Onboarding process refers to the entirety of all steps that all persons involved in the process go through to accept and integrate a person into a company. A person with a created onboarding process is called an onboardee.
The d.vinci Onboarding supports HR departments in integrating onboardees into the company professionally, socially and culturally. Through the standardization of onboarding processes, process progress becomes clear and comprehensible. At the same time, a well-designed onboarding process offers the opportunity to respond to the individual needs of the onboardee. The purpose of onboarding is therefore to focus on the individual beyond professional integration. For the onboardee, (re)joining the company becomes emotionally easier, more comprehensible and more attractive, as he/she has the feeling of being looked after and valued at all times. A well thought-out and well-designed onboarding process thus contributes significantly to the company's reputation and welcome culture and promotes employee-employer loyalty.
Onboarding data can be evaluated via the oData Reporting API.
A person with a created onboarding process is called an "onboardee". This applies regardless of whether the contract has already been signed and whether it really is a new hiring, or a relocation or re-entry after a longer absence.
Milestones, Phases and Tasks
- The onboarding process is divided into four phases.
- Each phase begins with the achievement of a certain milestone.
- A milestone is a distinctive, important and scheduled event in the onboarding process.
- There are four milestones that determine when important process progress must be achieved.
- Milestones are set by determining calendar dates and are reached when the date occurs.
- Tasks are created with a time reference to a milestone and fall accordingly into the phase before or after the milestone.
The names of the milestones and phases are deliberately kept vague, as they can be interpreted individually for each company. The contents of the phases described below serve as illustrations and suggestions.
Milestone Onboarding Process Start
The onboarding time schedule for an onboarding process starts on the specified onboarding process start date.
- Start of Phase Declaration of Intent
The start of the onboarding process begins with the expression of interest in joint cooperation by the onboardee and the employer. Some preparations are necessary before the employment contract can be signed. The tasks in this phase include:
- sending employment contract
- clarifying any questions
- negotiating contract details
- At the end of this phase a contract has been created and signed by both parties.
On the specified time schedule date the contract has been signed by both the employee and employer.
- Start of Phase Preboarding
As soon as the contract is signed, the company prepares for the employee's entry. The preboarding phase is a preliminary stage of the onboarding phase. The phase transition is therefore fluid and should be designed holistically. The tasks of this phase include:
- preparing the work place
- creating accesses for doors and computers
- provide equipment such as office keys or public transport tickets
- plan internal schoolings and trainings
- create work plans
- Beyond the organizational tasks, the human aspect is especially important and characteristic for preboarding. Therefore a continuous and lively communication with the onboardee is an essential and important aspect of the preboarding phase. The tasks of this phase also include:
- contacting the onboardee regularily
- keeping the onboardee updated with information and preperation materials
- inviting the onboardee to company events
- enabling the onboardee to meet their coworkers before the first working day
- small gestures like providing a bouqet of flowers on their first working day
- Ideally, the onboardee will feel part of the company for the entire duration of this phase, even before he or she starts their first day at work.
Milestone First Working Day
The specified time schedule date is the contractually agreed first working day of the onboardee. The first working day - whether positive or negative - leaves a lasting impression on the onboardee and contributes significantly to his or her sense of identification with the company. The first working day is therefore a unique opportunity and the milestone marks one of the most important events in the onboarding process.
- Start of Phase Onboarding
The onboarding phase begins with the arrival of the onboardee on the first working day. The tasks of this phase include:
- welcoming the onboardee
- handing out materials
- leading the onboardee to his or her new work place
- making the onboardee acquainted with his or her new superiors and coworkers
- introducing the onboardee to work plans
- letting the onboardee participate in schoolings and trainings
- At the end of the phase, the onboardee is informed about all areas, requirements and practices of the company and division and is prepared for his or her future work. Ideally, he or she feels that he or she has arrived in the right place, as a member of the family and a full member of the company.
Milestone Onboarding Process End
At the specified time schedule date all tasks of the onboarding process have been finished.
- Start of Phase Supervision
After a successfully completed onboarding process, there is ideally not much need for action by the HR department. The tasks in this phase include:
- conducting feedback talks on the onboarding process
- conducting feedback talks after the probation time
- conducting feedback talks regularily
- The supervision phase ends by manually ending the onboarding process.