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What are onboarding processes?

Updated

Explanation of terms

Onboarding process refers to the entirety of all steps that all persons involved in the process go through to accept and integrate a person into a company. This process is illustrated graphically in the onboarding process diagram.
d.vinci Onboarding supports HR departments in integrating onboardees professionally, socially and culturally into the new company. The standardization of onboarding processes makes process progress clear and comprehensible. At the same time, a well-designed onboarding process offers the opportunity to respond to the onboardee's individual needs. The purpose of onboarding is therefore to go beyond professional integration and focus on the individual. For the onboardee, the (re)entry into the company becomes emotionally easier, more understandable and more attractive, as they have the feeling of being looked after and valued at all times. A well-thought-out and well-designed onboarding process therefore contributes significantly to the company's reputation and welcoming culture and promotes employee-employer loyalty.
The reporting interface can be used to evaluate onboarding data.

Onboardee

A person with an onboarding process in place is referred to as an onboardee. This applies regardless of whether the contract has already been signed and whether it is really a new hire or a relocation or re-entry after a long absence.

Onboarding

One or more onboardings are assigned to the onboarding level. More about this here: Onboarding

Configuration

See Create onboarding.

Milestones, phases and tasks

  • The onboarding process is divided into four phases. Each phase begins with the achievement of a specific milestone.
  • A milestone is a distinctive, important and scheduled event in the onboarding process.
  • There are four milestones that determine when important process progress must be achieved. They therefore correspond to a kind of timetable.
  • The milestones are defined by determining calendar dates and are reached when the date occurs.

  • Tasks are created with a time reference to a milestone and fall into the phase before or after the milestone accordingly.
     

  • Note

    The names of the milestones and phases are deliberately kept vague, as they can be interpreted individually for each company. The contents of the phases described below are for illustration and inspiration purposes.

  • Milestone Onboarding Process Start

    On the date specified in Onboarding , the time calculation for the onboarding process begins.

    • Start of the Declaration of Intent phase
      The start of the onboarding process begins with the employer and onboardee expressing their interest in working together. A number of preparations are required before the employment contract can be signed. The tasks in this phase include
      • Sending contract offers
      • Clarify any queries
      • Negotiate contract requests
    • At the end of the phase, a contract has been concluded and signed.

  • Milestone Contract

    On the date specified in the onboarding , the employment contract should be signed by the employer and onboardee.

    • Start of the Preboarding phase
      Once the contract has been signed, the company prepares for the onboarding of the onboardee. The preboarding phase is a preliminary stage of the onboarding phase. The phase transition is therefore fluid and should be designed holistically. The tasks in this phase include
      • Prepare the workplace
      • Set up IT administrative access
      • Provide equipment such as office keys or tickets for public transportation
      • Planning internal training courses
      • Create workstations
    • In addition to the organizational tasks, the human aspect is particularly important and characteristic of preboarding. Therefore, ongoing and lively communication with the onboardee is an essential and important aspect of the preboarding phase. The tasks of this phase also include
      • Maintain regular contact
      • Provide ongoing information and preparation materials
      • Invite to company events
      • Enable the onboardee to get to know their future colleagues before their first day at work
      • Small gestures such as providing a bouquet of flowers before the first day of work
    • Ideally, the onboardee will already feel part of the company throughout this phase, even before they start their first day at work.

  • Milestone First Working Day

    The specified date is the contractually agreed first working day of the onboardee. Whether positive or negative, the first day of work leaves a lasting impression on the onboardee and contributes significantly to their sense of identification with the company. The first day at work is therefore a unique opportunity and the milestone of the same name marks one of the most important events in the onboarding process.

    • Start of the Onboarding phase
      The onboarding phase begins when the onboardee arrives for their first day of work. The tasks in this phase include
      • Receiving the onboardee
      • Hand over the equipment
      • Take them to their workplace through the company
      • Getting to know your colleagues and superiors
      • Introduce them to their workplace
      • Allow them to participate in internal training
    • At the end of this phase, the onboardee is informed about all areas, requirements and customs of the company and department and is prepared for their future work. Ideally, they will feel they have arrived and are a fully-fledged member of the company.

  • Milestone Onboarding Process End

    At the specified date, all tasks of the onboarding process have been completed.

    • Start of the Supervision phase
      Once the onboarding process has been successfully completed, there is ideally not much more for the HR department to do. The tasks in this phase include
      • Holding feedback meetings on the onboarding process
      • Hold feedback meetings after the probationary period
      • Hold feedback meetings at regular intervals
    • The support phase only ends with the manual completion of the onboarding process.

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