When a new employee joins the company, or old colleagues return to their team from parental leave, or a change takes place within the company, it is important to offer the new employees the best possible start to their job, because only those who are perfectly prepared for their new job during onboarding can start quickly and efficiently and become more motivated. We have compiled the biggest challenges in the onboarding process for you and will present the three-phase model including an onboarding checklist for you to download.

The first day at work - so important for new employees

We have all experienced it: our first day at work in a new company. Many of us have also changed teams or the whole company several times and know how important it is to be able to start the new job in a structured way and under ideal conditions. Generally, a situation like this is stressful for a new employee. They may not know their colleagues yet, they may be starting their job straight from university without any work experience, or they may have to get used to their new job after parental leave. But there are many ways for employers and colleagues to make it as easy as possible for the new team member and also the existing team. Part of this process is the so-called 3-phase model, the implementation which begins before the first day of work and plays an important role in onboarding. But first, let's take a look at the biggest challenges and mistakes a company can make when onboarding a new employee.

The biggest challenges on the first days of work with a new team member:

1. It has not been determined before the first day who will welcome the employee and integrate him/her into the new working environment.

There might not even have been a conversation about all the responsibilities as well as the integration of the employee since they've signed the employment contract and now the new employee is already at the door waiting for their first instructions. This is a big mistake which needs to be avoided to ensure that the employee feels welcome and needed.

2. The software and hardware is not or only partially prepared

Of course, new employees also need the appropriate software and hardware in order to be able to start work promptly. So make sure that everything is available and functional at the new workplace in advance - this will not only reduce stress on the first day of work, but will also make a better impression on employees.

3. The new colleagues and team members do not know about the new colleague and do not have time to deal with him or her

This usually happens in companies with many employees where internal communication does not function optimally. If then suddenly a new employee is in the room and nobody knew about it, one can assume that the colleagues also cannot take much time to welcome the new team member or to help him/her get started on their first day.

4. New employees are quickly overwhelmed due to too much information and tasks combined with little structure

This is not unlikely either, because employers who mean well and plan the employee's first days of work completely are more likely to overtax him or her. Particularly in companies that have waited a long time to fill a new position, it is not uncommon for tasks to be left undone for the new employee. Often, however, these are tasks that have to be completed very quickly with the start date, which on the one hand does not leave a good impression and on the other hand can cause excessive demands.

Confidently train and integrate new employees with the 3-phase onboarding model

Phase 1: from signing the contract to the first working day.

Preboarding

As already mentioned, onboarding starts well before the first working day with the so-called preboarding. Here, the new employees should already receive all essential information about their new job and employer before the first working day. This includes information on contact persons for the first day and beyond. Pre-boarding also includes an introduction to the company's mission statement, a tour of the company building, possibly a short round of introductions with the new colleagues and an overview of the procedure for the first working day, etc. This procedure creates a feeling of security for the new employee.

This procedure creates security for the new employee, binds him or her directly to the company and shows sincere interest. It also makes the onboarding and introduction process easier for employers.

Of course, preparing for the first day of work also includes setting up the workplace for the new employee. For this purpose, it must be determined in advance which hardware and software the employee needs and a mailbox as well as a functioning telephone should be set up and tested. Passwords are also a relevant issue here; which employers should clarify with the responsible system administrator in a timely manner. 

Phase 2: from the first day of work over the coming days and weeks.

Orientation and Kick-off

The first day of work should go smoothly after the professional preboarding. Now the second phase of the model begins: the orientation and kick-off phase. Inform your employee and his or her colleagues in good time if anything has changed in the agreed process. Now the first or second impression counts. Think about what you would like for your first day at work in a new company or team, or after a longer break - for example, after parental leave.

First and foremost is the social component. A friendly welcome, a small gift or a welcome package on their new desk (for example, a bouquet of flowers for returners or some sweets combined with company merchandising for the newbies) show the new employee that he or she is welcome. Basically, the new workspace should be tidy and equipped with all the necessary work tools. Particularly noteworthy is the advantage of having a company-internal "mentor" who takes care of the new team member during the first days or weeks of work and ensures that he or she does not feel left alone. In small companies, a joint lunch can also be organised.

The briefing of the new tasks and the first assignments can take place on the first day of work, but please note that the new colleague should not be given too much input so as not to overwhelm him or her. With fresh energy, it is more advisable to start the first tasks on the second working day than directly on day 1.

As you can see, this phase does not end with the first day of work, but extends over an individual period of time. This period depends, among other things, on whether the person is a career starter, a professional or a returning employee. Depending on the individual, you can set a first feedback meeting at the end of the kick-off phase. 

Phase 3: from kick-off to the end of the probationary period.

Onboarding

In contrast to the kick-off, onboarding is an ongoing process that takes several months (usually until the end of the probationary period). The aim here is to ensure a comprehensive introduction, to integrate the employee into the company and to consolidate his or her area of responsibility. Part of this is regular discussions with superiors and the team. Onboarding ends with the final interview at the end of the agreed probationary period. As an employer, keep in mind that you are not the only one who will evaluate the employee during this time, but the new person will also take a close look at you as an employer, the team, the company as well as the tasks and customers.

Ideally, onboarding is now complete and both parties agree on continuing the work contracts.

Are you interested in implementing an onboarding strategy for new employees in your company? No matter if you'd like to start right away or keep it in mind for future employees, feel free to download our comprehensive checklist for the 3-phase onboarding process here: