Onboarding Process: Step-by-Step Explanation

Step 1: Job Offer and Acceptance 📩

Trigger: After selecting the ideal candidate.

Action: Extend a detailed job offer, including:

• Job Title: Clearly specify the position the employee is being hired for.
• Compensation: State the salary or hourly pay rate.
• Start Date: Specify the expected commencement date.
• Working Hours: Generally, 40 hours per week, with overtime provisions.
• Benefits Overview: Outline primary benefits, including health insurance, retirement plans, and other applicable perks.
• Probation Period: Typically between 3 to 6 months.

Outcome: Once the candidate accepts the offer, the onboarding process continues.

Step 2: Employment Contract 📝

When It’s Used: Immediately after job offer acceptance.

Action: Prepare a written employment contract to ensure legal clarity and compliance with Japanese labor laws. The contract should cover:

• Job Description: Detail the job duties and expectations.
• Compensation Details: Include salary, overtime pay, and any bonuses.
• Leave Entitlements:
  • Annual Leave: Typically 10 days per year for new employees, increasing with tenure.
  • Public Holidays: Japan observes several public holidays.
  • Sick Leave: Sick leave is usually based on company policy or specific contracts.
  • Parental Leave: Employees are entitled to parental leave in accordance with Japanese labor laws.
• Working Hours: Specify regular hours, and conditions for overtime.
• Termination Conditions: Define notice periods (usually one month) and grounds for termination.

Outcome: Both parties sign the employment contract to formalize the terms of employment.

Step 3: Tax and Social Security Registration 💰

When It’s Used: Before the employee starts working.

Action: Register the employee for social security and tax purposes:

• Social Insurance Registration: Employees must be enrolled in health insurance and pension schemes.
• Tax Identification Number: Employees must submit their My Number (a unique personal identification number in Japan).
• Employer Contributions: Employers are required to contribute to various social insurance programs, including health, pension, and unemployment insurance.

Outcome: Completion of tax and social security registration ensures accurate payroll deductions.

Step 4: Health and Safety Induction 🦺

When It’s Used: On or before the employee’s first day.

Action: Provide a health and safety induction, which is mandatory under Japanese law:

• Health and Safety Regulations: Outline emergency procedures, workplace hazards, and safety measures.
• Employee Safety Manual: Provide the manual, including role-specific safety guidelines.
• Personal Protective Equipment (PPE): Distribute necessary safety equipment if applicable.

Outcome: Ensure the employee understands safety procedures and acknowledges safety guidelines.

Step 5: Payroll and Benefits Enrollment 📊

When It’s Used: Within the first week.

Action: Set up payroll and benefits for the employee:

• Bank Details: Collect employee banking information for salary deposits.
• Benefits Enrollment: Register for applicable benefits such as health insurance, pension contributions, and other workplace perks.
• Overtime Policy: Communicate overtime rates, which are typically higher than standard pay (usually 25% or more depending on the hours worked).

Outcome: The employee is fully set up to receive timely and accurate payments and benefits.

Step 6: Workplace Policies and Training 📚

When It’s Used: Within the first month.

Action: Provide onboarding covering workplace policies and mandatory training:

• Code of Conduct: Review company policies on workplace behavior, ethics, and professionalism.
• Training Programs: Provide job-specific training as well as compliance training, including health and safety guidelines.
• Performance Metrics: Set clear performance expectations and goals for the employee.
• Flexible Work Options: Discuss available flexible working arrangements (if applicable).

Outcome: The employee is well-informed about company policies, their role, and expectations.

Step 7: Probation and Feedback Period 📅

When It’s Used: During the first 3-6 months.

Action: Monitor employee performance and provide regular feedback:

• Performance Reviews: Schedule periodic evaluations during the probation period.
• Feedback and Adjustments: Provide constructive feedback and discuss potential adjustments to job roles or expectations based on the employee’s performance.

Outcome: Confirm the employee’s status at the end of the probation period, either confirming continued employment or making adjustments.

Additional Information on Japan Employment Laws

• Labor Standards Act (LSA): Ensures employees are entitled to specific rights and benefits, including minimum wages, overtime pay, and paid leave.
• Employee Rights: Japanese labor laws protect against wrongful dismissal, discrimination, and harassment.
• Minimum Wage: Japan has a regionally variable minimum wage, set by each prefecture.