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A new employee, a new environment – the start in a company is associated with many expectations, but also uncertainties. How can you not only hire new employees, but really integrate them? What makes the difference between a simple “arrival” and a genuine integration that inspires both the employee and the company in the long term?
Onboarding definition
Onboarding is a process that integrates new employees into a company. It is about providing them with the necessary knowledge, skills and behaviors to become effective members of the organization.
The onboarding process begins with the signing of the employment contract and lasts until the end of the probationary period or even longer. The goal of onboarding is to make new employees productive as quickly as possible and help them fit into the organization.
Successful onboarding comprises three levels:
- Professional integration: familiarization with the new tasks and areas of work.
- Social integration: building relationships with colleagues and superiors.
- Value-oriented integration: communicating the company’s values and philosophy
Various measures are used to achieve these goals, such as
- Provision of information about the company and the job
- Use of personal mentors or sponsors
- Induction plans and checklists
- Training courses and workshops
- Regular feedback meetings
- Welcome gifts and joint events
Why is onboarding important?
Effective onboarding of new employees creates various benefits, above all a shorter induction period and lower staff turnover. The likelihood of resignations is reduced. Successful onboarding also ensures satisfied employees, who in turn report positively about their employer. A well-structured onboarding process increases employee motivation and satisfaction in the employment relationship and leads to greater employee loyalty overall.
The onboarding process
There is no standardized onboarding process that is suitable for all companies and all conditions. This is because the requirements differ depending on the company and the position to be filled. However, there are certain phases that are included in most onboarding processes.
Phases of onboarding
The onboarding process can be divided into 3 phases:
- the preboarding phase
- the orientation phase and
- the integration and learning phase
- the stability and acceptance phase
Preboarding phase: his phase begins with the signing of the employment contract and ends with the first day of work. Here, the new employee receives initial information about the company, e.g. mission statement, culture, structures and contacts. An induction plan for the first few weeks is handed out, covering dates, milestones and content.
A sponsor or mentor is assigned who acts as a supportive discussion partner and advisor and provides informal rules for everyday working life. Individual needs of the new employee, such as childcare, are taken into account in advance.
Orientation phase: This covers the period from the first working day to the third month at the company. The employee is introduced to his or her tasks and gets to know the company, colleagues, organization and processes better. The company values are explained to them both explicitly (e.g. dress code) and implicitly (e.g. internal departmental dealings). Regular feedback meetings with superiors and within the team serve to coordinate expectations and needs.
Integration and learning phase:The employee is more familiar with the processes and integrates professionally and socially into the day-to-day running of the company. They take on more responsibility, implement their own ideas and expand their skills through training. Collaboration in projects and working groups strengthens relationships with colleagues and managers. Problems and potential for improvement are addressed in feedback meetings and new topics and priorities are set.
Stability and acceptance phase: The employee has internalized the company’s goals and visions and is part of the community. Their social integration is complete and they can work independently on parts of their area of responsibility. The employee evaluates the onboarding measures and provides feedback for future onboarding design.
How long should the onboarding process take?
The optimal duration of the onboarding process is not the same everywhere and depends on various factors, such as the complexity of the position and the individual needs of the new employee.
As a rule, the onboarding process lasts until the end of the probationary period, which is usually six months. However, shorter or longer periods are also possible. Companies can design the process and duration of onboarding according to their specific requirements.
Regardless of the duration of onboarding, the early phase of the process is particularly important. Here it is important that the new employee receives all the tools and basic knowledge required for their work.
For complex activities and a demanding environment, the onboarding process can also be extended and later transferred into a continuous integration and integration process.
What companies should look out for during onboarding
Companies should design onboarding in such a way that the process covers all relevant levels in order to successfully integrate new employees. It is not just about imparting professional skills, but also about social integration into the team and identification with the corporate culture.
A new employee must feel welcome and valued in order to be motivated and productive. Even before the first day at work, companies can create positive expectations through regular communication and the provision of important information. On their first day, new employees should be warmly welcomed and introduced to their colleagues. A structured induction plan with clear tasks and objectives provides orientation and security.
During the integration phase, which can last several months, the employee should gradually take on more responsibility and be given the opportunity to contribute their own ideas. Regular feedback, both from the line manager and the employee, is essential to support and adapt the onboarding process.
Onboarding software and the use of artificial intelligence (AI) can help companies to structure and automate the process and make it more efficient.
Every new employee brings different experiences, skills and expectations to the company. A standardized onboarding process can therefore only be successful to a limited extent. Instead, companies should develop individual induction plans that are tailored to each person.
Involving the team is another important factor for successful onboarding. Colleagues play a key role in the integration of new employees. They can offer valuable support by sharing their knowledge, being available to answer questions and introducing the new employee to the company’s social environment. The role of a sponsor or mentor, who is available to the new employee as a contact person and advisor, is particularly important. Joint activities and team events promote cohesion and make it easier for the new employee to settle into the team.
The basis of successful onboarding is open and transparent communication throughout the entire process. The new employee should always be informed about the process and have clear expectations of their role and tasks. Regular feedback meetings offer the opportunity to eliminate uncertainties, discuss progress and adjust the onboarding process if necessary.
Special challenges when onboarding employees working from home
Companies face additional challenges when onboarding employees working from home, as the physical separation makes social integration and building relationships more difficult. This makes it all the more important that the onboarding process is carefully planned and structured and takes into account the special features of the home office work situation.
Regular communication with the new employee is essential when working from home. Virtual meetings, phone calls and emails should be used to keep in touch, clarify questions and provide feedback. Companies should also organize virtual team events and activities to promote team spirit and give the new employee the opportunity to get to know their colleagues and network.
The provision of the necessary technical equipment such as a laptop, monitor, keyboard and mouse must be initiated in good time so that the new employee is ready for work on their first day. Nothing is more frustrating for a new employee than wanting to start work but being prevented from doing so due to a lack of tools.
A structured induction plan with clear goals and tasks is particularly important when working from home to give the new employee orientation and security. Regular check-ins with the line manager and the team help to discuss progress and adjust the onboarding process if necessary. The expectations of working from home, such as availability and communication channels, should be clearly defined and communicated.
Communicating the corporate culture and values poses a particular challenge when working from home. Companies should use virtual formats to introduce new employees to the corporate philosophy and familiarize them with the standards and everyday working life.
The use of onboarding software Onboarding-Software and digital tools can support and simplify remote onboarding in the home office. Digital platforms make it possible to provide information, manage tasks and conduct online training.
New employees working from home need special attention and support to feel motivated and engaged. Regular feedback, recognition for good performance and involvement in team projects strengthen the sense of belonging and promote identification with the company.
Onboarding must be managed centrally
Onboarding is a complex process with many players, many information channels and even more dependencies. Onboarding includes, for example:
- Ordering, configuring and providing the required hardware and software for the new employee
- Setting up access for information portals
- Encoding access cards
- Setting up the workplace with office furniture and network infrastructure
- Sending important appointments
- Registering the employee in the HR software
Many people and teams are involved in these processes, such as HR, IT and facility management.
Due to its central importance for the successful onboarding of the new employee, it must be ensured that all processes involved in onboarding are managed and coordinated centrally. The person responsible for this can be employed in HR. However, it may also be the future line manager or a member of the team to which the new employee will belong in the future.
AI as valuable support in the onboarding process
AI can optimize the onboarding process for new employees in various areas and make it more efficient.
One important aspect of onboarding is quick and easy access to relevant company information. AI can act as a kind of “digital contact person” who is available at all times and can answer questions about processes, guidelines, contact persons or technical details. Imagine a new employee has a question about the services offered by the company – instead of laboriously searching through documents or asking colleagues, they can address this question directly to an AI system and receive a precise answer immediately. This immediate availability of information makes onboarding easier and reduces uncertainty among new employees.
Another advantage of AI in onboarding is the ability to create personalized learning paths. Instead of “flooding” all new employees with the same standard program, the AI analyses the individual profiles and adapts the training materials and learning content to the respective needs and prior knowledge. This supports efficient learning and enables new employees to familiarize themselves with the relevant topics more quickly.
AI can also automate administrative tasks in the onboarding process, e.g. filling out forms, setting up user accounts or sending welcome messages. This automation saves time and resources and allows HR staff to focus on the personal support and integration of new employees.
AI-based chatbots can improve communication between new employees and the company by being available around the clock for questions and concerns. This can reduce uncertainty and convey a sense of support. At the same time, automated feedback surveys can provide valuable insights into the experiences of new employees and help to continuously improve the onboarding process.
Checklist for onboarding
We have compiled a comprehensive onboarding checklist for you below. You can use the checklist when creating or adapting your onboarding process and use it to check ongoing onboardings for completeness.
Before the first working day (preboarding phase)
Ask about individual needs: In a personal meeting or via a questionnaire, record the new employee’s needs and wishes, e.g. with regard to working time model, childcare or technical equipment in the home office.
Communication: Maintain regular contact with the new employee, clarify open questions and provide all important information about the company, the team and the position.
Prepare the workplace: Equip the workplace with all the necessary work equipment: computer, telephone, access authorizations, etc. When working from home, ensure that the technical equipment is delivered on time.
Create an induction plan: Develop a structured induction plan with clear objectives, tasks and timelines.
Inform the team: Inform team members about the new colleague and involve them in planning the onboarding process.
Mentor program: Appoint an experienced employee as a mentor to accompany and support the new colleague during the first few weeks.
Welcome gift: Prepare a small welcome gift to express appreciation.
First day at work and first week
Warm welcome: Give the new employee a friendly greeting and make them feel welcome.
Introduction round: Introduce the new employee to the team and the most important contacts in the company.
Discuss induction plan: Go through the induction plan with the new employee and clarify their expectations and questions.
First tasks: Assign initial tasks to the new employee to help them quickly get up to speed.
Company presentation: Offer a presentation about the company, the products and the corporate culture.
Team building: Organize a joint lunch or other team building activity to promote integration.
Feedback: Obtain regular feedback to reflect on the onboarding process from the new employee’s perspective.
Integration phase (until the end of the probationary period and beyond):
Regular feedback meetings: provide feedback from both the line manager and the employee and discuss the progress of onboarding.
Development opportunities: Discuss the new employee’s individual development goals and offer training opportunities.
Networking and team integration: Create opportunities for the new employee to network with colleagues from other departments, e.g. through joint projects or events.
Live the corporate culture: Actively involve the new employee in the corporate culture and communicate the company’s values and norms to them.
Onboarding software: Consider the use of onboarding software to make the process efficient and automated.
Onboarding in the home office
Virtual communication: Schedule regular virtual meetings and phone calls to promote exchange and social interaction.
Digital tools: Use digital platforms to provide information, manage tasks and offer online training.
Team events: Organize virtual team events and activities to strengthen team spirit and promote contact between colleagues.
Evaluation of the onboarding process
Regular evaluation: Evaluate the onboarding process regularly and optimize it based on feedback.
Key figures: Define metrics to measure the success of onboarding, e.g. employee satisfaction, turnover rate, time to full productivity.
Summary
- Onboarding is crucial to the successful integration of new employees into the company.
- The onboarding process must be a perfect fit for the company, the team and the position.
- Social integration is particularly important.
- The onboarding requirements are particularly high for employees working from home.