The onboarding process is the journey that each of us begins when joining a new job position. It doesn't matter if you work remotely or if you go to the office every day, we have all experienced an onboarding process at some company.

Unfortunately, not all companies have an onboarding plan. Only 12% of employees surveyed in a study by Gallup claim to have had a good experience during their onboarding. And to make matters worse, 22% of employees leave their new position within the first 45 days.

For this reason, it's very important to design both a talent acquisition plan and an onboarding process, as these will be the first two experiences people have with your project.

Onboarding Process Step by Step

An onboarding process can be summarized in 4 main steps: pre-onboarding, first-day onboarding, integration, and ongoing onboarding.

Pre-Onboarding: First Steps in the Incorporation of a New Employee

The Pre-Onboarding phase is crucial to ensure a smooth and positive integration of the new employee into the company. This period before the first day of work is fundamental to laying the groundwork for a successful onboarding experience, creating a welcoming and professional first impression.

The main objectives of the pre-onboarding phase are:

• Lay the groundwork for a positive onboarding experience: Before the employee starts, it's essential to prepare the ground for their arrival, ensuring everything is ready for their integration into the company. This includes everything from technical aspects to cultural inclusion.

• Ensure that the new employee feels part of the company even before the first day: The goal is to make the new member feel valued and anticipated, reinforcing their decision to join the company and increasing their commitment and enthusiasm to start.

To achieve these two main objectives, it's necessary to choose and design specific activities and actions. Among the most recommended practices in this phase, we can find 3 main areas to focus on: welcome, technological implementation, and communication.

Sending documentation and welcome program: the main goal of this phase is to provide an informative introduction to the company and close any kind of process that requires documentation; whether it's for the hiring process or any other reason.

Many of these new employee welcome programs include a "welcome kit" where you can find detailed documentation of the role to be played, information about the company, and a guide to the first administrative steps.

Implementation of work tools: Once the employee is part of the team, they must have the necessary tools to perform their job. From mobile phones and tablets, to access to software or a computer, these are the most common and indispensable materials today.

Initial communication before the first day: whether through a call or a virtual meeting, it's important to communicate almost constantly with the new employee to answer questions, express expectations, or solve problems. It's an ideal time to demonstrate the culture and values of the company.

Onboarding on the First Day of Work

Just as the first day of school marks a before and after for each child, the first day of work, for both younger generations and the not-so-young, can also make a difference.

The main goal of the first day is to introduce the employee to the company, its culture, and its people. In other words, familiarizing the new member with the work environment, their colleagues, and the values of the company contributes to their integration and adaptation. If it involves a new employee who will work remotely, having a plan for remote employee onboarding is very important.

The 3 major milestones to be achieved in this phase are: to provide a general orientation about their role and the operation of the company, to make a presentation of the workspace, whether physical or virtual workspace, and to introduce them to their team.

Onboarding Process: Employee Integration

This stage is crucial for the long-term development of the employee within the organization, providing the tools and knowledge necessary to perform their role effectively. In this phase, which can extend for weeks or even a few months, we find 2 main objectives:

• Ensure that the new employee understands their role, responsibilities, and how their work contributes to the success of the company: It is vital that each employee not only understands their daily tasks but also the impact of their work on the overall objectives of the company.

• Provide the necessary training to perform their role effectively: Equipping the new employee with the specific skills and knowledge required for their position ensures a smooth transition and higher productivity.

To achieve these objectives, the most popular and effective practices include:

• Developing a training plan that details the skills and knowledge necessary for the employee's specific role, including both on-the-job training and external or internal courses. This plan should be flexible, allowing adjustments based on the employee's progress and emerging needs.

  
  

• Assigning an experienced employee (mentor) who acts as a point of reference for the new member, guiding them through the first weeks or months. This person can offer practical advice, support, and guidance about the culture and practices of the company.

  
  

• Establishing a meeting between the employee and their direct supervisor to discuss and agree on specific and measurable goals, as well as performance expectations. These objectives should be reviewed and adjusted regularly to reflect the employee's growth and development.

By investing time and resources in this phase, companies not only improve employee satisfaction and retention but also strengthen their organizational culture and their ability to achieve strategic objectives. The key is a personalized and adaptive approach that recognizes the individual needs of the employee, fostering an environment of continuous learning and professional development.

Continuous Onboarding and Evaluation

The follow-up and evaluation phase is crucial to close the onboarding process cycle, ensuring the new employee feels supported in their transition and adjustment to the company, and that the process itself is continuously refined and improved. This stage focuses not only on the newly onboarded employee but also on evaluating the effectiveness of the onboarding program, to identify and implement improvements.

We can apply any of the following best practices at this stage:

• Organize regular meetings (weekly or monthly) between the new employee and their supervisor or mentor. These meetings should focus on the employee's progress, any challenges they are facing, and how the team or management can support their development and well-being.

  
  

• Use surveys, interviews, or focus groups to solicit the employee's feedback on every aspect of the onboarding process, from pre-onboarding preparation to integration and training. This feedback is invaluable for identifying areas for improvement and tailoring the process for future hires.

  
  

• In collaboration with the employee, define a professional development plan that includes short and long-term goals, training opportunities, and potential future projects or roles. This plan should be reviewed and updated regularly, reflecting the employee's growth and the changing needs of the company.

Innovation in Onboarding Processes: Virtual Spaces

Traditionally, onboarding processes have been carried out through digital platforms and tools, others in person, and unfortunately, many do not even exist within companies.

Today, due to the massive labor incorporation of new generations, many common practices have become obsolete, and having a plan for the onboarding of new employees is now a must.

Therefore, companies like Janssen use virtual space tools to design a unique, different, useful onboarding process that truly meets the objectives of this process.

Advantages of Virtual Spaces in Onboarding

• Improved Accessibility: Virtual spaces allow employees to access training resources, meetings, and integration events from anywhere, eliminating geographical barriers and facilitating greater flexibility.

  
  

• Interaction: Through digital tools and online learning platforms, new employees can actively participate in their onboarding process, interacting with colleagues and content dynamically.

  
  

• Personalization of Learning: Virtual spaces offer the possibility to customize training materials and learning pathways to suit the individual needs of each employee, thus enhancing the effectiveness of the training.

  
  

Case Study: Spacecreator as an Onboarding Tool

You can consult our onboarding guide to use Spacecreator as an onboarding tool or study the practical case of Janssen, the pharmaceutical division of Johnson & Johnson, and discover how they have utilized our tool.