Tips for a successful onboarding

New employees are an important investment in the future for any company. To ensure that this investment pays off, it is crucial to welcome new team members from the outset and integrate them into the company in the best possible way.

Structured and well thought-out onboarding helps new employees to quickly find their feet, establish important contacts and build an emotional bond with the company. This makes them feel at home right from the start and allows them to make the most of their skills. In this article, you will find out how to successfully welcome new employees and organize onboarding effectively.

Preparation

Make sure that everything is ready for the new employee before they start their first day at work. 

• Completely set up the new employee's workplace so that they can get started immediately.
   
• Make sure that the employee has all the necessary tools and equipment (keys, company cell phone, business cards, etc.).
   
• Inform the IT department that the new employee is starting so that they can set them up and instruct them on their first day.
   
• Have access and logins for all required systems and programs assigned and tested in advance.
   
• Prepare all documents that the new employee will need, e.g. employment contract, organization chart, important guidelines.

This makes the new employee feel welcome from day one and ensures a smooth start. An applicant management system can help to record all the necessary information and access points in advance and structure the induction process.

Welcome package for new employees

A welcome pack is a nice gesture to welcome new employees. It usually contains a folder with important documents, a small gift and personal business cards.

• Welcome folder: New employees are given all the relevant documents they will need in the first few months. For example, organization chart, important contacts, operating instructions, regulations, etc. The folder should ideally only contain the essentials, otherwise it will appear overloaded.
   
• Gift: A small gift shows the new colleague that you are happy for them. Classic gifts include a notebook, ballpoint pen, USB stick or coffee-to-go mug with the company logo. The gift should not be too expensive.
   
• Business cards: These allow the new employee to make contacts directly and feel part of the team. The card should be on the desk on the first day.

Presentation

A personal welcome to the new employee by the manager or direct supervisor is very important. On the first day of work, time should be taken for a personal interview and the new employee's role and tasks in the company should be explained.

A round of introductions with direct colleagues should also be organized. It is best to plan a short team meeting for this so that the new employee gets to know all the key contacts. Make sure that the new employee also has the opportunity to talk to colleagues in person during the first few days, e.g. during breaks. This promotes team cohesion and helps the new colleague to settle in quickly.

Training

A good induction is crucial to ensure that new employees quickly find their feet and can work productively. 

• A good induction is crucial so that new employees can quickly find their feet and work productivelyA structured induction plan that covers the most important stages in the first few weeks and months is often useful. This should include what the employee should learn and be able to do and when.
   
• Appoint a mentor from the team who will work closely with the new colleague and act as a point of contact. The mentor should have experience and be familiar with the processes.
   
• Offer learning management software or internal training on the company, its products, services and processes. Invite external trainers if specialist knowledge is required.
   
• Hold regular feedback meetings to review learning progress and make adjustments to the induction plan.

Feedback

Regular feedback meetings help to integrate new employees into the team, optimally promote their skills and identify potential problems at an early stage. In the first weeks and months, managers should hold weekly feedback meetings with new team members. In this way, any uncertainties, questions or problems can be addressed at an early stage. Positive feedback is also important to motivate new colleagues and give them confidence.

Feedback meetings are about giving the new employee honest and constructive feedback on their performance and behavior in the team. However, there should also be room for self-reflection and personal assessment. It is important that the feedback always remains factual and the tone is friendly. Only then will the new employee feel taken seriously and valued. Harsh criticism without solutions, on the other hand, tends to unsettle people.

Integration into the team

To make new employees feel part of the corporate culture, it is important to create opportunities for them to network and get to know other employees. Organize regular team events or lunches together to strengthen team cohesion. This gives new employees the opportunity to interact informally with colleagues. Also make sure that new team members are included in meetings and important projects. This helps them feel like a valuable member of the team. Encourage other employees to invite new colleagues to lunch or show them around the coffee kitchen and other rooms. These small gestures help new employees feel welcome.

Digitalization for efficient onboarding

Digitalization offers many opportunities for optimizing the onboarding process for new employees and making it more efficient. An applicant management system can be a great help here. It can be used to digitally record applications, track the application process and effectively coordinate communication with applicants.

As soon as an applicant becomes a new employee, the system can automatically trigger tasks and processes that are important for onboarding. The new employee can be given an account and access to important systems even before their first day at work. Induction plans, schedule overviews, checklists and all relevant documents can also be made available to the new employee in the system. This makes it easier to structure the induction process.

Avoid common mistakes 

When onboarding new employees, there are some typical mistakes and pitfalls that need to be avoided:

• No or insufficient preparation - The workplace and the required work equipment should be ready. Colleagues and superiors must also be informed.
   
• No fixed contact person - The new employee should have a fixed contact person who acts as a mentor.
   
• Inadequate induction - A thorough induction into the tasks and processes is essential. Checklists can help.
   
• Neglect of integration - New employees should quickly feel part of the team. Space and opportunity must be created for this.
   
• Lack of feedback - Regular feedback is important, especially in the early days. This is the only way to identify problems early on.
   
• Excessive demands - Tasks should be easy at first and then gradually become more demanding. Expectations that are too high are frustrating.

Successful onboarding of new employees is crucial for retaining and motivating talent in the long term. It is therefore worth investing time and effort in creating the first impression and training.