Onboarding process – checklist, definition & tips

Onboarding-Prozess

Welcome new employees: With our onboarding process checklist and exclusive insider tips.

Is your company hiring a new employee? Give the new colleague a warm welcome and integrate them successfully into the team – through onboarding measures.

We show you what is important in the onboarding process and provide you with tried-and-tested step-by-step instructions with our checklist.

Download your free onboarding checklist

    Definition: What is onboarding?

    The term comes from human resources management and refers to the integration of a new employee into the company. The aim is to provide targeted support to the employee during their initial phase, to introduce them to the company culture and to explain the processes and expectations of their superiors.

    The initial phase begins before the employee actually starts work and includes preparatory measures that prepare the new employee for their first day at work. The integration phase does not end with the induction day. The first feedback discussions usually take place after the first month and the first 100 days. After a year at the latest, the onboarding process can be comprehensively evaluated.

    Phasen des Onboardings

    Goals and benefits

    One goal of onboarding is to prevent terminations during the probationary period and thus avoid the serious costs of making the wrong hire. In addition, close contact and communication in advance can prevent false expectations.

    The benefits of onboarding at a glance:

    • Promotes loyalty to the company at an early stage
    • Saves money
    • Integrates new employees systematically and quickly
    • Reduces fluctuation especially in the initial months

    Design the onboarding process

    Onboarding Prozess gestalten
    Organize your onboarding process (Image source: fizkes – Shutterstock.com)

    As already mentioned, the onboarding process begins before actually starting work. Ideally there is a fixed contact person for the new employee, who is in contact with him early on and provides him with all the relevant information for the start. The Workplace and all important work equipment should be prepared in advance.

    On first day of work The team, including managers, should be Getting to know each other be present. A shared lunch can quickly break the ice between the new colleagues. During the course of the day, the equipment is handed over and the new workplace is handed over. A Schedule makes it easier for new employees to get started and provides transparency about what to expect in the next few weeks.

    In the following days, the contact person will help you get used to the work processes and will act as a contact person in case of any unclear points or questions. After about a month should be a first feedback meeting to assess the process so far.

    Examples & Best Practices

    Some companies rely on particularly creative and inspiring onboarding measures, which we would like to share with you.

    Zappos cancellation offer

    The shoe company Zappos makes its new employees an offer after about a week: If they quit now, Zappos will pay them the amount for the time they have worked so far plus a bonus of $1,000. This is how the company filters out those employees who do not really identify with Zappos and its corporate culture.

    Facebook Bootcamp

    Social media giant Facebook offers new employees a two-month induction program known as a "boot camp." What sounds like military drill is actually a harmless induction process: new employees get an insight into different departments, watch how problems arise and are solved, and get an overall overview of the company from day one.

    Twitter's Breakfast with the CEO

    At Twitter, the first day includes breakfast with the CEO himself. He gets to know the new employees over coffee and fresh rolls. Afterwards, there is a tour of the company. A welcome gift awaits the new employees at their fully furnished workstation.

    Buffer’s sophisticated buddy system

    Many companies rely on buddies to accompany new colleagues as they start their career. The social media management software provider Buffer uses 3 buddies per new employee:

    • Leader Buddy – an experienced team member who acts as a mentor for the other two buddies and Cultural Fit of the new colleague checks
    • Role buddy who is very familiar with the position that the “newcomer” is taking on
    • Culture Buddy, who explains the special aspects of Buffer’s corporate culture

    DATEV’s “Fan Package”

    At DATEV eG, new employees receive a comprehensive welcome package when they start work, including a DATEV mascot stuffed animal and a shoulder bag with the DATEV logo. This seals the start of a fan base for the company: every year, many DATEV employees order additional DATEV-branded gimmicks, office supplies and clothing for themselves and their friends from a glossy catalog.

    Onboarding tips

    To optimally integrate new employees into the daily working life of your company, you should consider these five tips:

    1. Cross-departmental onboarding

    It is ideal if there is a common onboarding network for newcomers from different departments. This also ensures cross-departmental networking and exchange in the long term.

    2.Shared breaks

    The “newbies” should not have to actively look for someone to accompany them on their break. At least in the initial phase, the buddy should invite them to have lunch together.

    3.Digital onboarding

    Use tools like SAP SuccessFactors for digital onboarding. With the onboarding module, administrative processes can be organized and important documents can be made available via the cloud.

    4.Systematic integration

    Many companies are interested in a quick induction. However, you have to be careful not to overload newcomers with information and events on their first day at work. You should consciously plan time for personal small talk. It is also important to systematically provide documents, information folders, etc. to the new employee and not to throw everything at them on the first day.

    5.Demand right from the start

    Sometimes the integration is too "gentle". New employees need to "find their way around" and "arrive" - that's clear. But the first small tasks and the associated feedback ensure that the newcomers immediately feel recognized and taken seriously and get used to the pace in the relevant department.

    Onboarding checklist as PDF

    Onboarding Prozess ChecklisteTo help you get started with your onboarding process, we have put together the most important measures for the three phases

    • Before starting work
    • First day at work
    • Integration phase

    summarized.

    With this overview you can perfectly prepare for each phase of onboarding.

    Simply download the checklist as a PDF and print it out:

    Download free checklist

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      (Cover image source: Branislav Nenin – Shutterstock.com)