What are the 4 phases of onboarding?

The integration of a new employee is the last phase of your recruitment process. This is a crucial step in creating a bond and integrating your new recruit into your corporate culture. This is also known as onboarding, which would include practical advice that would make their transition a success. It is paradoxical to spend a significant budget to find just the right employee, then neglect their arrival and training. In the current context, retaining an employee should be at the heart of a business’ priorities. 

To make their process of onboarding effective, it must be organised by designing an integration course for the newcomer. The goal is for them to learn about the following: 

  • The company and its staff
  • The culture, or the general environment
  • It will also help teach them about their future working relationships and the team of which they will be part of. 
  • Finally, onboarding will focus on their position and missions (in-depth study with their direct hierarchical manager, passing on information in the context of a replacement, etc.). 

By doing so, you give the maximum chance to the new hire to succeed in taking up a position through a perfectly mastered onboarding. 

The key stages of an integration procedure 

This is not simply a question of welcoming your newcomer and seating them directly at their workstation. Good company onboarding should be anticipated, in-depth and structured. Here are the main phases.

Phase 1: Preparing for their arrival

First of all, it is essential to notify the teams concerned before the employee arrives on the premises. Indeed, nothing is more unpleasant for a newcomer than to feel that there are new colleagues who have not been informed of their arrival. In order to avoid any discomfort, or stepping on each other’s toes, you should prepare an email or in-office message informing all employees directly or indirectly affected by the new employee’s integration. It is important to remember to advise the support departments (HR, accounting, IT service, communication service) as they may have to deal with paperwork and technology for the new employee.  

Prepare the workspace

Make sure their workspace is organized, stocked and ready for any potential work issue. Ask yourself the right questions beforehand so as not to leave your new employee without the necessaries when he/she starts working. What supplies do they need? Is their computer configured for their arrival? Is their office clean and tidy? Do they have at their disposal all the tools and documents to facilitate the new position? Before the day of their onboarding, designate a trainer (a manager or an experienced member of the team) who will guide them to take their first steps in the company, and to find their place. 

Phase 2- Organise an integration path 

On the day of their arrival, do not immediately send the new employee to their workstation. Help them orient themselves to their new environment and other coworkers.  

Offer them any new welcome documents by explaining where to find the information useful to them. Then take them on a tour of the company, make sure to show them where the common areas are, such as: the break rooms, refectory, toilets and emergency exits. Your new recruit will feel welcomed and have the ability to easily navigate their work space and pertinent areas of the company. It is essential for their successful integration that your new employee values the image of your company and that they carry the same company spirit. This will also be a great time to redefine precisely with them the position they will occupy, by mentioning the expected short and long term objectives expected of them.

Phase 3 – Meeting the team

Every employee needs to get to know their team well and this could be done formally or informally. Take the time to present the whole company to the employee in order for them to learn the names and faces of people they will be working with. Introduce them to the services and benefits teams, if necessary. Introduce them to the people with whom they will interact daily should they have any questions or need assistance. Encourage the new employee to get to know people and offer ways to assist in this communication. 

Phase 4 – Monitor and assign regular meetings 

The new employee must be informed of regular meetings and someone to assist with their issues as well as monitoring to ensure quality performance. Communication is essential, especially when a new employee joins a team that has been working and running for some time. At the start of a new job, there are many things that have to be learned and managed by the new employee. Ensuring a good follow-up schedule will make it possible to observe the employee’s strengths and areas needed for improvement. The goal is for the new employee to transition easily when taking on their new functions and not to feel confused and alone.

The new employee must feel comfortable with the idea of asking questions when they encounter a problem. Organize regular interviews and check in points in order to follow their progress and strengthen their development within your structure. The onboarding period often takes several months. Initially, the employee will learn a lot from others and in particular from his trainer, who will offer them a point of contact, integrating the habits and customs of the company. It is important for the company to have assistance with this where needed. A professional eye can make this process much simpler. New employee training and support is vital. Take a look at Kylie Hammond for further information on how you can create the best onboarding experience for all.