A good onboarding process is like a successful first date: you want to make a good impression, lay the groundwork for a lasting relationship, and avoid major blunders that could ruin everything. The integration of new employees is somewhat similar! Today, companies that invest in their onboarding increase the chances that recruits will thrive, remain motivated, and – the cherry on top – stay longer. Here are the 10 best practices to make every onboarding session a memorable and effective moment, while making your life easier.
1. Prepare before their arrival
The worst nightmare for a new employee? Arriving at a company where no one is ready for them. No assigned desk, no configured computer, no schedule… Forget about the welcome effect! Before your new employee even steps foot in the company, prepare their workspace and make sure they have all the necessary equipment: computer, software access, badges, etc.
Additionally, send them a little welcome message before their arrival. This can be an email with some practical information, such as the arrival time, the dress code (if you have one), and even a little introduction video of the teams.
Checklist for a well-prepared onboarding:
- Ready IT equipment (computer, phone, installed software)
- Access information (badges, identification cards)
- Preparation of the workspace
- Welcome email with practical information
2. Organize a warm welcome
Nothing beats a warm welcome to ease the atmosphere! The first day is often stressful for newcomers. Organize a small welcome meeting where you introduce them to the team, or offer an onboarding breakfast. Some even use the “buddy system,” a mentoring system where an already established employee accompanies the newcomer to answer all their questions.
This creates a bond from the start and helps the newcomer feel less lost in the company’s big jungle.
3. Explain the company culture
Your company has a personality, values, and a way of doing things. Take advantage of the onboarding to convey this culture to your new employee. Explain the values that drive your team, social responsibility projects, or even the little internal habits that make all the difference, such as “casual Friday” or informal coffee breaks.
4. Create a training and support program
The integration of an employee does not happen in a day. A good onboarding can extend over several weeks, or even several months! The ideal? Create a training and support program. This could include training on the tools used, sessions on internal processes, or even practical scenarios to fully understand the position.
A structured and gradual training allows the newcomer to gain skills at their own pace while avoiding an information overload.
5. Implement a mentoring system
Remember the buddy system mentioned earlier? Let’s return to it! This mentoring system allows the new employee to have a reference person. This mentor can answer their questions, help them understand the company’s nuances, and pass on their experience. This reduces stress and creates a social connection from the first days. A plus for team cohesion!
6. Organize regular follow-up meetings
Onboarding is not just a series of training sessions. It’s also a time to regularly check in with your new employee. Schedule weekly meetings at the start, then space them out as they settle in. This allows you to gather their impressions, address their questions, and adjust the process if necessary.
These regular follow-ups also help quickly detect any potential issues, providing corrections and improving the integration process for future recruits.
7. Use technological tools to facilitate integration
Today, technology makes life much easier. Use onboarding management platforms to centralize all information, track the stages of the process, and even offer e-learning modules. Software like Trello or Asana also allows you to create an onboarding pathway by assigning specific tasks to newcomers.
HR tools facilitate monitoring and allow you to measure the new employee’s progress over the weeks. A well-managed onboarding with modern tools means less stress for everyone!
8. Encourage socialization and collaboration
We know that a happy employee is a productive employee. Promote socialization by organizing team lunches, group activities, or collaborative projects from the start. The social relationships created within the company play a key role in employee satisfaction.
Socialization activity chart per week:
| Week 1 | Welcome coffee with the team |
|---|---|
| Week 2 | Welcome lunch |
| Week 3 | Team building workshop |
These informal moments help strengthen bonds and quickly integrate the new employee into the company culture.
9. Continually improve your onboarding program
Onboarding is an evolving process. Collect feedback from new employees and adjust your program accordingly. This allows you to offer a more relevant and tailored integration path that meets the needs of recruits. Employee satisfaction is a key indicator to know if your onboarding is effective or if it needs some adjustments.
10. Measure the impact of onboarding on performance
Finally, effective onboarding can be measured. Analyze indicators such as employee retention rates, their job satisfaction, and even their productivity. For example, if employees who have gone through your onboarding program stay an average of two years longer than others, that’s a good sign!
Use a tracking table to evaluate these indicators over time:
| Indicator | Month 1 | Month 3 | Month 6 |
|---|---|---|---|
| Retention rate | 98% | 95% | 92% |
| Job satisfaction | 90% | 88% | 85% |
| Average productivity (%) | 80% | 85% | 90% |
This tracking allows you to demonstrate the effectiveness of your onboarding and identify areas for improvement.
So, ready to transform your onboarding?
With these 10 practices, you have what it takes to build a comprehensive and engaging onboarding process. Your new employees will feel integrated, valued, and ready to give their best. And if you want to take it a step further, why not share this article on social media or explore our other guides on human resource management? It’s your turn to take action!
