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Structured three-phase onboarding accelerates productivity, reduces staff turnover and strengthens loyalty.
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The successful integration of new employees begins long before they start their first day at work. A structured onboarding process is crucial to ensuring that employees feel comfortable and involved right from the start. Although the onboarding process differs from company to company, they all have one thing in common: they go through three onboarding phases. In this article, we will show you how to optimise these phases and what tasks you will be faced with.
Pre-boarding begins with the signing of the employment contract and lasts until the new employee’s first day at work. In this phase, it is particularly important to instil confidence in the company in the new employee, the onboardee, and to provide them with all the necessary information. This will enable them to start work without any complications.
The employer and HR managers play a crucial role in this by creating a structured induction plan. Other tasks include:
Informing important contacts within the company
Communicating the corporate culture
Setting important coordination dates for the first few weeks of work
Preparing the workplace: providing work equipment, such as necessary software programmes, and setting up access and authorisations
Informing the department about the new employee’s start date
Pre-boarding is followed by the orientation phase. Starting on the first day of work, this onboarding phase lasts until the third month. The focus is particularly on professional training and the social integration of the new employee.
The first day of work begins with welcoming the new employee. Ideally, a familiar face should make the initial contact and introduce the assigned mentor, if available. A tour of the office and a brief introduction to colleagues immediately makes the new employee feel welcome.
The new employee’s direct supervisor should give them an overview of the work processes and activities on their first day. Continuous communication is particularly important during this time:
At the end of the day, a face-to-face meeting should be held with the new employee to find out if they have any questions and what can be done to ensure that they continue to feel welcome.
Depending on the job, the size of the company and the industry, the new hire’s first week on the job should include an overview of the company’s various products and services. Individual training sessions and workshops should be used to impart the necessary general knowledge and detailed information about the company:
A learning management system (LMS) can support HR managers in this regard and manage online training courses that present important topics in an appealing way. With our LMS hiveQ, onboarding training can not only be simplified, but a unique onboarding experience can also be created.
Small tasks, such as setting up an email signature or introducing oneself on the corporate social network, give the new hire a sense of productivity. Participating in presentations and team meetings can be helpful in getting to know projects and leads. This also promotes social integration: people with whom one will be working more frequently in the future can be more easily identified and introduced in a relaxed atmosphere.
Here, too, it is important to maintain close contact with the new hire and to be available for regular exchanges to address any questions or concerns the new employee may have.
The integration phase begins in the third month and lasts for another three to nine months. During this time, the focus is on sustainable employee retention and talent management. The goal is the complete and comprehensive professional, social and value-oriented integration of the new employee into the company: the new hire should gradually take on more responsibility and show initiative.
During the integration phase, the new employee is not only introduced to the company’s strategy and goals, but is also actively involved in working groups and projects. Training and education complement the integration process and ensure that the employee can confidently handle daily tasks and further their professional development.
After completing the integration phase, the employee moves on to the regular personnel development process, which is continued through regular feedback meetings. Here, it is clarified how satisfactory the employee’s work is, what problems have arisen and what future development opportunities are conceivable.
You can find more tips for successful onboarding in our blog post on onboarding training.
Well-designed onboarding phases are not only an investment in the integration of new employees, but also a significant contribution to the long-term success of the company. The advantages of the three phases are manifold:
Clear instructions and information in the early stages reduce the likelihood of errors and misunderstandings, thereby contributing to the efficiency of work processes.
A warm welcome, clear communication and the communication of the corporate culture make employees feel valued and integrated right from the start. This helps them to be more committed and motivated in their work.
When new employees feel well taken care of from the start and experience a positive working environment, they are more likely to remain loyal to the company. This is crucial for reducing turnover and ensuring the long-term stability of the team.
Clear instructions, training and the provision of necessary resources enable employees to work more efficiently and contribute more quickly to the success of the team.
A positive onboarding experience is passed on by employees, both internally and externally. This helps the company to be perceived as an attractive employer and makes it easier to recruit new employees.
By systematically going through the three onboarding phases – pre-boarding, orientation and integration – you establish a positive working environment that sustainably increases the motivation and productivity of your new employees.
With us as your partner, you can create a unique onboarding experience and make it easy for new talent to settle into the company.
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