What is onboarding, and how do you approach it properly?

Ruben Wieman

Ruben Wieman

Onboarding is always a hot topic in HR land, and for a good reason. Onboarding is critical to employee engagement and the success of new hires. In the current labor market, finding and keeping the right employees for the right vacancy is a top priority, and the onboarding process is an essential part of that.

Onboarding goes beyond a quick introduction. It’s the red carpet you roll out for your new arrival. A good onboarding process improves your employees’ satisfaction, involvement, and productivity.

But how do you onboard a new employee? This article gives you a complete overview of the definition of onboarding and the employee onboarding process flow.

Last updated on May

Table of Contents

What is onboarding?

Onboarding is the term used to describe the process in which new employees get introduced and trained during their first weeks at a new job. The literal meaning of onboarding is ‘to get on board’. 

As a brand new employee, you step on board with an employer you don’t know yet, and this can be both very exciting as well as uncomfortable.

Good onboarding consists of a structured program that spans several months to integrate the employee into the organization. The new colleague must speak the same language, breathe the company vision, and know the way around the new working environment. 

And above all: the new recruit should feel very welcome and comfortable in the new work environment.

In addition, the employee onboarding process consists of all the steps an organization needs to take so that (frontline) employees feel at home in their new workplace, get to know your organization, and become successful in their job.

What is the difference between onboarding and induction?

Induction is the process of introducing a new employee to your organization. Where is the staff entrance? How does the cash register work and where do you sit during the break?

Onboarding goes beyond these practical matters and continues where the induction stops. During the onboarding process, the new employee discovers which goals the organization pursues and feels how each department conveys the core values.

Why is onboarding important?

Good onboarding increases satisfaction, engagement, and productivity among new employees. 

New employees will quickly become part of the organization and, therefore, be productive sooner. 

But above all, great onboarding means committed employees. And this is very important, because the new generation of employees is looking for more than just a good salary.

Work atmosphere, professional development, and career opportunities have become crucial when choosing an employer, if not decisive. Job satisfaction grows when someone feels seen and valued.

Careful onboarding, therefore, makes an organization an attractive employer where people would like to stay longer. You keep knowledge in-house for longer and save on recruitment.

According to SHRM, employee turnover can be as much as 50% in the first 18 months of employment.

An unsuccessful onboarding period can therefore make or break employee retention.

🎥 Tip: Watch the recorded Oneteam webinar Onboarding Retail Employees. During this 30-minute webinar, we share a step-by-step approach to making new hires successful.

Why is onboarding important
The importance of a good onboarding program

How long does an onboarding process take?

An onboarding process starts about two weeks before a new employee starts working. It then takes an average of six months before someone is finally trained and knows all the ins and outs of the work and the organization.

Who is responsible for onboarding within the organization?

Onboarding is not, by definition, HR’s duty. Nor is it the manager’s solitary task to properly integrate the new employee into the organization. It’s a combination of forces.

First impressions come in intensely at the start of a working relationship. Every department and every colleague has a vital role in giving the new employee a warm welcome. That not only applies to positive things, but the risk of an inappropriate comment or incorrect information is just as significant.

Onboarding Checklist (ENG)

What are essential onboarding documents?

The precise list of information that must be covered during the onboarding process differs per organization and individual needs of each role and employee.

There are, however, a few elements that should be included in every process:

1. General information about the organization: Helpful background information like the history, business objectives, customer information, and an organizational chart.

2. Contact list: Contact information of each colleague and location. You can easily integrate the contact list into your employee app, so that everyone always has the right information at hand.

3. Digital Information Pack: Think of absenteeism procedures, pension schemes, salary scales, or job descriptions.

4. Relevant learning packages: Offer relevant e-learning or microlearning programs. This gives you an interactive, accessible, and fun way of developing your employees.  

5. Feedback documentation: You can ask your employees one-on-one to give feedback, but the easiest way is to do this by sending out a survey.

6. Standard documents: Think of registration forms for internal training programs, templates for social media posts, or service transfer forms.

What are the components of an employee onboarding process flow?

The basis of a good onboarding process consists of five basic parts, which can be defined as the 5 C’s:

1. Compliance

There is some basic information every employee just needs to know. This contains things like safety instructions, submitting declarations, handling keys and badges, appropriate work clothing, and login details for apps and programs.

2. Clarification

What are the expectations of the organization towards the employee? What does the position entail and whatnot, what are the basic requirements? Clarification is all about understanding mutual expectations.

3. Culture

Include the new colleague from the start in the mission, vision, and values of the organization. What goals are pursued, what is considered important and what are ‘our’ ways? Giving clarity about the ‘Why‘ of the company provides guidance and makes a smooth integration a lot easier.

Tip: Before someone starts at your organization, share a video via the employee onboarding app, in which you share everything about the history, mission, vision, and values.

4. Connection

We all realized it during the lockdown period: a good connection with colleagues is essential. The informal contacts make you genuinely feel part of an organization. With a social and collegial relationship, collaboration is much easier and more effective.

Help the new employee build their network. For example, introduce new recruits to a go-to buddy for all their questions or invite them to team drinks, an activity, or a game.

5. Check back

This fifth C is often forgotten when formulating an onboarding process, but we think it is too important to skip. Don’t let go of your new employee too quickly.

Ask the employee for feedback and evaluate the onboarding program. Are there points of attention, and what did they like or dislike? Asking for feedback is a critical evaluation moment for the HR cycle and personal development plan.

H&M Video Example | Dance Challenge
Tip: see how H&M ensures that all employees are involved in the organization through fun challenges and activities.

7 tips for successful onboarding of new frontline employees

Once on board, the new employee is up and running, integrated and they are pretty much part of the equation. But how do you get to that point? What steps should you take to successfully onboard a new employee?

1. Pre-boarding before the first working day

It all starts with that signature at the bottom of the contract. From this moment on, it is important to involve the new employee in your organization, even if they’re not starting for another few weeks. 

Do you have a staff party or team-building event coming up? Invite the new employee. Is there any news about the organization? Keep them informed. After all, you want to stay in touch and ensure that the employee is looking forward to their first working day.

Prepare a schedule for the first week and send it to the employee together with other relevant documents. It is also advisable to inform colleagues about the arrival of the new colleague and what they can expect from the addition to the team.

Want to step up your game? Then start working with a buddy system and partner up new recruits with current team members. This will give your new recruit a go-to person for any questions during their onboarding period. Furthermore, a buddy system can help make new hires more productive faster. 

Read more about pre-boarding of employees.

Onboarding Buddy System
An onboarding buddy system can improve new hire proficiency by 87%

2. Designing a personal onboarding program

It is advisable to design a personal onboarding program. Which people and programs should someone get to know quickly? What information is important to share?

The more that is written down and put in place, the less messy the first week will be. Make sure the team is informed of someone’s arrival and that immediate colleagues have time to get acquainted.

The more complete your onboarding program is, the more professional you will come across as a company and the sooner the new employee will have settled in.

Onboarding App Example
Offer your employees a personalized and interactive onboarding experience

3. Introduction to the first working week

Naturally, you should give your new employee a warm welcome on the first working day. Not only will they be given the key and company clothing, but a few balloons, flowers or a nice welcome package will make new staff feel very welcome.

Walk the new employee through the onboarding program. What can they expect from the onboarding program in the coming period? Who will they be meeting in the coming days and who should they contact if they have any questions?

Tip: an onboarding app can help you make this phase and subsequent phases of onboarding run smoothly. 

4. The induction period 

All practical matters for the new employee have been arranged. The introductory round has been completed, they have everything they need to carry out their tasks.

The actual familiarization process can begin. It is important not to throw the new employee in at the deep end, but to guide them where necessary.

Give the new employee the opportunity to ask questions and let them know that they are allowed to make mistakes.

5. On & off the job training

Your new employee learns mostly by doing. Colleagues explain and experience for themselves how things work or don’t work. Off-the-job training can also be part of the onboarding process.

For example; microlearning courses about the cash register system, or a training course in customer service or food safety. Employees who are given the opportunity to develop a wide range of skills are more satisfied, motivated, and loyal.

6. Incorporating feedback loops

The first few weeks of work can make or break someone’s career and job satisfaction.

That’s why it is important to incorporate a feedback moment a few weeks in when the manager discusses the progress with the new employee. You can also use different types of employee surveys for this.

Don’t wait until the first six-monthly meeting, that will take far too long. Give the new employee the opportunity to raise issues or give valuable feedback.

Onboarding Survey Example
Example: Onboarding Evaluation Survey via Oneteam

7. Onboarding as a continuous process

Your new employee will be immersed in information in the first few weeks, but of course, they won’t know everything yet. A good onboarding process, therefore, does not end after a few weeks.

To get the employee to perform optimally, you will have to be involved with them more often. Make sure to regularly ask whether everything is going as expected. Do they still enjoy the work?

Do they have any particular wishes? With a little bit of extra attention, especially in the first six months of the employment contract, you will avoid missing signals and prevent the employee from quitting their job after the first few months.

The next step to improve your onboarding process

Are you ready to bring your onboarding program to new heights? Digitizing your onboarding process can not only make onboarding a lot easier but also more attractive.

With Oneteam’s all-in-one employee app, including an onboarding module, you can bring all your onboarding documents together on one user-friendly, interactive platform. Connecting with colleagues, departments, and different locations has never been easier.

Learn how Oneteam can help your organization make new hires successful and engaged, and book a guided demo via the form below.

Request a guided Oneteam demo

Discover how Oneteam can help you make your frontline workforce successful and engaged. During the demo, we will guide you through our all-in-one employee app and we’ll be happy to answer all your questions.

Fill in the form below and we will contact you within a day.

Ruben Wieman

Ruben Wieman

Ruben Wieman is the founder of Oneteam. He mainly writes about the future of frontline employee experience and key frontline HR trends.Fun fact about Ruben: Started his professional career working as a frontline worker at supermarkets and as a pizza delivery guy. The frustrations he encountered as frontline worker lead him to build an employee experience app focused on making the frontline workforce successful and engaged.

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