Onboarding process – the most important steps

Hiring new employees requires more than just persuading them to sign a contract. You have to introduce them to your company, explain the organizational culture and provide support. This minimizes the risk of problems during the trial period. Here comes the effective onboarding process. Let’s take a look at how it can benefit new employees of your company.

What is the onboarding process?

The onboarding process is a strategically planned and implemented stage of introducing new employees to the organization. It includes a series of activities aimed at familiarizing new team members with the company culture, values, tasks and work environment. Key elements of the onboarding process include preparing an implementation plan, providing mentorship support, delivering appropriate training and social integration. Effective onboarding promotes the rapid adaptation of the employee to the new role, improves engagement and increases retention, which has a positive effect on the organization’s long-term success.

During the process, you can introduce the new employees to:

• Company rules (such as holidays).
• The terms of their employment.
• Regular duties and responsibilities.
• The place where they work.

Thanks to the in-depth “organization socialization”, the onboarding process can prevent problems. It aims to make life easier for everyone by encouraging and supporting the new employee at the beginning of their career in your company.

Application onboarding process

You can start the onboarding process at the application stage. Here’s a step-by-step approach:

• Job specification publication (generating candidates).
• Candidate evaluation.
• Conducting interviews.
• Decision on employment.
• Job offer submission.

It’s at the early stages of evaluation and the interview that you can explain your company’s culture. You can check if the candidates are right for your company at these stages.

After hiring someone, you can carry out the rest of the action plan.

4 Phases of Employee Onboarding

1. Preboarding:
   • Recruitment and Offer Acceptance: Finalizing the hiring process and extending the job offer.
   • Documentation and Compliance: Completing necessary paperwork and ensuring legal requirements are met.
   • Welcome Communication: Setting expectations and providing essential information before the first day.
2. Onboarding and Welcoming New Employees:
   • Introduction to Company Culture: Communicating values, mission, and the overall work environment.
   • Team Introductions: Facilitating introductions to colleagues and key team members.
   • Initial Training: Providing basic training on company policies, tools, and procedures.
3. Training:
   • Role-Specific Training: Offering detailed training on the employee’s specific role and responsibilities.
   • Departmental Integration: Immersing the employee in the team’s functions and goals.
   • Mentorship and Support: Assigning a mentor and ensuring ongoing support for questions and concerns.
4. Transition to the New Role:
   • Performance Feedback: Conducting regular check-ins and providing constructive feedback.
   • Career Development Discussions: Exploring growth opportunities and long-term career paths. Use a ready-made career development survey template!
   • Full Integration: Ensuring the employee feels fully integrated into the team and is prepared for their evolving role.

These phases create a structured onboarding process, fostering a smooth transition and positive experience for new employees.

Key stages of the onboarding process

• Develop a comprehensive onboarding plan Before the new employee’s first day, create a detailed onboarding plan that will define their initial weeks and months at work. This plan should contain clear goals, milestones and deadlines for both the new employee and their superior. Make sure you integrate opportunities for socialization, training and feedback to ensure a smooth transition to the company’s organizational culture.
• Prepare a warm welcome First impressions are crucial. Make sure the new employee feels welcome by preparing their workstation, providing necessary resources and introducing them to the team. Prepare a welcome package containing essential information such as company rules, benefits and organizational chart to help them quickly adjust to their new role and work environment.
• Assign a mentor or partner Pairing a new employee with an experienced colleague can provide invaluable help and support. A mentor or partner can answer questions, provide advice and help the new employee navigate the company’s culture and procedures. This relationship also promotes a sense of camaraderie and helps the new employee build connections within the organization.
• Provide comprehensive training Training is a key element of the onboarding process. Make sure the new employee receives detailed instructions regarding their duties, company policies and any tools or software they will be working with. Tailor the training to their specific needs and provide opportunities for practical practice. Regularly assess their progress and adjust the training plan if necessary.
• Set clear expectations and goals: During onboarding, communicate the company’s expectations and set achievable goals for the new employee. Clearly define their duties, performance indicators and any deadlines they should meet. Regularly review these expectations and provide constructive feedback to help the new employee keep up and feel supported in their role.
• Encourage social integration Fostering a sense of belonging is key to employee satisfaction and retention. Encourage social integration by involving the new employee in team activities, organizing informal meetings and promoting open communication channels. Enable the new employee to establish contacts with colleagues, both within their department and beyond, to build a strong support network.
• Collect and implement feedback Regularly ask the new employee about their experiences and satisfaction. Use this information to identify areas for improvement and adjust your onboarding process accordingly. Additionally, provide feedback on their performance, offering tips and support to help them grow in their role.

Constantly use appropriate employee research methods to obtain valuable information about their motivation, performance and satisfaction.

In summary, a successful employee onboarding experience is key in creating a positive work environment and ensuring the long-term success of new employees. By following these seven steps, you can create a comprehensive and effective onboarding process that sets your employees on the path to success in your organization.