The phases of onboarding

A structured onboarding process is a prerequisite for quick and successful familiarization with the specialist tasks and acclimatization to a new social environment. Numerous different tasks need to be completed. However, not every task is important in the current phase of onboarding. We will introduce you to the individual phases of onboarding and show you what you should focus on in each case.

Onboarding: The 3-phase model

Onboarding new employees is equally about completing administrative and organizational tasks, familiarizing them with their specialist tasks and integrating them socially into their new working environment.

To ensure this, most companies use a three-phase model to organize the onboarding process, focusing on different tasks in each phase. The individual phases are

Preboarding or preparation phase - time before the 1st working day
Orientation phase - from the 1st working day to approx. 3rd month
Integration phase - from the 3rd month to approx. 6th month

The preparation phase

The preparation phase (pre-boarding) generally begins with the signing of the working paper and ends with the first official working day. There are two main tasks in the preparation phase.

On the one hand, the aim is to prepare the new employees as well as possible when they start work. A large number of tasks can be completed before the first day of work so that the main focus can be on professional and social integration once they start work. The tasks primarily include administrative and organizational matters, such as the contractual and legal paperwork associated with employment. However, the procurement of the necessary equipment (workstation in the office, laptop, home office equipment, etc.) should also be organized at this stage.

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However, the preboarding phase is also about avoiding early turnover. Despite having signed a contract, many employees have uncertainties before starting a new job. Was the job change the right decision? Was the company the best choice? And will I be well received by my new colleagues?

It is important to stay in regular contact with new starters in order to answer any unanswered questions and reduce any uncertainties. For example, send out important and useful information before the official start of work, in which you provide initial insights into the company or introduce future colleagues. This creates trust and ensures a positive feeling of being noticed and appreciated.

The orientation phase

The orientation phase begins on the first day of work. This lasts from the first few weeks to around 3 months. As the name suggests, the aim of this phase is to ensure that the new employees find their feet in their new environment as quickly as possible and feel welcome. What does the company offer in detail? Who will I be working with in the future? And where can I find important information and help? Answers to all these questions should be provided during the orientation phase.

In order to lay the foundations for a successful professional induction, onboardees must be given the necessary general knowledge during the orientation phase. In individual training courses and workshops, they learn

Detailed information about the company
- Which products and services are offered
- What general processes are there in the company
What tools and systems are available in the company and how are they operated?
What must be observed with regard to data protection and occupational safety?

The foundations for social integration are also laid during the orientation phase. To give new employees a better idea of how the company is structured, it is helpful for the individual departments to introduce themselves in short introductory events. This makes it easier to assign colleagues right from the start. In order to get to know the people you will be working with more frequently in the future, 1:1 meetings in a relaxed atmosphere without a specific agenda are a good idea.

An onboarding or induction plan is a helpful tool to help with orientation. The onboarding plan contains detailed information about which tasks are due and when. It is designed to ensure optimal induction. It also gives onboardees a quick overview of the coming weeks and months.

The most important thing during this time is continuous communication. In an introductory meeting, clarify not only what your expectations of the new colleagues are and what their areas of responsibility are, but also who they can turn to if they have any questions or problems. Stay in regular contact afterwards to give feedback on the current status and your satisfaction, but also to get feedback from your colleagues.

The integration phase

In the integration phase, new employees should be more deeply integrated into the company and gradually take on more responsibility and show initiative. In this phase, the aforementioned onboarding plan serves as a guiding thread through the remaining months of induction The focus in this phase is on knowledge transfer by superiors and team members. Training courses supplemented by training sessions and workshops not only ensure that employees are confident in their daily tasks during this phase, but also that they continue to develop professionally.

Communication also plays an important role in the integration phase. Show employees how satisfied you are with their work in regular feedback meetings, while also pointing out problems and development opportunities.

Checklist for a smooth onboarding process

An onboarding check list will help you to keep track of the induction of your new employees and not forget any important tasks. We have created an onboarding checklist template for you, which you can use as a basis for onboarding in your company and download here free of charge.

Keep track of the onboarding process and don't forget any important tasks - no problem with our checklist!