Employee onboarding: do’s and don’ts

What is onboarding?

Onboarding, also called employee induction, is a structured process for introducing new employees to an organization. It's a crucial stage that aims not only to familiarize employees with their new duties and work environment but also to integrate them into the company's culture and values. Effective onboarding not only facilitates a new employee's adaptation but also helps them reach full productivity faster and strengthens their sense of belonging to the team and company. This process includes various activities such as formal training, meetings with key people, assigning mentors, and familiarizing them with organizational systems and and procedures. Onboarding is an indispensable element of a human resource management strategy, aimed at increasing employee engagement and reducing staff turnover.

What is pre-onboarding?

Pre-onboarding is the preparatory phase before a new employee's official start date, which aims to ease their transition into the new professional environment. This is the period that begins after an offer is accepted and ends on the first day at the new company. Pre-onboarding includes actions such as providing informational materials about the company, its culture, values, and organizational structure. An employee might receive access to handbooks, organizational charts, and information about the projects they will be involved in.

Additionally, companies often arrange informal team meetings or invite new employees to company events so they can meet their future colleagues before their first day. Pre-onboarding can also include technical preparation, such as setting up an email account, providing necessary equipment, or configuring IT systems. The goal of these activities is to reduce the new employee's uncertainty, shorten the adaptation period, and build a positive impression of the company from the very beginning.

Thanks to effective pre-onboarding, a new employee can feel more confident and comfortable, which will positively impact their engagement and productivity from day one.

• Providing information: Giving the employee informational materials, such as an employee handbook, a description of the organizational structure, or information about the company's culture.
• Inviting to team meetings: Allowing the new employee to participate in informal team meetings, which will let them get to know their colleagues before starting work.
• Preparing the workspace: Ensuring that the workstation is ready and fully equipped, which allows the employee to focus on learning and adaptation rather than on solving logistical problems.

A counter-example of a poorly executed onboarding

Context: Jan, a marketing specialist, was hired at a large tech company. This is his first job in the industry, so he's excited and a bit stressed. His first day at the company did not go as he expected.

Day 1:

• Lack of welcome: Jan arrived at the office punctually at 9:00 AM, but no one greeted him. The receptionist had no information about his arrival. After a brief mix-up, he was asked to wait in the lobby, where he spent over an hour.
• Unprepared workstation: When he was finally led to his desk, he found that his workstation wasn't ready. There was no computer, phone, or other basic tools. He had to wait another hour for IT to get the equipment.
• No plan or schedule: Jan didn't receive any plan for his first day or a schedule of activities for the coming weeks. He didn't know exactly what he was supposed to do or who to ask for tasks. He felt lost and uncertain.
• Neglect of cultural aspects: No one introduced him to the team or told him about the company's culture and values. Jan had no idea what the expectations were for teamwork, what the norms were, or how daily communication worked.
• Lack of mentorship support: He wasn't assigned a mentor or a buddy. His manager was too busy to dedicate time to him. Jan had no one to ask for advice or support, which compounded his stress and frustration.
• Improper management of expectations: The expectations for his role were unclear. During the interview, he was told he would work on specific projects, but in reality, his tasks turned out to be different. He felt like he was being thrown in the deep end without proper preparation.

Effect: After a few days, Jan felt increasingly discouraged and stressed. The lack of clear guidance, support, and understanding of his needs made him start thinking about looking for a new job. His motivation dropped, and the first few days at the new company, which should have been full of enthusiasm and engagement, became a source of frustration and uncertainty.

This situation shows how a lack of a proper onboarding plan and the neglect of basic aspects can lead to a new employee becoming discouraged and even looking for a new job.

How to conduct onboarding (a good example)

To improve the onboarding process and ensure that new employees like Jan feel welcome, confident, and well-prepared, you can introduce several key improvements:

Preparation and welcome:

• Planning ahead: Ensure that all details related to the new employee's arrival are organized in advance. Prepare the desk, equipment, access to IT systems, and necessary materials.
• First-day welcome: Organize a welcome meeting where the new employee is officially introduced to the team. Give them a tour of the office to familiarize them with the space and introduce them to key people.

Structure and schedule:

• Prepare an onboarding plan: Develop a detailed schedule for the first days and weeks of work, which includes an introduction to the company, training, meetings with key people, and time to get familiar with their duties.
• Onboarding guide: Create a guide for the new employee that contains all essential information, such as organizational structure, procedures, company culture, and expectations.

Mentorship support:

• Assign a mentor: Assign a mentor or buddy to each new employee who will serve as their guide and support during the first few weeks of work. The mentor will help with adaptation, answer questions, and assist in solving any potential problems.

Culture and integration:

• Introduction to company culture: Organize informational sessions that introduce the new employee to the company's values, mission, and organizational culture. This will help them understand which behaviors and attitudes are valued.
• Integration meetings: Organize regular integration meetings that allow the new employee to get to know the team better and build relationships.

Communication and feedback:

• Regular meetings with the manager: Schedule regular meetings with the manager to discuss progress, challenges, and provide constructive feedback. This will help build confidence and facilitate faster development.
• Communication channels: Make sure the new employee knows all communication channels within the company and where they can go with questions or problems.

Training and development:

• Initial training: Organize comprehensive training sessions that allow the new employee to get familiar with the tools, systems, and procedures they will need in their daily work.
• Long-term development: Invest in the new employee's development through regular training and courses that will support their professional and personal growth.

Access to resources:

• Full workstation equipment: Ensure the new employee has access to all the necessary tools, materials, and systems from day one.
• Guides and reference materials: Provide access to handbooks, guides, and other reference materials that will help the new employee in their work.

Flexibility and psychological support:

• Flexible working hours: Offer flexible working hours or the possibility of remote work, if possible, so the new employee can better manage their time and work-life balance.
• Psychological support: Provide access to psychological support and wellness programs that will help the new employee deal with stress and take care of their mental health.

Introducing these improvements will make the onboarding process more organized, friendly, and effective, which will contribute to faster adaptation of the new employee and their long-term engagement and success within the company.

Stress and challenges associated with the onboarding process

The onboarding process is one of the most stressful stages in an employee's professional life. New responsibilities, the need to adapt to a new environment, and getting to know and integrating with a new team are huge challenges that can cause significant psychological discomfort.

An employee entering a new company often feels pressure to quickly learn new procedures, understand the organizational culture, and meet the expectations of their superiors and colleagues. In such a situation, the fear of making mistakes and the need to prove one's worth can lead to excessive stress.

Additionally, a new role often requires navigating a complex system of formalities and bureaucracy, which can be overwhelming in itself. As a result, the employee may feel uncertain, tired, and experience a drop in motivation, which negatively affects their mental health and work efficiency. This is precisely why it is so important for companies to place a strong emphasis on psychological and organizational support during this key stage in the employee life cycle.

Stress and onboarding challenges for the team and leader

The onboarding process is stressful not only for the new employee but also for their new team and leader. Introducing a new person to an existing group requires the team to adapt to a new work dynamic, which can be associated with a feeling of uncertainty and an additional workload. Colleagues must dedicate time to supporting and training the new team member, which can lead to a temporary decrease in their own productivity and being overwhelmed with duties. The team leader faces the challenge of effectively integrating the new employee, providing them with appropriate tools and support, and monitoring their progress while maintaining the morale and efficiency of the entire team.

Furthermore, the leader must manage the expectations of both the new employee and the rest of the team, which can lead to additional stress. The lack of an effective onboarding process can not only delay the new employee's achievement of full productivity but also cause tension and frustration among existing team members.

Therefore, it is essential for companies to have a well-organized onboarding plan that supports everyone involved in the process.

How to care for employee well-being during onboarding

Ensuring employee well-being during onboarding is crucial for their long-term engagement and success in the company. First and foremost, it is important to create a friendly and supportive atmosphere where the new employee feels welcome and appreciated. Organizing welcome and integration meetings can help build relationships with the team and alleviate initial stress.

Mentorship support is also invaluable—assigning an experienced employee as a mentor who will serve as a guide and advisor significantly eases adaptation. Providing regular feedback is another important element—frequent meetings with the manager to discuss progress and challenges allow the new employee to continuously adjust their course and develop their competencies. Additionally, it is worth investing in training and development programs that not only increase skills but also boost motivation and job satisfaction.

One must not forget about mental health—providing access to professional psychological help, wellness programs, and encouraging the use of breaks and maintaining a work-life balance are crucial for sustaining a high level of employee well-being. In this way, the company not only helps the new employee transition smoothly into their new duties but also builds the foundation for their long-term engagement and loyalty.

Examples of how to care for employee well-being during onboarding:

• Creating a friendly atmosphere: The first few days of work should be full of support and openness. The new employee should feel that their needs are being considered.
• Mentoring: Assigning a mentor who will provide support and guidance in the first few weeks of work can greatly facilitate adaptation.
• Regular feedback: Frequent meetings with the manager to discuss progress and areas for improvement help the employee feel more confident and engaged.
• Training and development: Investing in the employee's development through training and courses is not only beneficial for the company but also increases the new employee's satisfaction and motivation.
• Psychological support: Access to professional psychological help can be invaluable for employees who feel stress and pressure in a new workplace.

5 counter-examples: what not to do during onboarding

• Lack of support and communication: Ignoring the needs of the new employee and the lack of regular meetings and communication can lead to a feeling of loneliness and being lost. An employee who doesn't receive proper support can quickly lose motivation and engagement.
• Disorganized onboarding process: A chaotic and disorganized onboarding process that lacks clearly defined steps and a schedule can put the new employee in a state of uncertainty and stress. Insufficient training and a lack of clear instructions make the employee feel unprepared to perform their duties.
• Neglecting cultural aspects: Focusing solely on formalities and procedures while neglecting to introduce the organizational culture, values, and mission of the company can make it difficult for the new employee to integrate with the team and understand what behaviors and attitudes are valued at the company.
• Lack of access to necessary tools and resources: Failing to provide the new employee with appropriate equipment, such as a computer, access to systems and software, training materials, or information about procedures, causes frustration and limits their effectiveness.
• Improper management of expectations: Providing misleading or unclear information about the role, responsibilities, and expectations for the new employee leads to confusion and stress. The discrepancy between reality and promises can discourage the employee and lower their motivation.

Avoiding these mistakes is key to effective onboarding, which not only helps a new employee quickly adapt to a new role but also builds their engagement and loyalty to the company.

Why is onboarding important?

Onboarding is a key stage in the employee life cycle that requires careful preparation and execution.

Introducing a new employee to the company is not just a matter of formalities and procedures, but above all, about building relationships, trust, and engagement. Therefore, it is important for an organization to have a clearly defined culture that promotes the company's values and mission and provides psychological support and benefits from the first day of work.

Access to wellness and psychological support programs can help a new employee cope with stress and adapt to a new environment. Managers and leaders play a key role here, as their engagement and readiness to support are invaluable in the process of integrating a new team member.

Preparing them for active participation in onboarding through training and access to appropriate tools ensures that the process will run smoothly and effectively, which in the long run benefits both the employee and the entire organization.

Wsparcie psychologiczne dla firm – na czym polega?