globally, company culture is key to employee retention. The most successful companies go out of their way to integrate brand core values and principles into the onboarding experience.

3. Reduced employee turnover: According to Harvard Business Review, new employee turnover rates can be as high as 20% within the first 45 days. Structured training can help new hires feel more connected to their role and your company.

4. Decreased training costs: You can reduce the time and costs associated with learning and development by providing new employees with key tools and resources during their first week on the job.

5. Improved employee satisfaction and engagement: A seamless onboarding experience can help new hires feel more engaged with their work, team, and your company culture. Engaged employees tend to be more productive and have stronger job performance overall.

Top 4 elements of a successful global onboarding process

Building an efficient global onboarding process takes planning. You'll need to keep it consistent while also customizing certain aspects for each country you hire in. Keep the following in mind:

1. Local adaptation: Use the local language in onboarding materials if English isn't a requirement for the job. Adjust your approach to match how people communicate, work, and live in each country.

2. Compliance and legal needs: Every country has different employment laws. Tax rules, data privacy, and holiday time vary from one location to another. Work with compliance experts who understand local rules to create an onboarding process that meets legal requirements.

3. Role-specific training: Create learning plans for each job and location that include a mix of company-wide training and job-specific skills. Training should be easy to access and follow, with simple language and video examples.

4. Technology and tools: Use online platforms that have multiple languages and learning options. Make sure everyone can access the platform from day one. Be sure to provide training on the platform before assigning learning tasks.

Essential documents for onboarding international employees

Documentation is an important part of global onboarding. Missing or incorrect paperwork can delay start dates, create compliance issues, and frustrate new hires. Prepare the necessary documents before your global team members' first day:

• Legal and compliance documents: These include employment contracts, country-specific tax forms, data privacy agreements, and required insurance enrollment forms.

• Company-specific documents: You'll need an employee handbook, a company policy adapted for local laws, organizational charts for global reporting structures, a code of conduct with cultural considerations, and intellectual property agreements.

• Role-specific information: Provide clear job descriptions, appropriate training schedules, team contact lists, and project plans with deadlines.

• Payroll and banking information: Include information about when people get paid, expense rules, tax forms, and how to sign up for benefits.

• Preboarding documents: These may include a welcome packet about your company culture, a list of equipment, a first-week schedule, and who to call for emergencies.

G-P Gia™, our AI-powered global HR agent, can help you complete global onboarding tasks in minutes. Through advanced, multistep AI reasoning, Gia thinks like a lawyer and gives you context-specific guidance across 50 countries and all 50 U.S. states. Use Gia to review, analyze, and generate HR documents like employment contracts, employee handbooks, benefits enrollment forms, and onboarding checklists to ensure a successful integration of new hires.