How to Create the Perfect Contractor Onboarding Process 2021

The process that helps a contract worker to learn about the safety procedures and rules of a company is the Contractor Onboarding Process. 

Introduction

When joining an organization, we can get very befuddled. The same may happen for contract workers too. Contractor Onboarding Process is a training course that is used to educate newly hired contractors the dynamics of their employed tasks as employees in their new company. It is a process that every company must know about which deals with contract workers on a regular basis.

The contractor onboarding process plays a vital role as it helps the new employees to learn about their new working environment. It consists of basic training or screening of the new employees to ensure that they get ahead of all the safety procedures they are expected to be followed while being employed in any organization or working at any particular project.

It also normally requires the contractor to accept some operational and value principles related to that business. 

Onboarding generally occurs when the contractor has the minutest information about their client’s organizational structure. It is, therefore, a critical point for the client to provide a strong impression of the value they place on safety.

Onboarding lightens this problem by socializing workers into an invariable system of safety standards that encourages them to accept and invest in the firm’s desired safety culture. It is a very simple yet useful process. 

Contractor Onboarding Checklist

Every company needs to organize a checklist for their Contractor onboarding process. 

A sample checklist is given below:- 

Documents

Dealing with paperwork is the foremost thing for any company during hiring. The new contractor needs to sign various documents. Some of those  documents required are:

  • Independent contractor agreement that is signed
  • Payment information, either by check, online payment, or direct debit.
  • Emergency contacts info
  • Form W-9
  • NonDisclosure Agreement.
  • Employee handbook.
  • Letter of intent.

Items required by the contractor

  • They will require a workstation to do their assigned tasks.
  • They’ll require their login ID and password.
  • They’ll need a telephone on their desk or workstation.
  • A time card for their shift timings.
  • Their ID cards of the company
  • Permission to specific areas of the company where they’ll be required to go.

Information related to the task

Information that the contractor might need to know to work for the company- 

  • Expectations of the company related to tasks.
  • The chain of command.
  • Software that they will be using while working
  • How to put up questions.
  • Payment structure and date. 

The workflow of the Onboarding process

Training

The job and the specific safety standards that contractors are needed to fulfill can affect the extensiveness of the onboarding process. Some onboarding processes involve human-to-human interaction and training and include steps to integrate the contractor into the existing workforce in order to make them a part of the firm’s existing safety culture.

Other onboarding processes are regulated entirely through automated software-driven processes that indulge contractors with a series of safety courses that they must complete within a limited period of time. 

Compliance

Contractor onboarding procedures, as a measured process, provide companies with the opportunity to meet their legal due diligence obligations by making sure that employed contractors meet all necessary safety requirements before beginning work.

If a contractor must possess qualifications that expire over time, the onboarding process provides an opportunity to receive that information in order to ensure contractors don’t “fall out” of compliance during their work term.

Software

The conclusion of some operations can take place using automated contractor management software routines. However, high-risk tasks like the provision of major maintenance to a heavy oil processing facility can demand the use of specialized offsite training facilities.

In either case, the onboarding process is often facilitated by a third-party consultancy that majors in onboarding contractors.

Contractor Onboarding: a step by step procedure 

In this detailed guide, the main steps are reviewed to go through for onboarding contractors. 

Let’s start with why it is required to onboard contractors into the workplace?

Contractors are required to be onboarded into an organization just the same as employees. Collecting required documents such as insurances, evidence of training, certifications, inducting them on important site safety materials, hazards, and common workplace topics, onboarding them to site through checklists, policies, and procedures, and ensuring that they learn and implement everything through assessments.

Contractor Onboarding Process and Steps

  1. Gather materials from contractors as the first stage of their onboarding into a site or workplace.
  2.  Present crucial safety topics to contractors as a part of their onboarding process.
  3.  Ensure that all contractors go through the crucial and major policies and procedures.
  4.  Examine the site-specific checklists and have access to download materials.
  5.  Judge their knowledge of materials through an assessment.
  6.  Issue a passing certificate of completion as part of their onboarding.

Prevent Injuries and Incidents by Onboarding Contractors

A proper contractor onboarding process can help avoid the incidents from happening in the workplace due to a lack of understanding. By correctly onboarding the contractors into a site or project, one can ensure they understand and execute all the hazards and the nature of the site as well as how they can perform their tasks more safely and control risks in order to prevent near misses, injuries, property damage and other incidents from happening in the first place. It can also help navigate the severity of an incident when one does happen.

Onboarding Process Templates

During the process, as given in workflow, you have to plan a lot of activities. You need to design a template or you can just choose one from all those that are available online and put down your activities in it with the time allotted to them.

Also, assign which activities will be done on which stage and by whom. You need to list all the contacts in the first column like HR, training manager, IT d, department, etc. The rest of the template shows which task is assigned to which contact over the period of one year. You can later add or remove columns if you want. It totally depends on what you need in your onboarding plan. 

Conclusion

If you’re hiring a new employee, you need to get them familiarised with the work environment. Build a perfect training program for them under the Contractor Onboarding Process. Following the process correctly is very important for both the company and the contractors. Companies that need to hire contract workers in huge numbers face a lot of risks due to the varying range of safety procedures and practices that a contract worker should know about so that they won’t get into any active dents in the future.

Keep these points in mind for your next process planning. Whenever you’ll bring a new contractor, you’ll become more and more efficient and effective in this task and develop a bulletproof system for finding and hiring contractors for your business and planning their onboarding process. Also, don’t forget to make them feel welcome. 

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FAQs

When does the Contractor Onboarding Process start?

The contractor onboarding process starts a day before the first day of joining work.

Which is the best Contractor management software? 

PlanHub is the best Contractor management software and is popularly used. 

What are the process documents? 

Process documents are the thanks which provide a step-by-step process of tasks assigned to the worker. 

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