Technical onboarding - productive teams from day 1

Structured onboarding ensures that new employees are able to work productively as quickly as possible. Professional equipment for employees is an essential prerequisite for this and technical onboarding should be prioritized accordingly. We show you what to look out for in our guide.

All about technical onboarding

Ready for use from day 1

Even if equipping new employees requires additional work alongside day-to-day business, you should not make the mistake of putting this task off. This usually means that not everything is ready in 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, it results in a poor employee experience and dissatisfied employees.

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

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

Fully equipping employees - that's what it takes

When we talk about employee equipment, many people only think of a desk, a computer and a screen. However, a closer look quickly reveals that there is much more to a productive working environment these days.

Workplace

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

A height-adjustable desk
An individually adjustable office chair
An office lamp that can be adjusted to the time of day
Additional storage space to store documents, private items, etc.

Tip: In times of hybrid work, employees regularly move between different work locations. In hybrid companies, a separate workstation is therefore 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. This means that every workstation can be used by all employees without any problems.

Please note: If employees have the option of working remotely, they must also be provided with a suitable workstation when working from home. According to occupational health and safety regulations, the same requirements apply to home office workplaces as to office workplaces.

Electronics

The right technical equipment is needed to work effectively. What this includes varies depending on the area of responsibility. However, the basic equipment includes

Computer ( mobile laptops are recommended, which can be used to easily change work locations)
External monitor
Company smartphone and / or company tablet
Further accessories such as
- Headsets, especially for teams with frequent customer contact
- External keyboard and mouse for ergonomic working
- Docking station for connecting additional devices

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

Please note: Delivery times are still a major problem, especially in the area of technology, and you should not assume immediate availability. Needs should be clarified with the new employees at an early stage and the products ordered in good time.

Software & Licenses

Nowadays, technology alone is no longer enough. Many tasks can only be completed efficiently with the right software. In addition to the technical equipment, the appropriate software and the relevant licenses must also be procured. Software equipment today includes

Office programs
Messenger tools such as Slack, Microsoft Teams, etc.
Project management tools such as Asana, Jira or similar.
Services for data & document storage such as Google Drive, Microsoft OneDrive or similar.
Other task-specific tools, e.g. Adobe Creative Cloud

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Additions

In addition, further access to important tools or work environments is usually required in order to be fully operational. These include

Access to password management for company-wide applications
Own business e-mail address
VPN access to the company network

Other work equipment

Even though most work is done digitally these days, some people still like to fall back on the tried and tested. Pens and notepads should therefore continue to be part of the basic equipment.

Together with other merchandise in the company's design, you can 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. These items are often managed by the IT department. The IT 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 at a later date. 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 fully and comprehensibly documented. The documents should make it clear 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.

The documentation not only simplifies the return process as part of offboarding. It also ensures that no equipment, and therefore no value for the company, is lost.