Onboarding process – discover best practices

Every company dreams of having a team made up of engaged, competent, and well-integrated employees. However, achieving this requires a strong start, which means effective onboarding of new employees. Below, you'll find best practices in this area.

Prepare the ground before the first day

Before the new employee steps through the doors of your company, it’s important to consider how to make their first day as comfortable and productive as possible. Onboarding a new employee is not just about formalities but primarily about building relationships and creating a foundation for effective collaboration.

Prepare the workstation – Before the new person arrives, ensure that their workstation is fully equipped. This means not only a functioning computer and appropriate tools but also a place for personal items, access to necessary programs, and access to the company's shared resources. Every detail matters—from the chair to the notebook.

Integrate with the team – It’s helpful to ask a few team members to welcome the new employee and show them around the office. This way, the new person won’t feel lost and will immediately sense support from their colleagues.

Welcome package – You might prepare a special welcome package. This could be a brief brochure describing the company culture, office layout, important procedures, and a list of useful contacts. You can also include small company-branded gifts like a notebook, pen, or mug.

Introduction to company culture – Every company has its unique values and culture. Introduce the new employee to the company’s mission, values, and expectations of the team. This could be in the form of a presentation, a conversation with HR, or even a welcome video.

Clear communication – It’s important to communicate clearly and openly with the new employee from the very start. Define their main tasks, outline plans for the coming weeks, and point out whom they can approach with any questions.

Plan the first days – To make the onboarding process as effective as possible, plan the new employee's first days at the company. This might include training, meetings with various departments, or a Q&A session with team leaders.

Remember, the first impression is crucial. If you’re unsure how to build a strong team in the workplace, a well-planned onboarding process is an investment in the employee’s future with the organization and the future of the entire team.

Build relationships from the very start

Building relationships with the new employee doesn’t end on the first day. It’s an ongoing process, but the first day is its foundation. Why is this important?

First impressions last the longest – People usually rely on their initial impressions. If the new employee feels welcomed, accepted, and valued from the beginning, it will undoubtedly have a positive impact on their engagement and perception of the company in the long term.

Building trust – Trust is a key element of effective teamwork. By warmly onboarding the new employee, you show them that there is a place for them and that they are an important part of the team. This lays the groundwork for building mutual trust.

Team integration – A friendly introduction and organizing a meeting with the team or a joint lunch are excellent tools for integration. This helps the new employee get to know their colleagues, their roles, and responsibilities, which facilitates later collaboration.

Understanding organizational culture – Every company has its unique culture—values, norms, and expectations. By warmly introducing the new employee, you give them a chance to better understand this culture, which speeds up the adaptation process.

Reducing stress – As mentioned, the first day in a new job is stressful. Small gestures like a shared coffee or a friendly introduction help reduce stress, positively impacting the new employee’s well-being and effectiveness.

Proper onboarding of a new employee is beneficial not only for the employee but also for the entire company. It strengthens the sense of belonging, builds trust, and creates a positive atmosphere in the team.

The role of the onboarding program for new employees

When a new employee joins a company, the initial days and weeks are crucial for their integration, understanding the company culture, and effectively getting started with their duties. A well-structured onboarding program is not just a set of tasks and presentations but a thoughtful process designed to ease this challenging phase. More information on this topic can be found in our article “Best Practices for the New Employee Onboarding Process.”

Company structure – Understanding the hierarchy, departments, and key people in the organization is essential for the new employee to know who to approach for specific issues. Introducing them to the company structure also helps them understand how their work impacts the overall business.

Company values and mission – Every employee should not only know the company’s values but also understand and apply them in their daily work. The company’s mission provides direction and helps understand the organization’s long-term goals. Presenting values and mission through workshops or discussions is more effective than a simple document.

Roles and responsibilities – Clearly defining expectations for the new employee is key to their success. Ensure they understand their specific tasks, goals, and available tools. Regular meetings with a supervisor will help monitor progress and adjust responsibilities as needed.

Mentoring – Assigning a mentor or buddy—someone who helps the new employee integrate into the new environment, answers questions, and provides support—is an effective way to ease adaptation.

Training and workshops – Offer the new employee training that will help them acquire the necessary skills to perform their duties effectively. These can include both internal and external training sessions.

Feedback – Regular meetings with a supervisor, where the new employee receives feedback on their work, are crucial. This allows for ongoing correction of errors and builds confidence.

When onboarding a new employee is carefully planned and meticulously executed, it benefits both the employee and the company. The employee feels valued, well-prepared for their role, and more engaged in their work. The company, in turn, gains a productive and motivated employee from the very beginning of their career within the organization.

Introducing corporate culture through an experienced colleague

The mentoring or buddy system is a strategy that allows for smoother and more effective onboarding of a new employee in the company. By pairing an experienced employee with someone who is just starting their journey with the organization, many benefits can be achieved. Each employee is different and has unique needs. A mentor or buddy, thanks to their experience, can tailor the onboarding process to the new employee’s individual needs.

Relationship building – Working with a mentor from the very start enables the new employee to build a relationship with someone who is already part of the company. This can help with team integration and also builds a sense of belonging.

Support and guidance – When the new employee encounters obstacles or uncertainties, the mentor is available to quickly answer questions and help find solutions. This avoids frustration and unnecessary loss of time.

Understanding corporate culture – A mentor, as someone who has been with the company longer, is an excellent source of knowledge about the corporate culture, values, and norms within the organization. This helps the new employee adapt to the company’s expectations and standards.

Benefits for mentors – Being a mentor also benefits experienced employees. It gives them a sense that their knowledge and experience are valuable to the company and helps them develop leadership skills by learning how to effectively transfer knowledge.

Good mentoring programs do not end after the formal onboarding process. Many companies continue these relationships, allowing for ongoing employee development through regular meetings, feedback exchange, and goal setting. The mentoring or buddy system not only speeds up the onboarding process but also impacts long-term employee engagement and loyalty. It’s an investment that benefits both employees and the organization.

Regular feedback meetings

The first days in a new job are an intense period of acclimatization. However, effectively onboarding a new employee into the culture and dynamics of the organization is a process that takes much longer. To ensure lasting and effective onboarding, companies must understand that it is a continuous effort that requires ongoing attention and commitment.

Adaptation phase – Beyond the initial weeks when the new employee learns basic tasks, there comes a time when they need to understand more complex aspects of their role. Regular meetings during this period help monitor progress and identify areas needing additional training or support.

Feedback is key – Regular conversations with the new employee not only help track their progress but also provide an excellent opportunity for feedback exchange. The new employee can share their insights on what works and what could be improved. Such open communication strengthens trust and builds relationships.

Long-term goals – As time progresses, it’s valuable to set long-term goals for the new employee that will evolve with their skills and experience. This helps them understand what is expected of them in the long run.

Building team relationships – Onboarding the new employee doesn’t end with understanding their role. Integration with the team and building strong relationships with colleagues is equally important. Team outings, workshops, or group projects can aid in this process.

Investment in development – By showing the new employee that the company is interested in their long-term development, you not only increase their engagement but also invest in the company’s future. This might include additional training, conferences, or courses related to their field.

Onboarding a new employee is an ongoing process that requires attention, engagement, and adaptation. By regularly monitoring and adjusting the onboarding process, you can ensure that every new employee feels valued, understood, and ready to succeed in the company.

Invest in training – harness the full potential of the new employee

Every company has a unique culture, set of procedures, and specific tools it uses. Therefore, it is crucial not to assume that a new employee’s experience from other organizations automatically translates into effectiveness in your company. Training and workshops are essential to fully integrate the new employee and provide them with all the tools needed for success.

Individual needs – Each new employee is different. Some may be proficient with certain tools but less familiar with others. Therefore, it’s worth having individual conversations and tailoring training to the employee’s specific needs.

Interactive workshops – Instead of traditional training where the employee passively absorbs information, consider investing in workshops. This approach allows employees to engage actively with the material and apply what they’ve learned in practical scenarios.

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