What is Onboarding?
Onboarding is a structured process enabling a new employee to adapt to his or her position, the corporate culture and colleagues, while assimilating work tools and practices.
Onboarding has several major objectives:
- Cultural impregnation Introducing new recruits to the company’s culture, values and practices. It’s a way of giving them a better understanding of their environment.
- Reduced turnover Good onboarding improves employee satisfaction right from the start, reducing the risk of premature departures.
- Increased productivity By effectively integrating new employees, they become operational more quickly, improving overall company performance.
Unlike a simple administrative integration, which is limited to managing contractual documents and setting up logistics, onboarding is a more comprehensive process. It includes not only the administrative aspects, but also the guidance and support needed to enable the new employee to succeed over the long term.
Good onboarding includes
- A presentation of the teams and offices, for example at a welcome breakfast
- A ready-to-use welcome kit with workstation equipment (computer, badge, notebook) and goodies
- A presentation of internal tools and processes
- Training sessions on key tasks
- One-to-one meetings with team members and managers
- Regular check-ins with the manager and HR to ensure that the employee is settling in well.
- An astonishment report at the end of onboarding
Why is Onboarding crucial for companies?
Onboarding is a critical phase for companies, as it has a major influence on the satisfaction and performance of new employees. In fact, 45% of resignations take place in the first year of the contract (INSEE 2020). This phase is therefore decisive for the employee’s future with the company.
Impact on productivity
Well-structured onboarding enables new employees to be productive more quickly. Tasks and objectives are clear from the outset, and the employee knows where to find the resources needed to do the job properly. According to a study by the Society for Human Resource Management (SHRM), good onboarding increases the productivity of new recruits by 50% in their first year.
Commitment and retention
Onboarding is directly linked to employee commitment and loyalty to the company. A well-integrated employee will feel more committed to his or her work, and will be less likely to leave the company. Studies show that 69% of employees stay with a company for more than three years if they have had a good onboarding experience.
Corporate culture
Good onboarding effectively conveys the company’s values and culture. This helps new employees to quickly align themselves with the company’s mission, facilitating their immersion. Company culture then becomes a central pillar of their commitment.
Statistics for successful onboarding
The figures speak for themselves: companies with a structured onboarding process experience an 82% higher employee retention rate and a 70% increase in new recruit productivity. Conversely, 20% of new employees leave within the first 45 days if the onboarding process is poorly managed. Finally, the cost of a failed onboarding is estimated at an average of €7,000 for the company ( HR Talk).
Steps to an effective onboarding process
Effective onboarding is generally divided into several stages, lasting up to 9 months. Each of these stages contributes to a gradual, well-structured integration.
Preparing for the arrival of a new employee
Even before the new employee arrives, it’s essential to prepare for his or her arrival. Indeed, one candidate in 5 doesn’t even show up on the first day. Il est donc indispensable de garder le lien avec le candidat recruté jusqu’au jour de l’intégration. Pour cela, on peut par exemple lui partager en amont l’organigramme de son équipe, lui mettre ses premières réunions de présentation dans son agenda et bien sûr préparer l’ensemble de son matériel (ordinateur, téléphone, poste de travail…)
Day 1: Welcome and introduction
The first day is crucial. The aim is to make the new employee feel welcome and at ease. Here’s what we recommend:
- Organize an office tour.
- Introduce team members and key stakeholders.
- Offer a welcome kit including company information and personalized gadgets.
- Set aside time as a manager to be available for the newcomer throughout the day.
First week: objectives and initial training
During the first week, it’s important to clearly define the new employee’s objectives. Initial training should also be provided on the tools to be used on a daily basis and on internal processes. The manager must help the employee take ownership of his or her responsibilities and understand how his or her work fits into the company’s strategy.
First month: follow-up and feedback
During the first month, regular monitoring should be carried out to ensure that the employee is making good progress in his or her position. Regular meetings with the manager are essential to gather feedback, make adjustments if necessary and reinforce integration into the team and the company. A surprise report at 1 month is often useful at this point, both to check that the employee is feeling at home with the company and to adjust the onboarding process according to the new employee’s feedback.
Long-term follow-up (90 days or more)
Good onboarding doesn’t stop after the first month. Follow-up at 90 days and beyond is essential to ensure a lasting integration. At this stage, it’s essential to set long-term objectives and assess the employee’s progress in his or her new role.
Tools and technologies to facilitate onboarding
Numerous technologies optimize the onboarding process, making integration more fluid and interactive.
Onboarding management software
Today, most HRIS systems include an onboarding component. These software packages, such as Workelo, Lucca, Factorial or even Heyteam enable :
- centralize information;
- automate administrative tasks in the onboarding process;
- create personalized career paths based on the newcomer’s position;
- delegate certain tasks in the onboarding process to managers, colleagues or peers in other departments;
- involve and coordinate all stakeholders around a single interface.
This software centralizes information and ensures efficient monitoring of the various stages. They generally interface with communication tools such as Slack or Microsoft Teams.
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Workelo onboarding visuals
Other onboarding tools
In addition to onboarding software, companies can also provide new recruits with induction videos, intranet portals and e-learning platforms to provide them with resources tailored to their position. These tools help accelerate learning and ensure a gradual build-up of skills.
Common mistakes to avoid in onboarding
Although onboarding is an essential process, it’s easy to fall into certain traps. Here are the most common mistakes to avoid.
- Lack of preparation: Not anticipating the arrival of a new employee is a common mistake. It’s crucial to have everything ready before they arrive, from equipment to information. There’s nothing worse for a new employee than arriving at a new company with no workstation or equipment ready.
- Lack of clarity on expectations : an effective onboarding process involves defining clear objectives from the outset. Without a clear vision of expectations, employees can feel lost or demotivated.
- An overly administrative process: Focusing solely on administrative aspects without taking the human aspect into account is another mistake. Onboarding must include a social aspect and attention to team integration.
- Neglecting follow-up : insufficient or non-existent follow-up after the first month can wreck the whole integration process. Regular support is essential to guarantee successful integration over the long term.
Practical tips for successful onboarding
To ensure successful onboarding, here are a few practical tips.
Customize onboarding
Every employee is unique. It’s important to adapt the process to the position, the hierarchical level and the company’s specific expectations of the new employee.
Ideally, clear objectives should be defined from day one, in agreement with the newcomer. This enables them to take an active part in their integration.
Create an integration checklist
A clear checklist of tasks ensures that nothing is forgotten, from initial training to 90-day follow-up. It also helps define the roles of everyone (HR, managers, team members) in the integration process.
Set up a mentoring system
A mentor can accompany the new employee throughout his or her integration, and can be an employee from another department or a member of the team. For example, the mentor will be responsible for organizing the welcome breakfast or lunch, touring the office to introduce the newcomer to the workspace, and acting as a point of contact for the new employee in the event of any practical questions not related to his or her position.
Conclusion
Onboarding plays a crucial role in a company’s success. A well-designed process not only reduces turnover, but also improves the commitment, productivity and satisfaction of new employees. By ensuring a personalized onboarding process, supported by the right tools and regular follow-up, companies can maximize their employees’ chances of long-term success.
To optimize this essential process, you can call on the services of a HR expert or a timeshare human resources director (HRD). Ces professionnels peuvent vous aider à structurer et à personnaliser votre onboarding, en assurant une intégration fluide et efficace de chaque nouvelle recrue dans votre organisation.
