Onboarding: what it is and how to set up employee onboarding
Onboarding is a managed process of onboarding a new employee, from the moment they accept an offer to the moment they become familiar with the job, the rules and the team and are able to function independently. A well set-up onboarding process is not just about paperwork: it’s a combination of administration, adaptation, training and clear expectations.
The main objective of onboarding: To shorten onboarding time, reduce errors and increase the chances that the new person will stay.
Why onboarding is important
- faster adaptation and performance in the first weeks
- fewer errors due to lack of knowledge of processes and rules
- lower turnover and better newcomer experience
- demonstrability (OHS, guidelines, GDPR, signatures)
Preboarding vs. onboarding
Preboarding takes place prior to arrival – questionnaire, documents, attitudes, first day plan.
Onboarding runs from day one – training, buddy system, goals, check-ins and gradual takeover of the job.
Tip: the most “silence” and confusion arises between the signing of the offer and the first day. That’s why preboarding has a huge effect.
What good onboarding looks like in practice
For onboarding to work, it needs to have a clear structure, roles and “watchdog steps”. Modern onboarding usually combines: process, people and tools.
1) Process (workflow)
- steps from questionnaire to training and evaluation
- notifications and deadlines (nothing will be missed)
- document templates and uniform versions
2) People (roles)
- HR = process and content
- leader = goals, purpose of work, feedback
- IT/administration = access, equipment
3) Tools (portal)
- onboarding portal and checklists
- e-signature and demonstrable acquaintance
- e-learning / courses / tests
Buddy system: what it is and why it works
The buddy system means that the newcomer gets a “buddy” from the team who helps him to find his way around: how to work here, who to contact, what is an unwritten rule, where to find information. A designated buddy does not replace the manager, but it will significantly speed up adaptation and reduce stress.
How to set up the buddy system
- the buddy has clearly defined tasks (first day, first week, first month)
- has time on his calendar and knows what is expected of him
- has a mini checklist ready: ‘attitudes, team, routines, culture’
- Follows up on check-in with supervisor (buddy ≠ performance evaluation)
Practice Tip: The buddy system works best when it doesn’t become an “invisible duty”. It helps if it is part of the workflow and has clear steps and deadlines.
30-60-90 plan: a quick framework for adaptation
The 30-60-90 plan helps the leader and newcomer set expectations and measurable progress. It is not a “spreadsheet for a spreadsheet” but a simple plan of what to accomplish in the first 3 months.
0-30 days
- Process and team orientation
- basic training and rules
- first small tasks
31-60 days
- more independent work
- taking over responsibility for part of the agenda
- first feedback and tuning of expectations
61-90 days
- stable performance in the role
- room for improvements
- evaluation of adaptation
Onboarding checklist: what should be included
A handy checklist of what is most often watched in onboarding:
- personal questionnaire and data check (preboarding)
- documents: contract, consents, templates, uniform versions
- electronic signing and traceability
- application access and role settings
- handover of equipment and property records
- OHS / guidelines / GDPR familiarisation (demonstrably)
- buddy system (partner) + introduction to the team
- 30-60-90 schedule and regular check-ins
- onboarding courses / e-learning (if it makes sense)
How SmartFP helps with onboarding
SmartFP will make onboarding a managed process – from a personal pre-boarding questionnaire, to document generation and electronic signing, to demonstrable familiarisation with the guidelines and follow-up e-learning.
- workflow steps according to the customer’s internal process
- notification and monitoring of deadlines (HR, manager, IT, buddy)
- document templates + data pre-filling (fewer errors)
- audit trail: who confirmed and signed what, when
- connection to other systems via REST API