UI/ Communication design
Streamlining Onboarding Email Communications for New Employees
When onboarding emails lack branding consistency and present overwhelming amounts of information, they can create confusion and a negative first impression for new hires. This case study aims to address the problem of inconsistent branding and overwhelming content in onboarding emails by developing a more cohesive and streamlined approach.
Figma
Sendgrid
Emailify
Tools used
Timeline
2 Months
Project Manager
Marketing
Human Resources
My Role
ux/ ui
Information Design
Team
The Challange
Recently, our company has observed that new employees are expressing frustration with the onboarding emails they receive. These emails tend to lack uniform branding and deliver an excessive amount of information simultaneously, leading to overwhelm and confusion among new hires. This lack of consistency and overwhelming nature of the emails can adversely affect the initial impression of the company and impact new employees' overall satisfaction with their onboarding experience.
To address this concern, I conducted a comprehensive review of the existing onboarding email communications. Additionally, I collected feedback from new employees regarding their interactions with these emails. Furthermore, I delved into best practices for onboarding email communications.
The Solution
The Findings
My examination of the current onboarding email communications highlighted inconsistencies in branding and an overload of information. New employees reported feeling inundated and uncertain about where to focus. My research and surveys indicated that many companies opt to present significant information in smaller, more manageable sections, using distinct branding to foster a stronger connection with the company.
Based on my findings, I propose that the company implements the following changes to enhance its onboarding email communications:
Consistent Branding: Incorporate uniform branding elements across all onboarding emails, including a consistent logo, font, and color palette.
Information Chunking: Divide extensive information into smaller, digestible sections, employing bullet points, subheadings, and visuals to enhance readability and comprehension.
Clear Layout: Adopt a clear and organized layout for the emails, incorporating distinct calls to action for each communication.
Initial Overview Email: Introduce an initial email at the outset of the onboarding journey, outlining the company, its culture, and expectations for new employees.
The Design Process
Final Design
Implementing these recommendations will undoubtedly enhance the consistency and clarity of the onboarding email communications. This, in turn, will lead to an improved onboarding experience for new employees, fostering greater satisfaction with the company. As a product designer, I am confident that these changes will usher in a more intuitive and pleasant onboarding process for new hires.
The Conclusion
Drawing from this case study, there are several enduring modifications that can be enacted to bolster the onboarding email communication for new employees:
Unified Branding: Establish a cohesive visual identity with consistent branding elements such as logos, fonts, and color schemes to enhance the company's recognition.
Structured Layout: Opt for a clear and organized email layout, incorporating distinct calls to action, guiding new employees seamlessly through the onboarding journey and clarifying expectations.
Information Segmentation: Employ techniques such as bullet points, subheadings, and graphics to break down extensive information into manageable portions, enhancing comprehension.
Initial Overview: Include an inaugural email that offers a comprehensive overview of the company's ethos, culture, and expectations at the commencement of the onboarding process.
By integrating these changes and measures, the company can create an intuitive and gratifying onboarding experience for new employees, paving the way for sustained employee satisfaction and engagement in the long term.
Long Term Implications
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