What is onboarding?

1. What is onboarding?

Onboarding is a process inextricably linked to the hiring of new employees in an organization. It forms the bridge between the selection of a new employee and his or her full integration into the company culture and work processes. In this chapter, we will take a closer look at exactly what onboarding entails.

1.1. Definition of onboarding

Onboarding, also known as induction, is the set of activities and processes by which a new employee is welcomed, introduced and guided into his or her new role within an organization. This process includes not only the practical aspects of hiring, such as filling out paperwork and assigning a workspace, but also focuses on creating a positive experience and helping the new employee quickly adapt to the organization.

1.2. Purpose of onboarding

The goal of onboarding is to make a new employee's transition to his or her new position as smooth as possible. It goes beyond simply meeting the employee's basic needs; it's about creating an environment where the new employee feels welcome, feels connected to the organization and can be productive quickly.

1.3. Phases of onboarding

Onboarding is not a one-time event, but rather a process that includes several phases. While the specific steps may vary depending on the organization, the following phases can serve as a guide:

• Preparation (Pre-onboarding): This phase begins as soon as the new employee is hired. It includes gathering necessary documents and information, such as employment contracts, policies and other relevant documentation. It is also the time when the HR department and management prepare for the new employee's arrival, such as setting up the workplace and allocating necessary resources.
• First Day: The new employee's first day is crucial. On this day, a warm welcome is key. The new employee is welcomed with open arms and given an introduction to the organization. Administrative tasks, such as filling out required forms, are handled during this phase.
• Getting to know the organization: This phase introduces new employees to their colleagues, the company culture and the expectations associated with their role. They get a chance to better understand the organization and acclimate themselves to the work environment.
• Training and Development: This stage includes the training and education required for the new employee's position. This can include practical training as well as the opportunity to gain new skills and knowledge relevant to their role. The goal is to ensure that the employee has the necessary competencies to perform effectively.
• Integration into the team: New employees are actively involved in their team. Attention is paid to team building and collaboration. This may include team meetings, introductory sessions with colleagues and team activities. The goal is to create a sense of belonging and cooperation within the team and the organization as a whole.

Successfully completing these stages contributes to an effective onboarding experience for new employees. It allows them to quickly adapt to their new role and the organization, ultimately leading to improved performance and job engagement.

2. Why is onboarding important?

Now that we have a good understanding of what onboarding is, it is important to understand why this process is of great importance to organizations. In this section, we will discuss the main reasons why onboarding is an essential part of HR policy.

2.1. Improved productivity

One of the most immediate benefits of effective onboarding is the improved productivity of new employees. When an employee is properly onboarded and quickly becomes familiar with the work processes, he or she can contribute to the organization much more quickly. This means that the time it would otherwise take for the new employee to become fully productive is reduced. Not only does this benefit the organization, but it also reduces the stress and discomfort that new employees can experience when they feel uncertain about their new role.

2.2. Higher retention

Another important aspect of onboarding is its positive impact on employee retention. When new employees feel welcome and can quickly adapt to the organization, they are less likely to leave the organization within a short period of time. Effective onboarding creates a sense of belonging and commitment to the organization, motivating employees to stay and build long and productive relationships with the organization.

2.3. Improved engagement

Onboarding is an opportunity to give new employees a sense of commitment to the organization. A well-structured onboarding program provides not only information about the organization, but also an understanding of its mission, vision and values. This helps new employees identify with the organization's goals and feel more committed to achieving them. Engaged employees are often more motivated and willing to make extra efforts to contribute to the success of the organization.

2.4. Positive corporate culture

Good onboarding gives new employees an understanding of the company culture and helps them adapt to the organization's norms and values more quickly. This helps create a positive and inclusive work environment. When new employees feel an integral part of the company culture, they are more likely to feel comfortable and communicate and collaborate more effectively with their colleagues.

3. What are the challenges of onboarding?

While onboarding is critical for organizations, it also presents several challenges. It is important to understand and address these challenges to ensure effective onboarding. In this section, we will discuss some of the key challenges organizations face in implementing a successful onboarding program.

3.1. Complexity of the organization

The size and complexity of an organization can make onboarding challenging. In large organizations, new employees can easily feel lost, and it can be difficult to quickly familiarize them with all departments, processes and procedures. It is essential to have a structured approach to guiding new employees and providing them with the information and tools they need to work effectively.

3.2. Time pressure

In some cases, there may be time pressure to onboard new employees quickly, especially if there is a sudden staffing need. This can lead to rushing the onboarding process, skipping important steps. It is important to strike a good balance between speed and thoroughness to avoid compromising the quality of onboarding.

3.3. Technological challenges

In the modern world of technology, integrating new employees into digital systems and platforms can be challenging. It can take time to give new employees access to all the necessary tools and software. In addition, learning and managing new technologies can place an additional burden on both new employees and HR teams. It is important to invest in training and support to overcome these challenges.

3.4. Culture and diversity

Successfully integrating new employees into the corporate culture can be challenging, especially when there is cultural diversity in the organization. It can be difficult to create an inclusive environment where all employees feel welcome and valued. Organizations must be aware of this challenge and actively work to promote a positive and inclusive corporate culture.

But here's the good news: there are effective ways to address these challenges. The coming chapters will explain in detail how to do this.

4. The different forms of onboarding

Onboarding can come in different forms, and choosing the right approach depends on the nature of the organization, the needs of the new employees, and the potential challenges you want to avoid. In this chapter, we will discuss different forms of onboarding so that you can choose the best form for your organization.

4.1. Traditional onboarding

Traditional onboarding often involves personal interactions, face-to-face training and paper documentation. New employees are physically brought to the organization's location to begin their first day. This type of onboarding has a long history and is still common in many organizations, especially in industries where personal training and direct supervision are vital, such as healthcare and manufacturing.

Examples of traditional onboarding may include:

• Welcome meetings: New employees are welcomed by HR personnel and receive information about company procedures, terms of employment and company culture.
• Mentoring and guidance: An experienced colleague or mentor is assigned to the new employee to help them adjust to the organization, answer questions and provide support.
• Tours: New employees are shown around the workplace and introduced to colleagues and key facilities.
• Physical training sessions: Training and development take the form of classroom sessions in which new employees acquire the necessary skills and knowledge.
• Physical documentation: New employees complete paper documents such as tax forms, employment contracts and company policies.

While traditional onboarding can be valuable for building personal relationships and imparting practical skills, it has some limitations, such as its high cost and limited flexibility, especially for organizations with multiple locations or when employees work remotely.

4.2. Online onboarding

Online onboarding uses technology to welcome and train new employees. This can take place through video conferencing, webinars, online training and digital documentation. Virtual onboarding allows organizations to efficiently engage new employees regardless of their location. It is a process done completely digitally. This includes using online platforms, software, and mobile apps to welcome, train, and integrate new employees. Because you can often use online onboarding as an automated process, you can avoid many of the challenges mentioned in the previous section.

Some important aspects of online onboarding include:

• Signatures and documentation: New employees can sign and submit documents electronically, minimizing red tape.
• Online training: Organizations can offer digital training courses and modules that new employees can complete at their own pace.
• Digital onboarding platforms: Dedicated online platforms provide access to all necessary information, from company policies to colleague contact information.
• Interactive videos: Videos can be used to convey company culture, values and expectations in an engaging way.
• Online feedback and evaluation: New employees can provide feedback and track their progress online, while HR teams can analyze data to improve the process.

4.2.1 Benefits of online onboarding

Online onboarding offers several benefits, including:

• Scalability: It can easily adapt to the needs of organizations of all sizes, including global enterprises.
• Automated Processes: You create a structured approach to guide new employees and provide them with the necessary information and tools to work effectively.
• Cost savings: It reduces the cost of travel, accommodation and physical materials.
• Speed: It can speed up the onboarding process considerably because of the automated processes and because everything is done online.
• Efficiency: It speeds up the onboarding process, allowing new employees to be productive faster.

4.3. Blended onboarding

If you only use online onboarding, you may not satisfy all your new employees. After all, some personal contact is missing. Blended onboarding is an approach that combines online and traditional methods. This gives organizations the flexibility to leverage the best of both worlds. With blended onboarding, important face-to-face interactions, such as personal introductions and team-building activities, can be maintained while leveraging the efficiency and scalability of online onboarding.

Blended onboarding requires careful consideration to find the right balance between online and traditional. Organizations must strategically determine which elements are best done in an in-person setting and which elements can be handled more efficiently online. This approach allows organizations to provide a personalized and interactive experience, while simultaneously leveraging the benefits of digital tools to reduce administrative burdens and enhance the learning process.

Onboarding is not just a one-time process, but an investment in the future growth and performance of the organization, and blended onboarding is a multifaceted approach to optimize this investment. In the next section, we'll give you tips to successfully execute your blended onboarding process.

5. How do you successfully implement onboarding?

Successfully executing onboarding is crucial to effectively integrate and retain new employees. A thoughtful approach to onboarding can increase productivity, increase engagement and foster a positive company culture. In this chapter, we will discuss best practices and guidelines for successfully executing onboarding, using blended onboarding - a combination of online and traditional methods.

5.1. Set clear goals and expectations

Start by defining clear goals and expectations for the onboarding process. Identify what you want to accomplish with the onboarding of new employees and what results you expect. Make sure these goals align with the organization's mission, vision and strategic objectives.

5.2. Create a detailed onboarding plan

Develop a detailed onboarding plan that describes all the steps and activities that should be performed during the onboarding process. The plan should include a timeline, including what tasks should be completed before the first day, on the first day, the first week and the first month. Blended onboarding provides the flexibility to include both online and in-person interactions in the plan, creating a balanced approach.

5.3. Offer a warm welcome

First impressions are crucial, even in a blended onboarding approach. Make new employees feel welcome on their first day, both in person and online. This includes a warm welcome, an overview of daily activities and a tour of the facilities. Online welcome messages and virtual tours can also be included in this.

5.4. Provide relevant training and development

Blended onboarding provides the opportunity to offer training and development in multiple ways. Combine online modules with in-person workshops or training sessions to provide new employees with both practical skills and a deeper understanding of the company culture and values. With SkillsTown's online learning platform, you can create your own online training courses for the onboarding process and publish them right into your own personalized learning platform for your organization. This way, all information can be found in one place.

5.5. Create opportunities for social interaction

Facilitate social interaction between new employees and their colleagues, both online and offline. Team lunches, virtual introductory sessions and informal meetings help build relationships and integration into the team. Blended onboarding allows for both in-person and virtual social interaction.

5.6. Provide ongoing support and evaluation

The onboarding process does not stop after the first few weeks; it requires ongoing support and evaluation. Hold regular calls and evaluation sessions to understand how new employees are feeling and where improvements can be made. Combine in-person feedback calls with online tools for progress monitoring.

5.7. Collect feedback

Encourage new employees to provide feedback on the onboarding process, both online and in-person. Their insights can be valuable to continuously improve the process and adapt it to the needs of future employees.

Blended onboarding offers organizations the opportunity to combine the best of online and traditional onboarding. By setting clear goals, creating a detailed plan and providing a supportive and inclusive environment, organizations can ensure that new employees can adapt quickly, be productive and make a valuable contribution to the organization.

6. Summary

In this article, you have gained a deeper understanding of the importance of onboarding, what it entails and why it is essential for organizations. Onboarding is the process that welcomes and guides new employees as they integrate into the organization, and it includes several stages, from pre-onboarding to integration into the team.

We discussed why onboarding is important, with benefits including improved productivity, higher retention, improved engagement and a positive company culture. It helps new employees feel welcome and adapt quickly to the organization. We also addressed the challenges of onboarding, such as organizational complexity, time constraints, technological challenges and cultural diversity. It is important to understand and address these challenges to achieve an effective onboarding program.

We also discussed different forms of onboarding, including traditional onboarding, online onboarding and blended onboarding. Blended onboarding allows organizations to combine the best of online and traditional onboarding.

Finally, we covered best practices and guidelines for successfully implementing blended onboarding. It starts with setting clear goals and expectations, creating a detailed plan, providing a warm welcome, relevant training and development, social interaction, ongoing support and evaluation, and gathering feedback.

Onboarding is not a one-time process, but an ongoing investment in organizational growth and performance. It is an opportunity to effectively integrate new employees and have them make valuable contributions to the organization. With the right approach, such as blended onboarding, organizations can optimize this process and ensure their future success.

Need help with your organization's onboarding process? At SkillsTown, we are experts in online onboarding and are happy to help you set up an online or blended onboarding process.

Within our online learning platform, you can use the e-learning authoring tool to easily create your own online training courses for the entire onboarding process. This allows new employees to find all information, from virtual tours to house rules and from company culture to practical information, in one central place.

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