Onboarding Process

Modified on Tue, 08 Nov 2022 at 03:36 PM

When you have a new team member on board, it is important to to have an established onboarding process in order to perfectly prepare them for their new role. We have created an example of a comprehensive onboarding process for you.

Here an overview of the process:

Note: Click on the image if you wish to see it bigger.


Before the first day of employment

Before your new employee starts their job at your company, make sure that you have completed all of these steps:

  • The HR department collects all information/ documents of the new employee and sends them to the tax advisor. 

  • The HR department informs the office management, IT Admin, and the director/ direct manager about the new employee's start date and location (remote/ office). You can create a workflow for this step.

Workflow name New employee
TriggerStart of the employee's contract
Schedule20 days before / 10 days before depending on choice

Important: For each individual recipient ( Office Management, IT Admin, and director/ direct manager) a special email template can be set up - and several actions can be added to the workflow. This way, each individual department gets its own Call To Action.

  • The IT Admin and direct manager clarify what equipment/ programs/ licenses are needed.

  • The IT Admin prepares the machine (i.e. laptop) and all accounts.

  • The IT Admin/ office management prepares:
  • Remote start: Sends machine and welcome package to the new employee. 
  • Office start: Prepares desk, welcome package, and transponder. 

  • The direct manager prepares the onboarding plan for the first few weeks:
  • First day after HR introduction
  • Get-to-know meetings with the departments and contact persons are booked
  • Tasks and goals of the first week are defined

  • The HR department sends out an information mail to the new employee with all important information about the first day.

First day of employment 

The day has finally arrived, your employee is starting their new job at your company. These are the steps you should be taking on their first day:

  • The HR department welcomes the new employee.
  • Remote: online meeting
  • Office: personal welcome and office tour 

  • HR department: company presentation (approx. 1 hour)
  • General company information 
  • Company set-up
  • Company vision and mission 
  • Culture and communication 
  • Internal events 
  • Important safety regulations (first aiders, escape routes, fire protection)
  • HR processes (Kenjo, vacation days, sick days, working model, etc.)

  • The HR department hands over to the direct manager to continue with the internal team onboarding.

  • The direct manager informs the new employee about:
  • General onboarding plan for the next weeks
  • Expectation management is key - requirements and mutual expectations are clarified 
  • Presentation of processes, distribution of tasks and roles within the department 
  • Necessary tools and relevant platforms are presented 

  • The direct manager plans team meetings to introduce the new employee to the team.

6 Weeks of Employment 

Now that your employee has been with your company for six weeks, these are the steps you should take next:

  • The direct manager books feedback meetings, first impressions are requested. This initial feedback provides essential input for improvement on the onboarding process and reassurance for new hires. Missing information also becomes apparent. 

  • The direct manager sets goals. Initial goals provide a clear structure and a sense of achievement. The new employees quickly feel like valuable team members.

  • Check-in by HR department with the direct manager to see how things are going and if the onboarding process is going in the right direction.

3 Months of Employment 

After three months of employment, the next round of check-ins start. Now, it is time for:

  • The direct manager books a 15 minute sync with the HR department about the current status and to discuss if any measures need to be taken or if there are any concerns. 

  • The direct manager sets up a three month check-in with the new employee (approx. 30 minutes) - the HR can provide support if needed. Possible questions to ask:
  • How were the employee's first three months with the company?
  • What was good, what can be improved?
  • Any kind of support needed?
  • Positive feedback and areas to improve. 

5 Months of Employment

After your employee has been with you for five months, consider these next few steps:

  • The HR department sends a reminder via Kenjo to the direct manager that the probation period will end soon. 

  • This is the latest point of decision of the direct manager if the employee will pass the probation period or not.
  • Negative: The direct manager informs the HR department that the employee will not pass the probation period. 
  • The HR department will prepare the termination letter. 
  • The direct manager will set up a meeting with the new employee and the HR department to inform them about the decision. 
  • Positive: The direct manager informs the employee in a personal meeting that the probation period is ending soon and that the employee will pass. The HR department is also informed by the direct manager. 

6 Months of Employment

You employee has now passed the probation period and is a full team member. They perform to the satisfaction of the direct manager and the team. 

  • Further development opportunities and goals are discussed between the direct manager and the employee. 

  • Further feedback sessions are scheduled to map out the professional fit and address potential gaps.

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