Onboarding: welcome your new employees, without forgetting anything!

What is “successful” onboarding, and how do you set it up?

What should you prioritize? Who should be the main actor in business? When and how to prepare it effectively?

These are all questions to ask yourself before the arrival of a new person in the company, which will allow them to be permanently integrated into the organization. We help you see more clearly!

Three pillars on which to base your strategy:

• Human dimension
• Material dimension
• Company values

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An essential global process

A failed onboarding, or one whose importance is minimized, can be a source of complications for all parties involved: tensions with onboarding, obligation to resume recruitment, poor image of the company (externally and internally)... The stakes are high.

Conversely, when successful, onboarding is an incredible facilitator (relationships, software uses, process & product understanding...).

Discover the _rzilient checklist for a successful onboarding, with the actions to be taken prior to arrival, on the D-day, and throughout the onboarding process.

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Upstream preparation

Administrative

• Transfer of the necessary information upon hiring (HR, accountant, OM...)
• Preparation of contracts
• Signature of the contract by both parties (can be done by online signature software -> very useful for full-remote, but also to make the execution of these time-consuming tasks faster)
• Opening accounts health insurance, complementary health insurance, and making an appointment for a medical visit if necessary
• Welcome email to register the candidate's entry into the organization

Definition and forecasting of logistical needs

• Environment and workplace (desk, chair, locker... ) 💻
• iT equipment (computer, telephone, screen, mouse, keyboard, keyboard, adapters, cables...) but also hardware pre-configuration -> installation of sessions, apps, software, required licenses on the computer

• Mobility : company vehicle, subscription to the public transport or soft mobility networks, parking space or bicycle space
• Consideration of external partners and anticipate to meet deadlines

-> If the premises are independent of the company, notify the service provider and provide badge, key, codes etc...

-> Place orders with equipment suppliers

• Opening of accesses Mail, Drive, and any application used internally

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Communication around the new arrival

• Informing employees recruitment via internal communication channels 📢
• Inform the recruited person : details on his equipment (BYOD or not), on the logistics of his arrival (time, location, dress code, program)

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D-day

Welcome and entertainment

This stage will depend on the number of simultaneous arrivals, the size, culture and resources of the company. It will be there first chance To integrate The person in practical life and corporate culture, and to give him a global vision of the organization.

Attention, with a remote onboarding process (full-remote) this stage and its logistics will be very different.

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Meeting with managers/team

• Formal or informal -> figure out which is the most suitable
• Presentation of the activities of each division, each person, and the ins and outs of working with the newcomer
• Organizational chart and product overview
• Presentation of the “buddy”, if there is one, of his role ⚡️
• Visit the premises, presentation to employees

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Allocation of equipment + practical life in the office

• Allocation of iT equipment, office space, equipment (badge, keys, parking space etc.)
• Administrative information (HR, mutual, transport, CSE...)
• Presentation of the processes internally + work tools 🔍
• Overview of the neighborhood and meal/outing habits etc.

These steps can also be concentrated in an onboarding kit provided to new entrants for an improved employee experience! 💡

This kit can take several forms: guide, email, videos, videos, integration seminar, academies, training... and contain the following information:

-> Presentation of the organization chart and the various jobs

-> Product presentation

-> Presentation of the company, its history, its raison d'être, its values

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Monitoring over time

This step will depend on:

• the validation of the trial period ✅;

• the type of contract; the degree of preparation prior to arrival;
• remote/on-site policies, the regularity of exchanges;
• of the person, and of their past culture in business!

It exists multiple solutions to carry out this follow-up with employees in order to assess the quality of their onboarding, correct the situation if necessary, and validate the practices that work:

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Regular interviews

• Interview with HR: S1/S2/M1 then M2, to be continued as needed
• Meals with monthly buddys

Review with the person how they have felt since their arrival, internal experience, satisfaction, possible areas for improvement, ensure that the equipment is appropriate and that nothing is missing...

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Satisfaction form I Surprise report

• Open and very broad questions in order not to guide the answers
• Ensure the smooth running of onboarding and its effectiveness
• Get ideas for improvement for the next ones! 💪🏼

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Next generation IT management

Adopting the _rzilient platform means choosing onboarding simple, fast and effective!

-> Equipment ready to use upon arrival

-> Pre-configured hardware with the applications of your choice

-> Delivery where (and when!) you want it 📦

-> All orders directly from a single platform

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