Onboarding new employees

Just imagine: After an extensive recruitment process, you’ve finally found the ideal candidate for a key position at your company. The relief and anticipation are great—but now the real challenge begins. Onboarding is a crucial process that is often underestimated. The aim is not only to give the new employee a warm welcome, but also to provide them with a seamless induction period that motivates them and makes them productive right from the outset. Good onboarding makes a huge difference! It not only influences how quickly new employees find their feet, but also how long they stay at the company. But how do you make sure that the first few days and weeks are not just okay, but great?

Learn how to develop an effective and successful onboarding program that both successfully integrates new employees and retains them at your company long-term. Your onboarding program will not only inspire the new employees, but also be of lasting benefit to your company.

Onboarding refers to the process of inducting and integrating new employees into a company. Onboarding goes far beyond mere orientation. it covers everything from initial contact before the first day of work, to the person’s complete integration into the corporate culture and work processes. Good onboarding logically has an impact on employee satisfaction and loyalty, productivity and performance, as people who feel well looked after from the outset will contribute and feel valued.

When setting goals, be sure to involve stakeholders from different areas of your company, as they will have different perspectives and experiences. This will help you develop a more comprehensive and effective onboarding process. In addition, involving stakeholders enables expectations of the onboarding process to be clearly communicated and coordinated across all levels of the company. And by the way: Stakeholders who are involved in the development process generally feel more responsible for the success of onboarding program. Their active involvement can thus help to increase engagement and support for onboarding across different areas of the business.

The pre-onboarding phase is a critical part of the onboarding process that aims to help new employees get off to a positive start before they even officially begin work. Here are five important tasks that should be completed during this phase:

Send a welcome letter and information pack
Send the new employee a welcome letter confirming their employment and offering a warm welcome. Supplement this letter with an information pack that includes details of their first day at work, an agenda for the induction period, company policies, and perhaps a company culture guide.

Provide work materials and access
Ensure that all necessary work materials such as a laptop, cellphone, and other technical equipment are prepared and ready for use. Set up all necessary access to internal systems, email accounts, and software licenses.

Announce introduction to the team
Inform the team about the new hire, provide basic information about the new employee’s role and their planned start date. This helps to prepare the team for the arrival of the new colleague and promotes a welcoming atmosphere.

Assign a contact person
Assign the new employee a contact person or buddy who will support them during the first few weeks. This contact person can answer questions, offer support, and serve as their first social contact in the company.

Prepare the workstation
Organize the new employee’s workstation, including desk, chair, and other necessary office equipment. A well-prepared working environment conveys appreciation and helps employees feel comfortable from day one.

These pre-onboarding steps help to minimize uncertainty, facilitate integration, and ensure a positive experience that lays the foundation for a successful long-term relationship between the employee and the company.

A new employee’s first day at work is crucial for their first impression of the company and can contribute significantly to their further motivation and loyalty. Here are five essential tasks that should be completed on the first day:

Personal welcome
Make sure that the new employee is welcomed personally by their line manager or a member of the HR team. A warm welcome creates a positive atmosphere and shows that the company values the new employee.

Orientation session
Hold an orientation session to give the new employee an overview of the company. Present important information such as the company’s history, mission, vision, corporate values, and important company policies and procedures.

Company tour
Organize a guided tour of the offices and facilities. Show the new employee important places such as the canteen, toilets, printer rooms, and emergency exits, and introduce them to colleagues and key people in the company.

Check the workstation
Ensure that the workstation is fully equipped and that all devices are in working order. Check that the new employee has access to all the necessary systems and resources and whether they know how to get in touch with the IT department if they have any questions or problems.

First meeting with the immediate team
Arrange a first meeting with the team in which the new employee will be working. This provides a formal introduction and helps the new employee get to know their colleagues and establish important initial relationships.

These activities on the first day of work are designed to give the new employee a sense of belonging and appreciation, and to lay the foundations for a successful induction and long-term employment with the company.

The first week of a new person’s employment is a crucial time for their induction and integration into the team. Here are five key tasks that should be covered in the first week to ensure an effective onboarding process:

Intensive training and introduction to work processes
Plan targeted training sessions to familiarize the new employee with the tasks, tools, and systems specific to their role. This includes both basic processes and more specialized, role-related skills and knowledge.

Assignment of initial, manageable tasks:
Give the new employee small, manageable projects or tasks to give them a feel for the practical work. These first tasks should be designed to offer an early sense of achievement and boost their confidence.

Daily check-ins with the supervisor or mentor
Organize short daily meetings between the new starter and their supervisor or assigned mentor to discuss progress, answer questions, and provide feedback. This helps the new employee feel oriented and supported.

Introduction to team dynamics and participation in regular meetings:
Integrate the new employee into regular team meetings and other communication channels. This promotes an understanding of the team dynamics and helps the employee get to know current projects and discussions.

Feedback meeting at the end of the first week
Conduct a formal feedback meeting at the end of the week to discuss the employee’s experience and gather their first impressions. This also provides an opportunity to adapt the onboarding plan based on the feedback received.

These planned activities help to effectively introduce the new employee to their role and the team, and lay the foundation for successful and long-term cooperation within the company.

The first 90 days are crucial for the long-term integration and productivity of a new employee. Here are five key tasks that should be considered part of the onboarding process during this period.

Ongoing training and professional development
Plan ongoing training and workshops tailored to the specific requirements of the new employee’s role. This may include attending external courses or certification programs to further enhance their skills and knowledge.

Active involvement in larger projects
Once the new employee has become familiar with basic tasks and processes in the first few weeks, you should gradually involve them in larger and more complex projects. This not only gives them an understanding of the broader business goals and strategies, but also a sense of making a valuable contribution to the team.

Regular one-to-one meetings with their supervisor
Organize weekly or bi-weekly one-to-one meetings between the employee and their supervisor to monitor progress, set goals, and provide continuous feedback. These meetings are important to ensure that the employee is on the right track and that any problems are addressed at an early stage.

Build an internal network
Actively support the new employee in building a network within the organization. This can take the form of participation in various interdepartmental meetings, company events, or informal meetings with colleagues from other departments.

Evaluation and adaptation of the onboarding process
At the end of the first 90 days, a formal evaluation of the onboarding process should take place. This should include a comprehensive assessment of the employee’s performance, a review of the targets set, and a detailed feedback session in which the employee shares their experiences and can request further support or resources.

This structured approach during the first 90 days not only supports the new employee’s induction, but also promotes their long-term loyalty to the company. A well-thought-out 90-day plan helps to successfully integrate the new employee and make them a committed and productive member of the team.

A learning management system (LMS) is the ideal tool for an effective onboarding process. All training materials and resources are made available on a central platform. New employees can easily access documents, videos, eLearning modules, and other relevant content they need for their induction. This gives them easy access to necessary information and ensures that all employees receive the same resources and learning opportunities.

A learning management system not only facilitates efficient and effective onboarding, but also promotes a corporate culture that encourages learning, which is crucial to both the long-term success of the company and employee satisfaction.