“Onboarding" means "boarding" and, by extension, "integration."
This process is so important because only 12% of employees report being satisfied with the onboarding provided by their new employer. Furthermore, 22% of new arrivals leave their jobs within the first 45 days! For the employer, this represents a significant loss of time, money, and energy.
The onboarding journey allows new recruits to integrate into their new environment, learn to collaborate with their colleagues on a daily basis, and acquire the company's culture. As a result, a recruit who completes a comprehensive onboarding process has a 58% higher chance of remaining with the company than one who does not. It's safe to say that onboarding is now essential for companies!
So, here are all our tips for a successful onboarding journey and getting your new collaborators on board with you.
Preparation Before the New Employee's Arrival
An onboarding journey requires advance preparation.
First and foremost, it's essential to announce the arrival of the new collaborator to the teams. This announcement should be accompanied by a brief introduction of the new recruit, enabling everyone to become acquainted with their profile, skills, past experiences, and so on. It's out of the question to welcome a new employee into the company without prior notice to the teams!
Lastly, it's important to send a comprehensive welcome kit to this new recruit before their arrival. This kit should contain all the information necessary about how the company operates. Remember: a happy employee is a well-prepared employee! Also, remember to send them all the essential information for their first day: arrival time, the identities of the individuals responsible for their welcome, the day's schedule, and so on.
Don't forget to prepare your new employee's workspace! A clean and well-organized desk will provide them with a positive first impression. Also, ensure that all the necessary tools and equipment are prepared and operational on their first day. The first day in a new company is usually stressful, so there's nothing worse than arriving at a place where the equipment doesn't work.
The first day for a new recruit is typically filled with administrative procedures. To ensure a smooth process, make sure to prepare all the contractual documents and necessary forms. Also, make it easy for them to complete all administrative formalities, such as obtaining access badges, setting up computer access, and so on. The employee's journey should be quick and straightforward, without unnecessary time wastage.
Welcome and Integration on the First Day
This step is crucial! It shapes the first impression your new collaborator will have of the company.
The Importance of a Warm Welcome
The first day of a new collaborator is very important. Their impressions will depend in part on the reception they receive from their manager and colleagues. That's why it's essential to welcome them with enthusiasm and friendliness, perhaps by organizing a breakfast, for example. During this breakfast (or at another time during the day), make sure to introduce each team member and describe their responsibilities. This will help the new recruit identify their various points of contact and quickly adapt to their new surroundings.
Facility Tour and Company Presentation
The employee's welcome should continue with a tour of the premises and an introduction to the various company departments and services. It's also the right time to introduce the company's culture, values, and missions. In this regard, a summary document (e.g., a brochure) can be provided to the employee.
Presentation of the Onboarding Journey
Now is the time to explain the onboarding process clearly and precisely. Define and justify each key step. The goal is to provide as much transparency as possible to the employee. Also, present all the available resources they might need for their integration into the company.
Training and Support
This step is part of the integration phase and should not be overlooked.
Few new hires are immediately ready to perform their job effectively. Before actual job commencement, it's essential for the employer to plan and organize one or more training sessions related to the required skills.
You can also arrange a meeting with a specific team or an employee within the company for an informal exchange. The key is to make the new recruit feel supported in their role and provide them with knowledgeable contacts to address any questions they may have.
Whether it's done remotely or in person, it's crucial not to neglect this aspect.
✅ For further information, learn how to facilitate hybrid work with Microsoft Teams.
Mentorship and Sponsorship
It's not mandatory, but why not designate a mentor or an experienced colleague to support the new collaborator? There's nothing like regularly exchanging with a company mentor who can share their experience. Such exchanges also encourage the sharing of knowledge and information.
Monitoring and Evaluation
Over the days, your new collaborator will evolve and integrate into their new environment. Consider scheduling regular meetings to assess their progress.
During these meetings, don't hesitate to provide constructive feedback and offer advice to promote continuous learning.
Team Integration and Company Culture
This stage unfolds in the days and weeks following the new recruit's arrival and is an integral part of onboarding.
✅ For more insights, discover how to use Teams for successful employee onboarding.
Team Building Activities
Encourage the new collaborator to participate in company events. These socialization moments will help them integrate fully. To facilitate the process, organize activities that promote social interactions and strengthen team spirit. If you're short on time, a simple regular lunch with team members can do the trick.
😯 For further information, learn how to manage your company events with the Digital Workplace.
Communication and Collaboration
One can never stress enough the importance of communication! To facilitate your new employee's integration, encourage the use of internal communication channels, such as instant messaging applications. It's important that they can regularly connect with their peers. Also, promote collaboration with members of other departments.
💡 For more insights, discover how to improve internal communication on Teams.
Employee valuation and Recognition
A valued employee is a happy employee. Therefore, make sure to acknowledge their achievements and contributions, and/or highlight their progress. When providing feedback, ensure that it is constructive.
Furthermore, in the long term, it is crucial to offer employees opportunities for professional development and career advancement. This is what will help strengthen their sense of belonging and loyalty to the company.
What Onboarding Tools to Use?
Today, there are numerous onboarding tools available. It's up to each company to choose the ones that best fit their structure and/or their needs. In general, some tools to consider include:
- Human Resource Management Platforms.
- Learning Management Systems, which allow you to create online training modules for new hires.
- Intranet portals like Mozzaik365, where employees can access various resources, documents, and information.
- Messaging applications and communication tools like Microsoft Teams.
- Mobile applications, to provide new arrivals with all the information they need in their onboarding journey;
- Online assessments and quizzes, to measure the integration of new recruits;
- Project management and task tracking tools;
- Communication and collaboration tools between teams, such as Teams and MODA. MODA is an application that allows you to design, create, and customize your dashboards directly within Microsoft Teams. In just two clicks, centralize your business tools and enhance your employees' mobile experience. The concept is simple: MODA is the best way to start your workday. All your essential information is there: your emails, meetings, tasks, favorite apps, and much more! What's even better is that you can create a specific dashboard for the onboarding of your new hire, with all the information related to their arrival and important for their job
🔍 To delve further, learn more about MODA.
- Knowledge management systems that facilitate information sharing.
📢 To delve further, discover how to onboard new employees effectively | 10 tips.
As you've understood, the onboarding journey is crucial to ensure a smooth arrival for new hires in a company. It is equally important for talent retention and overall employee satisfaction. As a reminder, 22% of new hires leave their company within the first 45 days. To avoid this uncomfortable situation for both parties, it is essential not to overlook the first few weeks of a new employee in a company.
Effective communication before and after the arrival, preparation of the computer workstation and necessary tools for daily tasks, establishment of a mentoring program, online and in-person training, organization of welcoming events, implementation of onboarding tools... There are many processes to put in place to ensure a successful integration for your employees. All that's left is to get started!