Why an employee onboarding guide?

Onboarding is a key element in ensuring a smooth transition and facilitating the integration of new hires into the company.

It is critical to recognize that there is never a second chance to make a good first impression. This principle also applies to onboarding since it represents the first operational meeting between the new employee and the company.

During the onboarding process, new hires form first impressions of their work environment, the people they will have to interact with, and the expectations the company has of them.

These first impressions can significantly influence an employee’s attitude, motivation, and commitment to his or her job and the company as a whole.

In this guide, we will uncover winning strategies to ensure that new employees feel welcome, supported, and ready to start their work experience in the best possible way. We will provide practical advice on how to plan and organize onboarding, what information and resources to share with new hires, and how to engage colleagues and managers to create a welcoming work environment.

We will also explore the importance of training and presentation of business processes and role expectations to enable new employees to quickly acquire the skills they need to be productive.

Finally, we will see how well-structured onboarding can positively affect employee engagement, job satisfaction, and retention.

These are the topics covered in this definitive guide to successful onboarding:

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What is onboarding

Onboarding for a company’s employees is the process of welcoming and integrating new hires into the organization. This initial phase is crucial to create a solid foundation and facilitate a smooth transition for new team members.

Onboarding involves a series of activities and procedures aimed at providing new employees with the information, resources, and skills they need to do their jobs effectively and efficiently. The main goal of onboarding is to ensure that new hires feel welcome, oriented and ready to integrate into the work environment.

During the onboarding process, new employees can participate in activities such as training sessions, company presentations, meetings with colleagues and managers, as well as receive informational materials regarding the company, internal policies, operational processes, and role expectations.

This helps new hires better understand the company culture, the responsibilities of their jobs, and initiate positive relationships with colleagues.

Effective onboarding helps reduce new employees’ adjustment time, helps them achieve productivity more quickly, and improves their job satisfaction .

In addition, proper integration promotes engagement, encourages identification with the company’s values and goals, and can help reduce turnover rates.

Missing onboarding generates employee dropoff in the first year of employment

The benefits of corporate onboarding

  • Reduced adjustment time: A good onboarding process helps new employees become familiar with the company, its culture and processes more quickly. This reduces the time needed to become fully operational and productive.
  • Increased engagement and motivation: Effective onboarding fosters a sense of engagement and belonging in the new employee. This stimulates engagement and motivation, pushing the employee to give their best in their role.
  • Improved employee retention: A positive onboarding experience helps to create a strong bond between the employee and the company, increasing the likelihood that the employee will stay long-term. This reduces the turnover rate and costs associated with staff replacement.
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  • Increased productivity: Good onboarding provides new employees with the information, resources, and skills they need to do their jobs effectively. This enables them to become productive quickly and contribute to the success of the company.
  • Better team integration: Onboarding provides an opportunity for new employees to get to know colleagues, build relationships and integrate into the team. This facilitates collaboration, communication and overall team effectiveness.
  • Reduced anxiety and stress: A well-structured onboarding process reduces the anxiety and stress associated with entering a new work environment. Providing support and clarity on expectations gives new employees the confidence to approach their role with confidence.
  • Effective communication of role expectations: Onboarding provides an opportunity to clearly and thoroughly communicate the employee’s role expectations, responsibilities, and goals. This helps the employee to fully understand what is expected of him or her and to work in line with the company’s expectations.
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  • Effective communication of role expectations: Onboarding provides an opportunity to clearly and thoroughly communicate the employee’s role expectations, responsibilities, and goals. This helps the employee to fully understand what is expected of him or her and to work in line with the company’s expectations.
  • Creating a strong corporate culture: Onboarding enables the company culture, values and vision to be shared with new employees. This helps create a sense of identity and belonging to the corporate culture, promoting alignment with the company’s goals and values.
  • Facilitation of professional development: A good onboarding process can include professional development planning for the new employee. This provides opportunities for learning and growth, demonstrating a commitment on the part of the company to helping the employee advance in his or her career.
  • Fostering customer satisfaction: Effective onboarding is not only about employee integration; it can also affect the customer experience. A well-prepared, motivated and involved employee is more likely to provide quality service, avoiding risks of disruption or discontinuity due to superficial or still incomplete induction and training.

In summary, a good onboarding process offers many benefits, including reduced adjustment time, increased engagement and productivity, better team integration, and increased staff retention.

By also fostering clear communication of expectations, it creates a strong corporate culture and professional development, contributing overall to the growth and success of the company.

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What are the indispensable elements of a good Onboarding process?

Now that we have gained an understanding of what onboarding is and the benefits it can offer, it is critical to explore the key elements that make up an effective onboarding process.

These elements are the key ingredients needed to create a successful onboarding experience for new employees.

Compliance: It is essential to provide new employees with training on key company policies, ensuring that they are aware of the rules and regulations governing the work environment.

This includes training on workplace safety, handling sensitive data, and corporate compliance policies.

Clarity: It is essential to communicate clearly and in detail the job responsibilities of each employee. This includes providing a complete description of the role, goals, performance expectations, and operating procedures.

Clarity helps employees to fully understand what is expected of them and to do their work effectively.

Culture: It is important to introduce new employees to the company culture, including the formal and informal norms that guide workplace behavior. This includes company values, traditions, communication patterns, and team dynamics. Explaining the company culture helps new employees adapt more easily to the work environment and identify with the company’s values.

Connection: It is crucial to foster positive relationships between new employees and existing colleagues. This can be done through team building activities, formal or informal presentations with team members, group work opportunities and social gatherings. Connecting with colleagues helps create a sense of belonging, mutual support and cohesion within the team.

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The central role of training in the Onboarding process

Training plays a key role in the onboarding process by providing new employees with the knowledge, skills and resources they need to do their jobs effectively. It is a key element in ensuring proper communication between the employee, the company and the relevant team throughout the integration and empowerment journey.

Training can take many forms, such as microlearning, learning by doing or continuing education to continuous improvement. Each of these methodologies has its own value and can be used in combination to provide a complete educational experience.

Microlearning is a training approach based on short learning modules focused on a single specific topic. This methodology allows new employees to learn in a focused and flexible manner, enabling them to quickly assimilate the key information they need to do their jobs.

Learning by doing focuses on learning through hands-on experience. New employees are involved in real activities and projects from the very beginning, enabling them to acquire knowledge and skills in an active and concrete way.

They say that languages are learned only by speaking them no? That’s right-this approach promotes autonomous learning, problem solving and understanding the dynamics of work.

Continuing education is a crucial aspect of ensuring that new employees receive ongoing support in their professional growth and development. This may include. Periodic training programs, workshops, mentoring or coaching. Continuing education enables employees to expand their skills over time, adapting to the changing needs of the business and keeping their goals aligned with those of the organization.

Training in the onboarding process helps bring clarity to the communication between the employee, the company and the relevant team. Through training, key information about role expectations, business processes, internal policies and company values are conveyed. This ensures a common alignment and shared understanding among all parties involved.

In addition, training in the onboarding process provides an opportunity to assess the new employee’s alignment with the company and identify any areas for improvement or additional training needs. This allows continuous monitoring and adaptation of the integration path, contributing to the continuous improvement of both the employee and the company as a whole.

In conclusion, training is an essential element in the onboarding process. Through various training methodologies and approaches, training ensures proper communication,alignment of expectations, and ongoing support for the success of the new employee and the company as a whole.

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How to implement a step-by-step onboarding process

To properly implement an onboarding plan, a number of basic steps must be followed. Listed below are the key steps for effective implementation of the onboarding process:

  • Create welcome kit and related materials with digital signatures for intake: Prepare a welcome kit that includes important information about the company, contract documents, confidentiality forms, and any other necessary documentation. Use digital signatures to simplify document management and speed up the intake process.
  • Create training materials suitable for the onboarding process by role, with explanation of the organizational chart and relevant roles: Prepare training materials specific to the new employee’s role. This should include an overview of the company’s organizational chart, explanations of reporting roles and hierarchies, as well as a presentation of the employee’s functions and responsibilities in his or her work context.
  • Designate a mentor or referral group for the entire onboarding process: Assign a dedicated mentor or referral group to guide the new employee through the onboarding process. These people can provide guidance, answer questions, and offer support while integrating into the new position.
  • Create training content both generic to the company and by role (the values charter, philosophy, approach to the environment, and both specific to the new employee’s role): Develop training content that presents the company culture, values, philosophy, and approach to the environment. Also, create training materials specific to the new employee’s role, covering relevant skills, procedures, and resources to do the job effectively.
  • Create a series of follow-up interviews and periodic check both with their contact persons and within the team to verify optimal alignment: Schedule a series of follow-up interviews during the onboarding process. These interviews can involve both contact persons assigned to the employee and members of the work team. The goal is to assess the new employee’s alignment, provide feedback, and address any questions or concerns.

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  • Schedule the entire process with processes time frame (first day, first week, first month, and first three months–until the new resource is fully onboarded): Create a detailed timetable for the entire onboarding process, breaking down activities into several key moments such as first day, first week, first month, and first three months. This will help manage and track the new employee’s progress throughout the integration process.
  • Monitor the proper alignment of both the educational and relational parts within the team through checklists and surveys (90, 180, 360 degrees) within the organization: Implement a monitoring system to assess the alignment of the new employee both educationally and relationally. This constant monitoring allows any adjustments to be made and ensures that the onboarding process develops optimally, promoting the new employee’s integration and productivity within the organization.

By following these basic steps, an effective onboarding plan can be implemented that will enable new employees to feel welcome, prepared and supported in their new position. The goal is to provide them with the necessary resources, information, and relationships to have a smooth transition and to achieve success in their role within the company.

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The different stages of onboarding

It is essential to understand in detail how the entire onboarding procedure is structured over time and what activities are planned at each stage. Steps in the corporate onboarding process include:

  • Preparation
  • Day One
  • Week 1
  • First month
  • First three months and continuous improvement

Preparation:

The preparation phase precedes the welcoming of the employee to the company. The primary goal is to ensure that the new hire is aware of what to expect prior to his or her arrival in the office and is partially prepared to deal with the core of the corporate onboarding process. Some strategies to adopt at this stage include:

  • Send: Sending a set of useful documents to the employee. For example, documents to be filled out before actual hiring, employee handbooks, parking passes, and other relevant information. These documents help the employee feel prepared on the first day of corporate onboarding and avoid confusion about the steps that await him or her within the organization.
  • Planning: Giving the employee a clear idea of what he or she will need to do on the first day is important, but it is even better to plan the entire company onboarding process for the entire week in detail. If possible, it is also useful to summarily plan the business onboarding process for the next three months.
  • Instruct: Not only should objects be prepared, but also people. Existing employees should be informed about the new hire, knowing his or her name, role, and other details relevant to the company onboarding process. Informing colleagues that you will be taking a tour of the offices with the new employee helps avoid surprises and fosters friendly relationships among colleagues.
  • Prepare: Ensure that the employee finds his or her workspace ready to receive him or her, with all the tools and resources needed for the company’s onboarding process. Ensuring that the desk, computer, and stationery are already available helps make the employee feel welcome and optimize his or her work from the start.
  • Meet: In addition to the colleagues the employee will be dealing with on a daily basis, it is important that he or she also meet key people in the company, such as managers and members of other teams with whom he or she may have to interface occasionally. Arranging meetings with these people throughout the day allows the new employee to get to know them and make initial contact.

It is critical to understand in detail how the business onboarding process is structured over time and what to do during each phase. The stages of the process include the preparation phase, the first day, the first week and the first three months.

In the preparation phase, the main objective is to ensure that the new employee is informed and partially prepared for the onboarding process. It is important to send relevant documents, plan the program onboarding for the first day and then for the entire week and set up the workplace with the necessary resources. At this stage, it is also crucial to inform colleagues and arrange meetings with key people in the company.

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Day One

During the first day of onboarding, it will be critically important to plan the following activities:

  • Formal introduction to team and contact persons: Arrange a formal introduction where the new employee can be introduced to his or her team and key contacts within the company. This will allow the employee to get to know the colleagues he or she will be working with and establish initial contact with the relevant figures.
  • Tour of the company and various departments: Conduct a comprehensive tour of the company, showing the new employee the various departments and work areas. This will provide a comprehensive overview of company facilities and help the employee become familiar with the work environment.
  • Anticipate the weekly schedule: Introduce the weekly schedule of onboarding activities to the new employee. This will provide a clear idea of what to expect over the next few days and allow the employee to mentally prepare for upcoming activities.
  • Introduce the designated mentor: Introduce the designated mentor to the new employee. The mentor will be responsible for providing guidance, support, and answering questions during the onboarding process. Introducing the mentor allows the employee to establish trust and have a point of reference within the organization.

The goal then of the first day is to plan the employee’s entire employee journey , that is, not to let the first-day experience be left to chance at any time-as mentioned, there is never a second chance to make a good first impression.

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Week 1

In the second week of the onboarding process, the key points to ensure effective employee onboarding will be as follows:

  • Corporate culture: Deepen the employee’s understanding of corporate culture. This may include sharing information about the company’s values, mission and vision, as well as presenting company traditions and informal norms that guide workplace behavior.
  • In-depth procedures and processes manual: Provide the employee with a comprehensive manual describing the company’s specific procedures and processes. This manual should be a useful reference for the employee in the course of his or her daily activities, providing clear guidance on how to perform operations, company policies and standard procedures.
  • Set the person’s goals and align them with those of the team: Work with the employee to set personal goals and align them with those of the team and the company. This will help the employee understand how his or her work contributes to the overall goals of the organization and feel involved in the collective success.
  • Define role-specific training and education: Identify the training needs specific to the employee’s role and plan corresponding training and education activities. This could include courses, workshops, mentorship or other learning modalities to develop the skills needed to perform the role effectively.
  • Verification of the learning curve and results: Evaluate the employee’s achievements up to that point, both in terms of feedback received and tasks and processes performed. This review can include formal or informal evaluation moments where the employee can share his or her progress, receive feedback, and address any questions or problems.

The goal during the second week of onboarding is to deepen the employee’s understanding of the company culture, provide the resources needed to get the job done, and set clear goals. It also aims to ensure specific training and evaluate the results achieved so far.

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The first month

During the first month of onboarding, special attention is paid to the following to the verification of procedures, and oversight and control processes are implemented. This period is marked by various activities:

  • Verification of understanding of the assigned role and functions: This tests whether the employee has fully understood his or her role and related responsibilities, based on the content of the onboarding and initial training modules. It is assessed whether the employee has acquired the knowledge and skills necessary to perform his or her duties adequately.
  • Verification of shadowing with tutor: The effectiveness of shadowing with the tutor or mentor assigned to the employee is checked. It assesses whether the mentor provided adequate support in guiding the employee through the various operational steps and helping him or her better understand the work environment.
  • Verification of inclusion with team liaisons: The employee’s effective communication and collaboration with team liaisons is verified. This includes assessing interactions with colleagues and the ability to work as a team. It also assesses the employee’s fit with the relevant leaders for their function, ensuring that there is a clear understanding of expectations and appropriate support.

This first month of onboarding is a crucial period for assessing the effectiveness of the employee’s integration and his or her ability to adapt to company procedures. Through the review of procedures and processes, the aim is to ensure that the employee is correctly conforming to expectations and is performing his or her role effectively

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From three months onwards

During the next three months of onboarding, the objectives will focus on more advanced challenges and aim to assess and support the employee’s integration into the role and business ecosystem. The key points will be as follows:

  • Verification of communication quality and feedback: During this period, it will be important to assess the quality of communication both individually and within the relevant team. This involves assessing clarity in communication, the ability to give and receive feedback, and the ability to adapt to the company’s internal communication dynamics.
  • Verification of learning of procedures and processes: It will be necessary to assess the learning of procedures and processes specific to the employee’s role and to evaluate the employee’s acquisition of independence within them. This involves verifying that the employee has assimilated the knowledge and skills necessary to perform his or her work independently and safely.
  • Goal setting and KPIs: During this period, it will be important to set specific goals for the employee’s role and identify Key Performance Indicators (KPIs) to monitor their performance. This will align expectations and assess the employee’s progress against established goals.
  • Internal induction assessment: It will be appropriate to conduct an initial internal assessment to understand the employee’s learning curve and adaptation to the new business ecosystem. This assessment will identify possible areas for improvement, provide targeted feedback, and support the employee in his or her professional growth and development.

During this period, the focus shifts to more advanced assessment of the employee’s skills, performance, and fit with the role and company. Through these measurements and assessments, it will be possible to provide the support needed to facilitate a full transition and full integration of the employee within the organization.

Corporate onboarding of employees and subsequent Continuous improvement

The Continuous Improvement

Continuous improvement, or continuous improvement, is a key concept in organizations that aims to constantly identify and implement improvements in business practices, processes and performance. It is based on the idea that there is never an end point where everything can be said to be perfect, but that there is always room for optimization and innovation.

Once an employee’s onboarding phase is completed, corporate continuous improvement canbe integrated into the employee’s career development path. This is how it can be contextualized:

  1. Identification of areas for improvement: After onboarding, the company can assess the employee’s skills, performance, and potential. Through feedback, periodic evaluations, or performance reviews, areas may emerge where the employee can improve to reach more advanced levels and roles. This may include the development of specific technical or soft skills.
  2. Setting improvement goals: Once areas for improvement have been identified, the company and the employee can work together to set specific, measurable goals for his or her development. These goals should be realistic, challenging, and aligned with business strategy and career opportunities.
  3. Training and development plans: To support continuous improvement, the company can provide the employee with opportunities for training, coaching, mentoring or participation in special projects. These programs can help employees develop the skills required for their professional advancement and to mature to more advanced levels and roles.
  4. Monitoring and evaluation: During the continuous improvement journey, it is important to regularly monitor and evaluate the employee’s progress. This can be done through feedback, performance evaluations, periodic reviews or individual discussions. Monitoring helps identify any challenges or obstacles and provide additional support if needed.
  5. Opportunities for growth and advancement: Continuous business improvement offers the employee concrete opportunities for professional growth and advancement. Through improved skills and performance, the employee can aspire to more advanced roles, additional responsibilities or promotions within the organization.

In essence, corporate continuous improvement can be incorporated into an employee’s career path once the onboarding phase is completed. Through the identification of areas for improvement, the setting of specific goals,training and development programs, regular monitoring and evaluation, and opportunities for growth, the employee can progress, mature, and reach more advanced levels and roles within the organization.

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The impact of technology in the Onboarding process.

The Onboarding process has also found its answer in digitization. Now platforms and applications have emerged with the goal of reducing organizational effort at each HR by bringing the role to a new paradigm .

In fact, the new employee experience platforms offer valuable support to HR in configuring an optimal onboarding experience for employees.

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Through the use of innovative technologies, these platforms offer a number of benefits that can be broken down into several key aspects.

“Employee experience platforms generate data entry implicitly, that’s why they work!”

  • Process automation: Employee experience platforms enable the automation of most onboarding processes. This means that activities such as creating documents, sending notifications, collecting signatures and managing information can be automated, greatly reducing HR’s administrative workload. This leads to significant savings in time and resources.
  • Holistic approach to functions: New Human Resources (HR) software and platforms are undergoing significant evolution, greatly expanding their functions. This trend reflects a growing desire to put the employee, the ultimate recipient of such tools, at the center in order to offer a holistic approach that covers the entire employment journey. The latest HR solutions represent a major step forward, offering extended functionality and greater integration. They are no longer limited only to the management of hiring and firing, but embrace the entire work experience, from recruitment to training, from performance monitoring to benefits management to performance management processes. Here an in-depth look at tools, software and platforms dedicated to the industry 👇👇👇👇
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  • Customized experience: These platforms offer the ability to create a customized onboarding experience for each employee. Through the use of forms and content specific to the employee’s role and position, relevant and pertinent information can be provided for the employee’s integration journey. This helps to improve employee engagement from the outset and ensure better assimilation of information.
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  • People Analytics and Data-driven Performance: employee experience platforms enable the collection and analysis of employee onboarding and performance data. These data-driven analytics, known as people analytics, provide in-depth insight into the effectiveness of the onboarding process and employee performance over time. This enables HR to identify areas for improvement, identify best practices, and adapt the onboarding process more strategically and efficiently.
  • Centralization of information: with these platforms, all information related to onboarding can be centralized, allowing quick and easy access to all necessary documents, forms and resources. This avoids information leakage and simplifies the management and sharing of onboarding materials with employees and the HR team.
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  • Integration with other HR solutions: employee experience platforms can be integrated with other existing HR solutions, such as human resource management system (HRMS) or training and development software. This integration allows a more efficient flow of data and information, enabling integrated management of different HR activities and providing a complete picture of employee information.

Overall, the‘s use of employee experience platforms enables HR to configure a more efficient, personalized and data-driven onboarding process. This results in time and resource savings, improved quality of implemented processes, and access to a new level of data-driven management of people and performance.

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What will be the new role of the HR manager with the advent of technology?

In this digital revolution, the HR manager plays a key role in business innovation by becoming a true enabler.

Technology has now long since churned out software to manage all processes, whether it is recruitment, onboarding, asset management to performance management, there is now software.

Traditionally, these activities until a while ago were handled through a series of separate software, often proving complex to integrate and use.

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A recent trend has seen the migration to next-generation solutions that are more integrated with the adoption of AI-based employee experience platforms.

These platforms essentially unite the different functions of the HR manager, providing a holistic view of activities and simplifying process management.

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With Artificial Intelligence also, these platforms offer advanced features such as process automation, personalization of the employee experience and data analysis.

This optimizes HR activities all round, reducing administrative workload and improving the quality of implemented processes.

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Adoption as the key to success

A key aspect of these platforms is gamification, which makes the software “standalone,” i.e., it does not ask for any persuasive action to engage employees.

In fact, gamification is a motivational and engagement methodology based on gaming, or rather using elements derived from gaming for processes dedicated to productivity.

Through an engaging and interactive experience offered precisely by gamification, employees can thus actively participate in the process of adopting new technologies, greatly increasing the effectiveness of the implementation phase of new platforms.

In conclusion, the adoption of AI-based employee experience platforms offer HR managers the opportunity to drive innovation more effectively.

These integrated solutions streamline HR activities, allowing you to focus on creating an engaging employee experience and implementing data-driven performance management strategies, and eliminating repetitive work and redundancies.

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Conclusions

In conclusion, in this definitive HR guide to corporate onboarding we have highlighted the myriad facets of a particularly delicate process that as a whole reveals several pitfalls and critical issues.

the management of employee onboarding therefore requires a new holistic view that places the employee at the center of attention, a compartmentalized “siloed” view by function that takes into account only the stages of the employee experience is no longer contemplated today .

Technology, with its software platforms based on artificial intelligence and gamification, has now already effectively transformed the role of HR managers and redefined the way people work in HR.

A new world of opportunities and new professions is opening up thanks to this further new paradigm shift.

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