By Greg Keller Posted January 4, 2016
So you’re in IT and you’ve been tasked with overhauling the company onboarding process.
You should be happy.
Why? Well, if you do this right, it’s an opportunity to make the systems run smoother from here on out – and that means a lot more time and less hassle for IT. Onboarding, at its best, is a breeze: efficient and mostly automated.
But a more seamless onboarding process is actually the single best thing that can happen to an IT admin. That’s because onboarding lays the foundation for every single interaction with the new employee. Password resets, tech support, security breaches… all of those can be limited with proper onboarding.
So What Must IT Address in the Onboarding Process?
We’ll give you the basics here – and that’s enough to get you started creating your internal process.
But this is only an overview of onboarding.
The information on this page comes from a new guide that I’ve created with the intention of providing IT admins who are shaping their onboarding processes with a valuable resource. It comes in the form of a PDF and you can find it here. We’ve put a lot of love into it, so I really hope you check it out.
Without further adieu, here is the overview of 7 things IT must address in onboarding:
#1 Directory Service
I’m starting with the directory because it’s the foundation of onboarding. In many ways, it’s the biggest decision IT will ever make. Departments have two choices here:
- Conventional, On-Premises Directory (e.g. Microsoft® Active Directory®)
- Cloud-Based Directory-as-a-Service (DaaS)
What you need to know: What’s best for your organization depends largely on your goals. If an on-premises directory is already in place and there is no future plans to use cloud infrastructure or applications, it may be best to stay the course. But if your employees will be using devices other than Windows® devices (such as Mac® or Linux®) and a variety of cloud-based apps, then DaaS is going to be better suited for your long-term needs.
#2 Email System
- G Suite™
- Microsoft Office 365™
- Microsoft Exchange (on-premises but still very popular)
What you need to know: Send the password information directly to the user, whether through text message or a message to an existing email account.
#3 Device Provisioning
Onboarding a user with a device begins by creating the user’s account on the machine, usually through the directory service. Different directories can manage different devices. Know if your employees are using:
- Microsoft Devices
- Apple® Devices
- Linux Devices
- Mobile Devices
What you need to know: BYOD is happening whether you like it or not. 67% of people use their own personal devices at work, regardless of the office’s official BYOD policy (CBS News). While you want to encourage your employees to use whatever they want, you’ll also want to have some semblance of control over it.
#4 Server and Infrastructure
Provisioning access to infrastructure used to be much more cut-and-dry. That was before infrastructure existed all over the world in the form of cloud providers like AWS® and Google Compute Engine®. Today, your approach and capacity depends largely on your directory.
What you need to know: While many organizations still implement on-premises directories, cloud-based directories are compatible with a wider variety of devices, apps, and infrastructure.
From G Suite to SalesForce (and so many more), 60% of workers use apps for work-related activity. [link]. But provisioning access to all of those applications is proving to be a major IT challenge.
What you need to know: The goal here should be SSO (Single Sign On). But that was a lot easier to accomplish with a conventional directory when apps were mostly on-premises. Learn more about SSO for the cloud.
#6 WiFi Access
An SSID and a passphrase will no longer cut it. In 2018, good security means that users login to company WiFi with their own corporate credentials. This can be achieved through either:
What you need to know: Implementing LDAP or RADIUS can be a huge headache for IT. There exist RADIUS-as-a-Service options that connect to the core directory service. By creating the core user account in the directory, they automatically have unique WiFi access – which means extra security for you.
Even in this day and age, sometimes there’s no replacement for good old-fashioned paper and ink. Make sure that each incoming employee is setup to use their nearest printer on day one.
What you need to know: This is a pretty simple one. Don’t forget to replace the toner cartridge!
Onboarding and Offboarding – Get the Complete Guide
As CEO of growing company, I can tell you that onboarding also means a lot to management. Organizations with a standard onboarding process report 54% greater new hire productivity. [Urbanbound]
Onboarding is also when you get to share your IT security policies and standards. This is huge in a world where 52% of security breaches are caused by human error. [CSO] Of course, onboarding is only half the equation… and offboarding is equally essential for good security.
Both are covered thoroughly in our latest ebook, The 2016 Guide to Onboarding and Offboarding. You can get it today by clicking here.