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Technical Onboarding - Productive Teams from Day 1

Structured onboarding ensures that new employees can work productively as quickly as possible. An essential prerequisite for this is professional equipment for the employees, and technical onboarding should be prioritized accordingly. In our guide, we show you what to look out for.

Ready for use from day 1

Even though equipping new employees creates additional work alongside day-to-day business, you should not make the mistake of postponing this task. This usually results in not having everything ready on time for the start of work.

This is problematic from both the company's and the employees' point of view. On the one hand, it delays the onboarding process and employees take longer to become productive. On the other hand, this is accompanied by a poor employee experience and dissatisfied employees.

To avoid this, technical onboarding should begin in the preboarding phase. This ensures that:

  • the new colleagues are equipped on time for the first working day.
  • they have already had time to familiarize themselves with the new equipment and to set it up already.
  • they can focus fully on professional and social integration during onboarding.

Fully equipping employees - This includes

When you talk about employee equipment, many people only think of the desk, the computer and a monitor. But when you take a closer look, you quickly see that there's much more to a productive work environment these days.


The basis for productive work is a well-equipped workplace. Ergonomics should play a central role in this. A modern workplace therefore includes:

Tip: In times of hybrid work, employees regularly switch between different work locations. In hybrid companies, therefore, a separate workstation is no longer provided for each employee. Instead, a desk-sharing model is often used. For this to work successfully, workstations should be equipped with individually adjustable office furniture. In this way, each workstation can be used by all employees without any problems.

Note: If employees have the option of working remotely, they must also be provided with an appropriate workstation in the home office. According to occupational health and safety, the same requirements apply to the home office workplace as to the office workplace.



Effective work requires the right technical equipment. What this includes differs depending on the area of responsibility. However, the basic equipment includes:

Don't forget: If you want employees to have access to important documents while on the road, don't forget to take out the corresponding mobile communications contracts.

Note: Especially in the area of technology, delivery times are currently still a big problem and you should not assume immediate availability. Needs should be clarified early on with the new employees and the products ordered in good time.

Software & Licenses

Technology alone is no longer enough in today's world. Many tasks can only be performed efficiently with the right software. So in addition to the technical equipment, the appropriate software or the respective licenses must be procured. Software equipment today includes:

  • Office programs
  • Messenger tools such as Slack, Microsoft Teams, and the like.
  • Project management tools such as Asana, Jira or similar.
  • Data & document storage services like Google Drive, Microsoft OneDrive or similar.
  • Other task-specific tools, e.g. Adobe Creative Cloud

Equipping employees with little effort

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In addition, other accesses to important tools or work environments are usually required to be fully operational. These are among others:

  • Access to password management for enterprise-wide applications
  • Own business email address
  • VPN access to the company network

Other work equipment

Even though most work today is done digitally, some people still like to fall back on the tried and true. Pens and notepads should therefore continue to be part of the basic equipment.
Together with other merchandise in the company's design, this can be used to put together a welcome package. This also shows appreciation and promotes identification with the new employer on the very first day.

Access media

Last but not least, all administrative equipment such as transponders, (digital) office keys or the company ID card must also be provided as part of the technical onboarding process. Often, these utensils are managed by the IT department. This department should therefore be informed about new employees at an early stage.

Structured onboarding - the basis for technical offboarding

As a rule, the employee lifecycle also includes leaving the company again at a later point in time. The better the technical onboarding is structured, the easier the technical offboarding will be later on.

For this reason, the issue of all work materials should be documented completely and comprehensibly. It should be clear from the documents who received which product on which date and, if applicable, where it is located (especially in the case of home office equipment). The company should have the receipt signed in a handover protocol.

Documentation not only simplifies the return process during offboarding. It also ensures that no equipment, and thus value for the company, is lost.