How to successfully onboard new accounting recruits

How effective is your onboarding process for new accounting recruits to your practice?

In this blog, Simon Deane, FCA, co-founder of Accountancy Learning and co-creator of The Balancing Act bookkeeping course, shares his extensive experience onboarding new accounting recruits and what accountancy practices can do to make this process as effective as possible.

Introducing new accounting recruits to your practice can be both exciting and challenging. Ensuring they are seamlessly integrated into the team and well-prepared for their roles is crucial for their success and the overall productivity of your practice. This guide will delve into the steps necessary to successfully onboard new accounting recruits, highlighting the roles of team members, the trainee’s work expectations, and the essential elements of an effective training programme.

Preparing to onboard new accounting recruits

Before the new recruit’s first day, it’s essential to have a structured onboarding plan.

This includes:

Creating a welcome package: Include essential information such as practice culture and values, an organisational chart, and any necessary administrative, HR, and payroll forms.
Setting up workstations: Ensure their workspace is ready, including necessary technology, software, and login and system access credentials.
Assigning a mentor: An experienced team member can act as a mentor, offering guidance and answering questions.
Establishing a probationary period: Confirm who the recruit’s line manager is, how long the probationary period lasts, what work the recruit will be required to undertake, and how their performance will be assessed during this period.

Depending on the size and structure of your accountancy practice, the onboarding plan could be created by the HR manager, the accounting recruit’s line manager, or the staff partner or managing partner. Once created, the onboarding plan can be used (and adapted as appropriate) for all other recruits, regardless of their role.

Creating a good impression for new recruits

The first day is pivotal in setting the tone for the new recruit’s experience.

Key activities should include:

Office tour: Familiarise the new accounting recruit with the office layout, introducing them to communal areas, facilities and emergency exits.
Meet the team: Arrange brief introductions with team members, including relevant partners, to foster a sense of belonging.
Orientation session: Conduct an in-depth orientation covering the company’s history, mission, and the role they will play within the team.

Another suggestion that some accounting firms make that can help make a lasting impression is to take the new recruits and their team members out for lunch on the first day. This helps to break the ice in a more informal setting and provides an excellent opportunity for all team members to get to know each other better.

Integrating new accounting recruits into the team

Successful onboarding is a team effort.

Here’s how team members can assist:

Mentorship: The assigned mentor should regularly check in with the recruit, providing support and feedback.
Buddy system: Pair the recruit with a “buddy” from their department to help with day-to-day questions and social integration.
Team involvement: Encourage team members to engage the recruit in casual conversations and team activities, promoting a welcoming environment.

Defining the accounting recruits role and responsibilities

Clarity in role and expectations is crucial for the recruit’s success.

Ensure the following are set out for the recruit:

Job description: Provide a detailed job description outlining their responsibilities, tasks, and performance expectations.
Project assignments: Assign initial projects that align with their skill level, gradually increasing complexity as they become more comfortable and experienced.
Feedback mechanism: Establish a constructive system for regular feedback, helping them understand their progress and areas for improvement.

Being clear about the new recruit’s job title, role, and who they report to helps them understand how they fit into the practice and what is expected of them. Implementing this structure can help accountancy practices create strong bonds with their employees, which plays a significant role in staff retention.

Crafting an effective training programme for accounting trainees

An effective training programme can help to onboard new accounting recruits.

It should cover:

Bookkeeping skills: Understanding the fundamentals of bookkeeping is crucial for anyone taking up an accounting role. Accountancy Learning’s The Balancing Act is a self-study bookkeeping course that can train accounting recruits to prepare a full set of accounts in as little as five working days.
Technical skills: Training in accounting software, such as Xero or QuickBooks, spreadsheets, and financial analysis tools. Ensure they are proficient with the tools necessary for their role.
Company procedures: Educate them on internal processes, such as data entry, report generation, and compliance standards.
Soft skills development: Offer training on communication, teamwork, and time management to help them integrate smoothly into the team and handle their tasks efficiently.
Continuous learning: Encourage participation in external workshops, webinars, and certification courses to enhance their knowledge and stay updated with industry trends.

Providing your new recruits with a structured training programme gives them a clear road map of how their skills will be developed over the coming months and years. It can also be a huge motivational factor in demonstrating the accountancy practice’s commitment to their development.

Monitoring the progress of accounting recruits and providing support

Ongoing support and evaluations are critical to ensuring the recruit’s continuous development.

Your new recruit’s programme should include:

Scheduled check-ins: Arrange regular meetings to discuss their progress, address any concerns, and provide constructive feedback.
Probationary and performance reviews: Conduct formal performance reviews at the end of the probation period and periodically thereafter to evaluate their growth and set new goals.
Supportive environment: Foster an environment where the recruit feels comfortable seeking help and discussing challenges without fear of judgment.

Accountancy practices sometimes overlook monitoring progress and providing support, which is vital to onboarding new recruits. Make sure your practice is proactive about giving feedback and welcomes feedback from new recruits on improving your own systems and procedures.

Conclusion: Building a foundation for long-term success

To successfully onboard new accounting recruits is a multifaceted process that requires careful planning, collaboration, and continuous support.

By creating a welcoming environment, clearly defining roles and expectations, providing comprehensive training, and regularly monitoring progress, you can ensure that new recruits are well-prepared to contribute to your practice’s success.

Investing time and resources into a structured onboarding process not only enhances the recruit’s experience but also promotes retention and long-term growth within your accounting practice. Remember, the goal is not just to fill a position but to nurture a skilled and motivated team member who can thrive and add value to your organisation for years to come.