How to establish successful onboarding?

Why is onboarding crucial for an organization?

Onboarding is not just a formality, but a strategic process that aims to integrate new employees into the organization in a way that is efficient, professional, and aligned with the company's vision.

It is a systematic and predictable process of adapting new employees, which includes their integration into the work environment, their training, understanding the organizational culture, and setting clear expectations.

In a successful onboarding program, every step is carefully planned so that employees receive the necessary support and feel welcome from day one, and can start doing their jobs much faster and more confidently.

Andrea Čerina, HR Consultant & Owner at HR&BIZ STUDIO

When well designed, onboarding affects employee productivity, retention and satisfaction, and thus the long-term success of the organization.

Given that it is a process, there is no doubt that it should be carefully organized, but it should be carried out with a professional approach: all employees should be informed about the arrival of a new employee.

The HR team should ensure that all necessary paperwork is completed before the first day and all resources are reserved for the first day/week/month, and the Mentor should be agreed upon in advance.

But the most important thing is to create a welcoming atmosphere: from a warm welcome to a detailed tour of the workplace and its accommodation (given that we have more and more imported workers).

Good communication is the backbone of successful onboarding. All parties involved in the process should clearly understand what the expectations are from the new employee, from HR, from mentors and managers, what are the goals of the organization and what are the personal goals of the employee.

Last and perhaps the most important: values, rules and unwritten norms of the organization should be explained to new employees.

Steps for successful onboarding

Onboarding can be divided into four phases: pre-arrival preparation, first day of work, first 30 days, and long-term integration.

Each phase has targeted activities that enable successful adaptation and long-term growth of employees:

1. Preparation before arrival

Before the new employee arrives:

• Provide a workspace and the necessary tools (computer, phone).
• Send a welcome email with basic information and a schedule for the first day.
• Inform the team about the new colleague's arrival and their role.

2. The first day

The first day makes a lasting impression on an employee:

• Welcome the employee personally and introduce them to their colleagues.
• Organize an orientation session that includes an office tour, lunch with the team, and a presentation of basic information about the organization.

When well designed, onboarding affects employee productivity, retention and satisfaction, and thus the long-term success of the organization.

3. The first 30 days

During the first month, focus on:

• Goal Setting: Together define measurable goals for the first 30 days.
• Regular meetings: Check progress and provide feedback.
• Process familiarization: Provide training and mentoring for work tasks.

4. Longterm onboarding

The onboarding process should last up to 12 months:

• Performance Evaluation: Regular meetings with managers and mentors to assess progress.
• Professional Development: Involve employees in projects that support their growth and skill development.

Key actors in onboarding

The main participants are managers, HR department, mentors and buddies. Each of them has specific responsibilities that ensure the smooth adaptation of the employee to the organizational rules, tasks and culture.

The HR department

The HR department is the owner of the project, the main initiator and control.

In addition, he has operational tasks: legal documentation before arrival, securing a welcome package, explaining organizational policies, benefits and procedures, organizing introductory meetings with teams and management.

Most often they are the proposers for choosing Buddy.

Managers

Managers are responsible for setting an example of how to approach work tasks, the team, and responsibilities.

They also need to prepare the workplace, schedule activities and training, and communicate regularly with the employee about their goals and progress.

They are most often the ones who propose the selection of a Mentor.

The main participants in onboarding are managers, HR department, mentor and buddy.

Mentor

What many do not consider particularly important is the assignment of a Mentor to the new person.

However, the Mentor is a key figure in the onboarding process (if we exclude HR as the project leader). His/her role includes providing support and facilitating adjustments.

When choosing a mentor, it is important to consider that the Mentor is at the same level as the new employee, that he/she does not have personal responsibility and that he/she has enough time.

The Mentor should be able to transfer knowledge and be a role model in behavior and know how to provide constant feedback so that the employee progresses.

Buddy

Another figure that is important in the process is Buddy. Some also call it SPOC (Single Point Of Contact).

This is a person from the company who connects new employees with existing employees in order to speed up integration by solving informal issues, connecting new employees with the organizational culture and rules, and who supports the management and the HR team.

He can be a person from any department and at any level. It would also be good if he has no personal or line responsibility towards the new employee.

Key questions for onboarding evaluation

To ensure successful onboarding, ask yourself the following questions:

1. Do the new employees understand their tasks and responsibilities?

2. Were the goals and deadlines clearly communicated to them?

3. Does the organization provide a culture of support and professional development?

4. Do you provide them with regular feedback and do you hold them accountable for their commitments?

If the answer to any of these questions is "no", the onboarding process needs to be further improved.

Quality onboarding increases employee retention.

Onboarding is not a cost – it's an investment

Quality onboarding has many benefits, and companies should not think of it as an expense, but rather as an investment in the future of their business that will yield the following returns:

• Faster integration and productivity: A strategic approach shortens the adjustment time
• Increase engagement: Employees feel a sense of belonging and motivation
• Reduce employee turnover: Quality onboarding increases employee retention
• Skill development: Training and mentoring improve employee expertise and foster a learning culture