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How to Build an Effective Employee Onboarding Process on Microsoft 365?

Automate the process of employee onboarding using Microsoft 365 to ensure that new workers are seamlessly integrated into the organization.

When we think of onboarding, we usually picture a Human Resources Manager sitting with a new hire for hours, going over company documents, rules, and regulations, getting paperwork signed, responding to questions, showing them their cubicle/office, and trying to introduce them to their team and other higher-ups in the company.

However, most firms’ onboarding activities have shifted dramatically from traditional to modern techniques, with SharePoint employee onboarding. Modern onboarding processes encourage new ways of working and communicating with internal stakeholders; and businesses have discovered that automating the entire process, or even sections of it, may expedite the process and save significant time and costs. An automated approach can reduce hiring expenses, increase employee retention and productivity, reduce reliance on paper documentation, and bring new workers “in the loop” even before their first day on the job. Successful SharePoint onboarding ensures that new hires receive a constant stream of timely, relevant information, preventing them from becoming overwhelmed with information all at once.

How does Microsoft 365 Intranet help in Employee Onboarding?

Starting a new job can be stressful for both the employee and the employer. New hires first feel like outsiders since they are unfamiliar with the corporate culture and expectations. It is also stressful for the organization because it takes time for the employee to catch up with the work and become a productive, contributing member, and he/she needs a lot of hand-holding during this time, which adds to the responsibilities of other employees.

The easiest method to acquaint new employees with your company is to set up an employee onboarding portal on your SharePoint intranet portal, where you can store all of the tools needed for the new hire to thrive. An efficient Microsoft 365 employee onboarding portal also allows employees to manage activities at their own pace using SharePoint Onboarding Templates, preparing them for future success.

Onboarding Site

Create an onboarding site using SharePoint where new hires can find all company-related news and announcements, an employee directory, a holiday calendar, an employee handbook, and other resources so they can begin familiarizing themselves with the company, its history, and goals, as well as read team member profiles to get to know them before meeting them face to face.

You can choose when and how much information new hires have access to at first with Microsoft 365 intranet onboarding, and you may adjust this after their quarterly appraisals are completed and their probationary term is over.

Documents & Forms

All documentation and forms should be available on the Microsoft 365 intranet, with approval protocols set up so that new hires may complete them online. It’s a quick and easy way to get all of your first paperwork organized (without using paper!).

Employee Onboard Checklist

With the help of SharePoint Onboarding Templates, you can automatically construct a checklist of all the activities that need to be done. After filling out a New Hire form with the employee’s name, department, and start date, a checklist can be generated to keep track of all duties and notify those who are responsible for them. For instance, the following items could be on the list:

  • Send welcome email
  • Create a company email address
  • Create user logins
  • Get the laptop/desktop ready
  • Schedule an office tour
  • Set up the desk
  • Access and Id management
  • Department orientation
  • Create business cards

These checklists may be created for various stages of employee onboarding on SharePoint, such as the first day, first month, and the first quarter, and reminders for unfinished tasks can be sent as the due dates approach. Nothing will be missed or delayed as a result of this.

Employee Training and Orientation

Self-running presentations, lectures, training papers, and videos would be part of the SharePoint onboarding portal. Let’s imagine your firm is expanding and you’re hiring five new employees each month. It would be an extremely rare occurrence for all five to start on the same day, work in the same department, and report to the same manager, among other things. As a result, their orientation will begin on different days and may become a full-time job for someone in the business. You can prepare documents and record live sessions with Microsoft 365 onboarding to give interactive training material at the push of a mouse.

Each new hire will receive a list of modules that they must complete, and you may either need a read receipt or provide brief quizzes at the end of each to ensure that they completed them and that they understood them. It lowers reliance on trainer availability, and because everyone learns at a different speed, new hires may complete training at their own pace through a customized onboarding site on SharePoint.

Performance Appraisal

The first assessment can be a significant milestone for a recruit since many firms still consider the outcome when deciding whether or not to offer the new hire a permanent position. Goal setting and performance appraisal are both a feature of the Microsoft 365 employee onboarding portal, where employees’ goals can be recorded at the start of the quarter and appraised by their managers at the end, with all calculations based on established parameters.

All supervisors and subordinates are notified when milestones in the process are reached, reminding them of the activities they need to do. This eliminates the element of guesswork and anxiety from the procedure.


Make sure you meet with the new hire after a month or two to discuss how they thought the onboarding process went. Instead of meeting in person, new hires can complete an online survey or form saved as a SharePoint Onboarding Template on the SharePoint-based employee onboarding site, which becomes an obligatory activity after three months.

Receiving feedback is an important part of the employee onboarding process and can provide you with useful information regarding the Microsoft 365 intranet onboarding process. It can be used to improve elements of the process that are ineffective, confusing, or insufficient.

Automate the process using Microsoft 365 onboarding to ensure that new workers are seamlessly integrated into the organization. Assisting in the development of long-term connections and increasing efficiency and loyalty is the smooth fulfillment of duties such as documentation, familiarization with company rules, department orientation, login setting, providing equipment for completing the job, and so on.

Written By

Content creator and Senior Marketing Executive at Veelead Solutions. Loves to read and write on categories like office productivity, employee and resource management, customer management and utilization of business tools. Veelead is a Microsoft service partner providing Power BI, Power Apps and Power Automate consulting services. Microsoft Certified partner having 10 plus years of experience in Microsoft Technologies.

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