What is an onboarding process?
Onboarding is a structured HR management process that helps new colleagues to quickly and effectively familiarize themselves with their new tasks after signing their contract or starting work.
An effective onboarding process is crucial to reducing employee turnover. In 2022, the turnover rate in Germany was around 33 percent. Well thought-out onboarding binds new employees to the company at an early stage and creates a basis for long-term success.
Important: Successful onboarding forms the foundation for a positive and lasting relationship between employees and the company.
The three onboarding phases
The basis for the start is a signed employment contract. Once this is in place, the first of three phases of the onboarding process begins.
Phase 1: Preparation for onboarding
In this phase, it is HR’s job to prepare all relevant documents and provide them to the new team members in good time. A checklist can help to ensure that no important points are forgotten.
What should be prepared in any case:
- Company presentation: Contains key data on the company and corporate culture
- Induction plan: Specifies the exact process and stages that the new team member will go through
- List of contact persons: Contains important contacts, such as the manager, HR department, IT and other relevant contact persons
- Work materials: Laptop, access points, mouse, keyboard and other required utensils
Extra tip: A nice gesture, such as a welcome message or a small gift at the workplace, can have a positive influence on the first impression.
- Onboarding buddy: A colleague from the same team who is available to provide support
- Access and building key: Enables a smooth start
- Information to team members: Inform the team and department in advance of the new employee’s arrival
Phase 2: Start of the first working week
On the first day at work, first impressions are particularly important. Careful preparation ensures a smooth start and a relaxed arrival.
- Welcome to the team
- Create time for a first arrival: For example, with a coffee together or a short break
- Hand over and go through the prepared documents
- Introduce the onboarding buddy: This acts as the first point of contact in everyday working life
Important: Good onboarding training can make it much easier to get started and strengthens the feeling of belonging right from the start.
Phase 3: Integration into everyday working life
After the first week, the focus is on integration into the regular working day. Regular meetings with the new team member are important to monitor progress.
During the probationary period and beyond, the team – especially the onboarding buddy – plays a central role in integration.
Important: Hold regular feedback meetings to clarify open questions from the outset and promote the integration of new employees.
Why digital onboarding training is crucial for a good induction
Digitalization has also revolutionized HR. Digital onboarding training offers a modern solution for training new employees effectively and flexibly.
Advantages of digital onboarding:
- Interactive familiarization: systems and corporate culture are communicated in an engaging way
- Individual content: Training can be adapted to the specific needs of employees
- Flexibility: resources can be accessed at any time and from anywhere
5 tips for successful onboarding training
As experts in employee training, we know how important it is to keep your finger on the pulse and design an onboarding process that is not only structured but also inspiring.
Thoughtful onboarding training goes far beyond providing information – it lays the foundation for a motivated and engaged team. Here are five proven tips to take your onboarding training to the next level.
Tip 1: Create personalized training plans
Every new employee brings different skills, experience and learning needs with them. A one-size-fits-all approach is not enough here. Personalized training plans allow you to prepare new employees for their role in a targeted and effective way.
- Customization: Use a Learning Management System (LMS) to create tailor-made content. Take into account the specific tasks and objectives of each position.
- Practical examples: For a new sales representative, training content could include sales strategies, product knowledge and effective communication with customers. Technical employees, on the other hand, may need deeper insights into software systems or development processes.
Advantage: With an individual approach, you not only increase the efficiency of induction, but also the motivation and satisfaction of new employees.
Tip 2: Provide interactive learning content
Monotonous presentations and documents are a thing of the past. Interactive and multimedia content creates a dynamic learning experience that will be remembered for a long time.
- Possible applications: Use simulations, quizzes, videos and gamified learning modules to convey complex topics in an engaging way. With formats such as Big Picture and Learning Cards, new employees can absorb important content in small, easily digestible portions.
- Support from hiveQ: Our LMS hiveQ creates an immersive learning experience that is specifically tailored to your requirements. Our experts develop learning content that are a perfect fit for your company.
Advantage: Interactive content promotes engagement and helps to anchor important information in the long term.
Tip 3: Use clear communication
Smooth communication is the key to successful onboarding. Transparency minimizes uncertainty and strengthens employees’ trust in the company.
- Tools and technologies: With the social learning function of our LMS, you can provide targeted information. Use videos, graphics and short updates to communicate topics in an easily understandable way.
- Promote user engagement: Employees can like and comment on posts and exchange information with colleagues. This creates a dynamic learning community that enriches the onboarding process.
Advantage: Regular updates and clear contact persons help new employees to feel well informed and integrated.
Tip 4: Implement regular feedback
Onboarding is not a one-off process, but a continuous journey. Regular feedback is crucial to measure progress and optimize the onboarding process.
Feedback methods: Use questionnaires, happy sheets or face-to-face meetings to gather feedback. With an LMS, you can design feedback forms flexibly and evaluate them automatically.
Data-based improvements: Analyze the feedback to identify and target weaknesses in onboarding. New findings can be integrated directly into the next training cycle.
Advantage: Employees feel heard and noticed, which increases their satisfaction and loyalty to the company.
Tip 5: Maintain sustainable relationships
The onboarding process does not end with the induction. Strong social integration and building relationships play a key role in making new employees feel comfortable and valued.
- Mentoring programs: Assign new employees experienced colleagues to support them in their first weeks and months.
- Team building: Promote integration through joint lunches, team activities or cross-departmental projects.
- Long-term commitment: Activities such as yoga classes or volunteering create connections that go beyond the daily work routine.
Advantage: Employees who feel socially integrated are more motivated and loyal to the company.
Conclusion: Onboarding training strengthens the relationship with your employees
Following the five tips provides a good basis for successful digital onboarding training, which not only facilitates the integration of new employees, but also lays the foundation for a long-term positive relationship between employees and the company.
With our LMS hiveQ, you have the tools to put the tips into practice and offer a unique onboarding experience.
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