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HR Onboarding SOP Template: From First Day to First Month for Peak Performance in 2026

ProcessReel TeamJune 11, 202625 min read4,901 words

HR Onboarding SOP Template: From First Day to First Month for Peak Performance in 2026

The first impression a new employee receives sets the tone for their entire tenure with your organization. In the dynamic talent landscape of 2026, where employee retention and rapid productivity are paramount, a haphazard or inconsistent onboarding experience is not just a missed opportunity—it's a significant business liability. Think about it: a new hire, brimming with potential, can quickly become disengaged, confused, or even decide to leave if their initial weeks are characterized by uncertainty and disorganization.

The solution isn't simply a checklist; it's a comprehensive, repeatable framework: a robust HR Onboarding Standard Operating Procedure (SOP) template. This isn't just paperwork; it's your organization's blueprint for integrating new talent effectively, ensuring every individual, from an entry-level associate to a senior executive, receives a structured, supportive, and consistent welcome.

At ProcessReel, we understand that creating detailed SOPs can feel like a monumental task, especially when dealing with the nuanced human element of onboarding. However, the benefits far outweigh the initial effort. A well-documented onboarding SOP provides clarity, reduces errors, saves HR and managerial time, and ultimately boosts new hire satisfaction and long-term retention. This article will guide you through building an HR Onboarding SOP template that covers the critical journey from a candidate's first day through their pivotal first month, transforming potential into performance.

The Criticality of a Structured HR Onboarding Process

Organizations often underestimate the true impact of their onboarding process. It's more than just signing papers and getting a laptop; it's about cultural integration, role clarity, and setting a foundation for success. In 2026, with remote and hybrid work models prevalent, a structured approach is even more vital to bridge geographical distances and foster immediate connection.

Consider these compelling reasons why a meticulously documented HR onboarding process is non-negotiable:

Boosting Employee Retention and Engagement

Studies consistently show a strong correlation between effective onboarding and higher retention rates. A 2022 survey by Gallup indicated that only 12% of employees strongly agree their organization does a great job onboarding new employees. The cost of replacing an employee can range from one-half to two times the employee's annual salary, depending on the role. For a mid-level manager earning $70,000, this could mean $35,000 to $140,000 in recruitment, training, and lost productivity costs. A structured onboarding process can reduce first-year turnover by 25% and improve new hire performance by 11%.

When new hires feel supported, understood, and quickly integrated, they are more likely to stay, become engaged, and contribute meaningfully. An HR onboarding SOP template ensures that every critical touchpoint is addressed, preventing new hires from feeling isolated or lost.

Accelerating Time to Productivity

Every day a new employee spends figuring out basic processes or waiting for system access is a day they're not contributing at their full potential. Effective onboarding, guided by clear SOPs, significantly reduces the time it takes for new hires to reach full productivity.

Imagine a new Software Engineer needing three weeks to gain all necessary system permissions, understand project management tools, and locate key documentation. With a precise HR Onboarding SOP, these processes are initiated pre-arrival or on Day 1, cutting that time down to days, not weeks. For a team of 10 new engineers annually, accelerating time to productivity by even one week per engineer could save 10 weeks of lost output.

Ensuring Compliance and Mitigating Risk

HR onboarding involves a myriad of legal and compliance requirements, from I-9 verification and tax forms to company policy acknowledgments (e.g., data privacy, anti-harassment). Mistakes or omissions in these critical early stages can lead to significant legal repercussions, fines, or reputational damage.

An HR Onboarding SOP template serves as a consistent checklist and guide for HR professionals, ensuring all necessary paperwork is completed, all mandatory training is assigned, and all legal obligations are met without fail. This standardized approach drastically reduces the risk of non-compliance.

Enhancing Brand Reputation and Candidate Experience

Your onboarding process reflects your company culture. A smooth, professional, and welcoming experience reinforces your employer brand, making new hires feel valued and confident in their decision to join your team. Conversely, a disorganized experience can lead to negative Glassdoor reviews, making future recruitment efforts more challenging. A positive onboarding experience transforms new hires into enthusiastic brand ambassadors.

Deconstructing the First Month: A Phased Approach

Effective onboarding isn't a single event; it's a journey. To create a truly impactful HR Onboarding SOP template, we'll break down the first month into distinct phases, each with specific objectives and actions.

By structuring your HR Onboarding SOP template around these phases, you ensure a holistic and progressive experience for every new employee.

Crafting Your HR Onboarding SOP Template: Key Components

A robust SOP isn't just a list of steps; it's a comprehensive document that provides context, clarity, and resources. Here are the essential components for your HR Onboarding SOP template:

ProcessReel shines in documenting these "Procedure Steps" and "Required Documents/Resources." Instead of writing out every click and menu navigation, you can record yourself or a team member performing a task (like setting up a new user in the HRIS or provisioning a laptop), narrate the steps, and ProcessReel automatically generates a detailed, visual SOP complete with screenshots and instructions. This dramatically reduces the time and effort traditionally associated with SOP creation.

Now, let's build out the detailed steps for each phase of your HR Onboarding SOP template.

Phase 1: Pre-Boarding & Preparation (Before Day 1)

This phase is crucial for laying the groundwork and demonstrating organizational efficiency before the new hire even steps through the door (or logs into the virtual office).

SOP Title: Pre-Boarding & New Hire Setup Roles: HR Generalist, Hiring Manager, IT Support Specialist, Payroll Administrator

1.0 HR Generalist Responsibilities (7-14 Days Prior to Start Date)

  1. 1.1 Initiate New Hire Paperwork & Communication:
    • 1.1.1 Send official offer letter and employment agreement via HRIS/ATS (Applicant Tracking System).
    • 1.1.2 Send welcome email to new hire, including:
      • Start date, time, and location (physical address or virtual meeting link).
      • Brief agenda for Day 1.
      • Contact person for questions (HR Generalist).
      • Link to company culture document or "About Us" page.
      • Instructions for completing pre-employment forms (tax forms, direct deposit, emergency contacts) through the HRIS.
    • 1.1.3 Confirm successful completion of background checks and drug screenings (if applicable).
    • 1.1.4 Create new employee record in HRIS, ensuring all data fields are populated accurately (e.g., personal details, start date, compensation, department, manager).
    • 1.1.5 Notify Payroll Administrator of new hire details, including start date and compensation, via secure internal system.
    • 1.1.6 Add new hire to benefits enrollment system and schedule an initial benefits overview session for Week 1.
    • 1.1.7 Assign an Onboarding Buddy from the new hire's team and notify both individuals.
    • 1.1.8 Schedule Day 1 orientation meeting for new hire and HR.

2.0 Hiring Manager Responsibilities (5-7 Days Prior to Start Date)

  1. 2.1 Prepare Department and Team:
    • 2.1.1 Inform team members of new hire's name, role, start date, and a brief professional background.
    • 2.1.2 Schedule individual "meet and greet" sessions for Day 1 and Week 1 with key team members and cross-functional partners.
    • 2.1.3 Prepare a detailed 30-60-90 day onboarding plan specific to the new hire's role and responsibilities.
    • 2.1.4 Clear physical workspace (desk, chair, supplies) or ensure virtual collaboration tools and initial project access are ready.
    • 2.1.5 Plan a team welcome lunch or virtual coffee for Day 1 or Week 1.

3.0 IT Support Specialist Responsibilities (3-5 Days Prior to Start Date)

  1. 3.1 Provision Essential Technology and Access:
    • 3.1.1 Create new user accounts for the new hire in:
      • Company directory (e.g., Active Directory, Azure AD).
      • Email system (e.g., Microsoft 365, Google Workspace).
      • Communication platforms (e.g., Slack, Microsoft Teams).
      • HRIS/Payroll system (employee access).
      • Project management software (e.g., Jira, Asana, Trello).
      • Any role-specific software (e.g., Salesforce for sales roles, Adobe Creative Suite for marketing).
    • 3.1.2 Set up and configure hardware (laptop, monitor, keyboard, mouse, headset) and ensure it's ready for pickup or shipping.
    • 3.1.3 Grant necessary folder and network drive access based on job role.
    • 3.1.4 Issue temporary passwords and clear instructions for initial login, or provide single sign-on (SSO) instructions.
    • 3.1.5 Schedule a brief IT orientation for Day 1 or Week 1.
    • Note: Documenting these IT setup procedures with ProcessReel ensures consistency. A recorded walkthrough of creating a new user in Active Directory or setting up a standard software suite converts directly into a step-by-step guide, significantly reducing errors and training time for new IT staff. This is especially helpful for complex tasks like those described in our article on IT Admin SOP Templates: Password Reset, System Setup, Troubleshooting – Essential for 2026 Operations.

Example Scenario: A new Data Analyst, Alex, is joining. The HR Generalist uses this SOP to ensure Alex receives a welcome email with a link to complete pre-hire forms 10 days out. Simultaneously, Alex's manager receives a reminder to prepare Alex's 30-60-90 day plan and inform the team. IT, following their ProcessReel-generated SOP for new user setup, provisions Alex's laptop with Tableau, SQL Server Management Studio, and Python environments, along with granting access to the Analytics team's shared drive. This coordinated effort means Alex's laptop arrives two days before his start date, pre-configured, making Day 1 about introductions, not installations.

Phase 2: The Critical First Day

Day 1 is your organization's chance to make a lasting positive impression. It should be structured, welcoming, and administrative-heavy but also culturally immersive.

SOP Title: New Employee First Day Welcome & Orientation Roles: HR Generalist, Hiring Manager, Onboarding Buddy, New Hire

1.0 HR Generalist Responsibilities (Day 1 Morning)

  1. 1.1 Official Welcome and Administrative Check-in:
    • 1.1.1 Greet new hire personally upon arrival or during the virtual meeting.
    • 1.1.2 Verify identity (e.g., I-9 documentation) and collect any outstanding physical forms (if applicable).
    • 1.1.3 Provide a physical or digital Welcome Packet including:
      • Company organizational chart.
      • Employee handbook summary.
      • Company values statement.
      • Benefits overview summary.
      • First Week schedule.
    • 1.1.4 Review key company policies (e.g., code of conduct, expense reporting, cybersecurity basics).
    • 1.1.5 Conduct a brief company overview presentation (history, mission, vision, products/services).
    • 1.1.6 Explain the HR Onboarding Program roadmap (e.g., 30-60-90 day plan overview, check-in points).
    • 1.1.7 Ensure HRIS login and basic navigation is demonstrated and functional for the new hire.
    • 1.1.8 Provide contact details for HR support.

2.0 Hiring Manager Responsibilities (Day 1 Morning/Afternoon)

  1. 2.1 Departmental & Role Introduction:
    • 2.1.1 Personally welcome the new hire to the team.
    • 2.1.2 Conduct a departmental overview: team structure, key projects, current priorities, and how the new hire's role contributes to overall objectives.
    • 2.1.3 Introduce the new hire to immediate team members, either in person or through a dedicated virtual meeting.
    • 2.1.4 Guide the new hire to their workspace (physical or virtual setup) and confirm all IT equipment is operational.
    • 2.1.5 Review the 30-60-90 day onboarding plan, focusing on Week 1 objectives.
    • 2.1.6 Discuss initial tasks or small projects to get started.
    • 2.1.7 Schedule daily brief check-ins for the first week.

3.0 Onboarding Buddy Responsibilities (Day 1)

  1. 3.1 Social Integration & Support:
    • 3.1.1 Greet the new hire and offer initial support.
    • 3.1.2 Provide a tour of the office/virtual collaboration tools.
    • 3.1.3 Facilitate introductions to additional colleagues beyond the immediate team.
    • 3.1.4 Answer informal questions about company culture, lunch spots, or communication norms.
    • 3.1.5 Accompany the new hire for lunch (if applicable) or schedule a virtual coffee break.

Example Scenario: Sarah, a new Marketing Coordinator, arrives for her first day. The HR Generalist, following the SOP, completes her I-9 verification and hands her a personalized welcome packet. After a brief company overview, Sarah meets her manager, Mark. Mark reviews her first-week tasks, which include familiarizing herself with the company's social media accounts and marketing analytics dashboards. Sarah's onboarding buddy, David, takes her to lunch and introduces her to colleagues from the Sales team, fostering early cross-departmental connections. This structured approach means Sarah feels connected and understands her initial priorities by the end of Day 1, rather than spending hours waiting for IT setup or feeling overwhelmed.

Phase 3: The First Week – Integration & Foundation

The first week builds upon the initial welcome, transitioning the new hire from administrative tasks to active participation and deeper cultural immersion. This is where role-specific training truly begins.

SOP Title: New Employee First Week Integration & Training Roles: Hiring Manager, New Hire, Onboarding Buddy, HR Generalist, IT Support Specialist

1.0 Hiring Manager Responsibilities (First Week)

  1. 1.1 Role-Specific Training & Task Assignment:
    • 1.1.1 Conduct daily 15-minute check-ins with the new hire to answer questions, provide feedback, and review progress on initial tasks.
    • 1.1.2 Introduce the new hire to core systems and tools relevant to their role (e.g., CRM, project management software, internal knowledge base).
      • Note: Using ProcessReel to create visual SOPs for navigating these systems can drastically improve efficiency. Record a walkthrough of how to log into the CRM, create a new contact, or run a basic report, narrate the steps, and ProcessReel generates an easy-to-follow guide. This frees managers from repeating the same instructions and ensures consistency in training. For roles like an Account Manager, this means they can quickly grasp processes like those outlined in our Mastering Your Sales Pipeline: Documenting Your Process from Lead to Close for Predictable Revenue article.
    • 1.1.3 Assign small, manageable projects or tasks that allow the new hire to immediately apply their skills and learn practical workflows.
    • 1.1.4 Facilitate meetings with key internal and external stakeholders the new hire will collaborate with regularly.
    • 1.1.5 Provide access to relevant training materials, documentation, and company resources (e.g., product guides, service catalogs).

2.0 New Hire Responsibilities (First Week)

  1. 2.1 Active Learning & Engagement:
    • 2.1.1 Complete all mandatory compliance training modules (e.g., data privacy, cybersecurity awareness, harassment prevention) via the Learning Management System (LMS).
    • 2.1.2 Familiarize self with company intranet, communication channels, and key internal documents.
    • 2.1.3 Participate actively in scheduled meetings and introductions.
    • 2.1.4 Ask questions and seek clarification on tasks, processes, and cultural norms.
    • 2.1.5 Begin working on assigned initial tasks/projects and seek feedback.

3.0 Onboarding Buddy Responsibilities (First Week)

  1. 3.1 Continued Support & Cultural Guidance:
    • 3.1.1 Check in with the new hire daily, offering informal support and answering questions that might not be directed to the manager or HR.
    • 3.1.2 Provide insights into team dynamics, unwritten rules, and company culture.
    • 3.1.3 Help navigate internal tools and resources (e.g., "Where do people usually store X document?").
    • 3.1.4 Facilitate team social interactions (e.g., inviting to virtual coffee breaks, team lunches).

4.0 HR Generalist & IT Support Responsibilities (First Week)

  1. 4.1 Follow-Up & Support:
    • 4.1.1 HR Generalist: Schedule an initial 1-on-1 check-in (30-minute) with the new hire by end of Week 1 to gauge satisfaction, address concerns, and answer benefits questions.
    • 4.1.2 IT Support Specialist: Conduct a brief IT orientation/Q&A session to ensure all systems are functioning correctly and provide troubleshooting basics.

Example Scenario: Jessica, a new Customer Success Manager, spends her first week learning the company's SaaS platform. Her manager uses a ProcessReel-generated SOP to show her how to navigate the client dashboard, create support tickets, and access client historical data in the CRM. Jessica also completes her mandatory compliance training and has daily check-ins with her manager and onboarding buddy, ensuring she feels supported and quickly becomes comfortable with her tools and responsibilities. By Friday, she's already taken ownership of a small client project, having rapidly gained confidence from the structured learning environment.

Phase 4: The First Month – Engagement & Performance

By the end of the first month, the new hire should feel a strong sense of belonging, understand their core responsibilities, and be actively contributing. This phase focuses on performance alignment, continuous feedback, and deepening integration.

SOP Title: New Employee First Month Performance & Integration Review Roles: Hiring Manager, New Hire, HR Generalist

1.0 Hiring Manager Responsibilities (First Month)

  1. 1.1 Performance & Goal Alignment:
    • 1.1.1 Schedule a formal 1-on-1 performance review at the 30-day mark (60-90 minutes).
    • 1.1.2 Review the 30-60-90 day plan, discussing progress, achievements, and areas for development during the first month.
    • 1.1.3 Collaboratively set clear, measurable, and achievable performance goals for the next 60 days, aligning them with departmental and company objectives.
    • 1.1.4 Provide constructive feedback on initial performance and behavior.
    • 1.1.5 Discuss ongoing training needs, career development interests, and resources available.
    • 1.1.6 Facilitate deeper integration into cross-functional projects or initiatives.
    • 1.1.7 Introduce the new hire to the wider team or department in a team meeting or social event.

2.0 New Hire Responsibilities (First Month)

  1. 2.1 Proactive Contribution & Feedback:
    • 2.1.1 Actively participate in the 30-day performance review, coming prepared to discuss achievements, challenges, and future goals.
    • 2.1.2 Seek out additional learning opportunities and ask for feedback on performance.
    • 2.1.3 Fully engage in team meetings and contribute ideas.
    • 2.1.4 Begin to take ownership of assigned projects and demonstrate initiative.
    • 2.1.5 Provide feedback on the onboarding process to their manager and HR.

3.0 HR Generalist Responsibilities (First Month)

  1. 3.1 Onboarding Program Evaluation & Support:
    • 3.1.1 Conduct a confidential 30-day new hire satisfaction survey to gather feedback on the onboarding process, manager support, and overall experience.
    • 3.1.2 Review survey results to identify areas for improvement in the HR onboarding SOP template.
    • 3.1.3 Follow up on any outstanding administrative items (e.g., benefits enrollment confirmation, final payroll setup).
    • 3.1.4 Offer additional support or resources based on feedback from the new hire or manager.
    • Note: If new hires need to document specific processes for their role (e.g., "How to process a refund request in system X" for a Customer Service Rep), ProcessReel can be introduced as a tool for them to create their own SOPs by simply recording their screen and narrating the steps. This not only empowers them but also builds a valuable internal knowledge base.

Example Scenario: By the 30-day mark, Liam, a new Financial Analyst, has completed his initial tasks and familiarized himself with the company's accounting software. In his 30-day review, his manager, Maria, commends his quick learning and proactive questions. They jointly establish goals for the next two months, focusing on independently generating specific financial reports and collaborating with the Sales team on revenue forecasting. Liam also provides positive feedback on the structured onboarding, noting that the ProcessReel-generated SOPs for using the ERP system were particularly helpful, allowing him to quickly become proficient.

Best Practices for Implementing & Maintaining Your HR Onboarding SOPs

Creating your HR Onboarding SOP template is just the first step. For it to truly deliver sustained value, ongoing implementation and maintenance are key.

1. Train Your Trainers (and Managers):

Ensure that everyone involved in the onboarding process—HR, managers, and onboarding buddies—is fully trained on the SOPs. They need to understand their roles, the sequence of events, and the importance of consistency. Conduct regular refreshers to reinforce best practices.

2. Integrate Technology Thoughtfully:

While SOPs provide the framework, technology like HRIS, LMS, and collaboration tools are the engines. Ensure these systems are well-integrated and that your SOPs account for their usage. ProcessReel, by converting screen recordings into visual guides, makes documenting system-specific steps intuitive and ensures that your HR team, IT, and managers can quickly create and update these critical how-to guides.

3. Regular Review and Updates:

Your organization, systems, and compliance requirements evolve. Your HR onboarding SOP template must evolve with them. Schedule annual reviews, or more frequently if there are significant changes in regulations, company structure, or technology. Actively solicit feedback from new hires and managers. What worked well? What was confusing? What could be improved? ProcessReel simplifies the updating process; instead of rewriting lengthy text, you can re-record a specific step or section and regenerate the updated SOP in minutes.

4. Foster a Culture of Documentation:

Encourage all departments to document their processes, not just HR. When a new hire moves into their role, clear SOPs for departmental functions (e.g., "How to submit a marketing campaign for review," "How to log a customer support ticket") will further accelerate their time to productivity.

5. Consider Localization for Global Teams:

If your organization operates internationally or has a diverse workforce, consider translating your onboarding SOPs. Providing materials in a new hire's native language can significantly enhance understanding and comfort. Our article, How to Translate SOPs for Multilingual Teams: Bridging Language Gaps for Global Operational Excellence, offers valuable insights into this process.

Measuring Success: Metrics for Effective Onboarding

To prove the value of your structured HR Onboarding SOP template, you need to measure its impact. Here are key metrics to track:

By consistently tracking these metrics, you can refine your HR Onboarding SOP template, demonstrating its tangible benefits and ensuring your investment in new talent yields maximum returns.

FAQ Section

Q1: What is the ideal length for an onboarding SOP, and should it be a single document?

An onboarding SOP isn't about arbitrary length; it's about comprehensive clarity. While a single master document might provide an overview, it's often more effective to have a core "Master Onboarding SOP" that references or links to more detailed, role-specific, or system-specific sub-SOPs. For example, the HR Generalist's part of the process would be in the master SOP, but "How to set up a new user in Salesforce" would be a separate, detailed ProcessReel-generated SOP linked from the manager's or IT's section. This modular approach keeps the main document manageable and allows for easier updates of individual components.

Q2: How often should HR onboarding SOPs be reviewed and updated?

A formal review should occur at least annually, typically by the HR Director or a designated HR lead. However, updates should happen more frequently as needed. Significant changes in company policy, legal regulations (e.g., new I-9 form versions), HRIS systems, or technology tools warrant immediate review and modification of relevant SOP sections. Feedback from new hires and managers (e.g., via 30/60/90-day surveys) should also trigger re-evaluations and potential improvements, ensuring the SOPs remain current and effective.

Q3: Can small businesses genuinely benefit from detailed onboarding SOPs, or are they only for large enterprises?

Absolutely, small businesses can benefit immensely, perhaps even more so proportionally. In a small team, every new hire has a larger impact on bandwidth and culture. A detailed HR onboarding SOP ensures consistency, frees up the owner or manager from repeatedly explaining basic processes, and accelerates new hires' ability to contribute. It builds a foundation for scalable growth, reduces early turnover (which is more painful in a small team), and ensures compliance, preventing costly mistakes that a small business might struggle to absorb. Tools like ProcessReel are particularly useful for small businesses because they simplify SOP creation, making sophisticated documentation accessible without dedicated technical writers.

Q4: How do SOPs accommodate personalized onboarding experiences for different roles or levels?

While the core HR onboarding SOP template provides a consistent framework (e.g., welcome process, compliance, general company info), personalization is achieved through designated "branches" or "appendices." For instance, a section for "Role-Specific Onboarding" would outline manager responsibilities for tailoring the 30-60-90 day plan, assigning relevant departmental SOPs (e.g., a "Sales Pipeline Management SOP" for an Account Manager), and scheduling specific training modules unique to that role. ProcessReel can generate specific SOPs for distinct job functions (e.g., "How a Customer Support Rep handles a Tier 1 ticket" vs. "How a Software Engineer deploys code"), all linked from the overarching HR onboarding process.

Q5: What is the biggest mistake companies make in onboarding, and how do SOPs prevent it?

The biggest mistake is inconsistency and a lack of structure, leading to an experience that varies wildly depending on the hiring manager or HR representative. This creates confusion, frustration, and a sense of being undervalued for the new hire. SOPs prevent this by:

  1. Standardizing tasks: Ensuring every critical step, from IT setup to benefits enrollment, is completed for every new hire.
  2. Clarifying responsibilities: Defining who does what, when, and how, eliminating dropped balls or duplicated efforts.
  3. Providing clear guidance: Offering step-by-step instructions and resources, so new hires know what to expect and where to find answers.
  4. Enforcing compliance: Guaranteeing all legal and regulatory requirements are met uniformly. By implementing a comprehensive HR Onboarding SOP template, organizations can replace chaos with clarity, leading to a consistently positive and productive start for every new team member.

Conclusion

Building a robust HR Onboarding SOP template for your organization is not merely a task; it's a strategic investment in your people and your future. From ensuring compliance to fostering immediate engagement and accelerating time to productivity, a structured approach from the first day through the first month lays the groundwork for long-term success.

By meticulously outlining each phase and every critical step, you transform an often-chaotic process into a smooth, welcoming, and efficient experience. Remember, consistency is key, and the ability to easily create, update, and disseminate these vital instructions is paramount.

With ProcessReel, the journey of documenting these intricate processes becomes significantly simpler. Record your screen, narrate the steps, and let our AI transform your actions into precise, visual, and actionable SOPs. Stop writing endless instruction manuals and start streamlining your HR operations today.

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