The phases of onboarding
A structured onboarding process is a prerequisite for a quick and successful introduction to the technical tasks and familiarisation with a new social environment. Numerous different tasks have to be completed. But not every task is important in the current phase of onboarding. We will introduce you to the individual phases of onboarding and show you where you should focus your attention in each case.
Table of contents
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 day of work to approx. 3rd month
- Integration phase – from the 3rd month to approximately the 6th month
The preparation phase
The preparation phase (preboarding) essentially begins with the signing of the employment contract and ends with the first official day of work. The preparation phase focuses on two tasks.
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 foundation for social integration is also laid during the orientation phase. To give new employees a better picture of the company's structure, it is helpful for the individual departments to introduce themselves in brief introductory events. This makes it easier to assign colleagues from the start. 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 plan is a helpful tool to help you get your bearings. The onboarding plan contains detailed information about when which tasks are due. It is designed in such a way that optimal onboarding is guaranteed. In addition, the onboardees quickly get an 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 your new colleagues are and what their areas of responsibility are, but also who they can turn to if they have any questions or problems. Keep in regular contact afterwards to give feedback on the current status and your satisfaction, but also to obtain feedback from your colleagues.
The integration phase
In the integration phase, the new employees should be more deeply integrated into the company and gradually take on more responsibility and show initiative. In this phase, the onboarding plan mentioned above serves as a common thread through the remaining months of induction.
In this phase, the focus is on knowledge transfer by superiors and team members. In this phase, training courses supplemented by training sessions and workshops not only ensure confidence in day-to-day tasks, but also professional development.
Communication also plays an important role in the integration phase. Show employees how satisfied you are with their work in regular feedback meetings, point out problems at the same time, and show opportunities for development.
Checklist for a Smooth Onboarding Process
An onboarding checklist helps you to keep track of the onboarding of your new employees and not to forget any important tasks. We have created a template for the onboarding checklist for you, which you can use as a basis for onboarding in your company and download here for free.
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