This article is for HR managers in charge of employee onboarding and full integration.
Onboarding Explained Simply
- Employee onboarding is a process that begins during the job interview and ends when the new employee is fully settled and adjusted to their new job.
Definition of Employee Onboarding
Employee onboarding is the entire process of onboarding a new employee, which begins with an interview and ends with the employee's full integration to the new job.
- the goal is to quickly integrate the employee into all work processes, the work environment and the work team
- includes "paperwork", training and handover of work tools and workplace
- the whole onboarding process starts with preparation long before the employee starts
- mastering the onboarding process is very important for companies
An employee's onboarding is a critical process. The initial steps and thorough preparation of the work environment, equipment, and documents significantly shape a new employee's first impression. Aptien streamlines the communication process between employer and employee from the very beginning.
How to Simplify Employee Onboarding
Employee onboarding—including the handover of necessary tools and equipment, introductions to colleagues and the workplace, and managing all formalities and paperwork—should be handled with minimal administrative burden. Aptien helps you create a clear overview of everything that needs to be prepared, ensuring everything is properly provided so new hires can quickly integrate into the workflow. In particular five pillars of onboarding:
- Administrative & Compliance Setup – paperwork, contracts, legal onboarding
- Performance & Role Onboarding – goals, expectations, evaluation
- Orientation & Training – knowledge, compliance training, skills
- Provisioning & Access Setup – tools, devices, systems
- Social & Cultural Integration – team bonding, buddy programs, cultural immersion
What is Employee Onboarding?
Employee onboarding encompasses all activities from the moment a hiring decision is made until a new employee is fully integrated into your company's team and culture. It's a comprehensive process that involves not just HR, but also managers and other team members across the organization.
The employee onboarding process typically includes:
- Preparation for the new hire's arrival (pre-onboarding)
- Initial orientation and the first days of employment (onboarding)
- Long-term adaptation and integration into the company (integration)
Given its comprehensive nature, coordinating all involved parties is crucial. Therefore, having all onboarding steps well-planned and managed is essential for success.
1. Preparation for the employee's arrival (pre-onboarding)
Onboarding preparation is important to ensure that everything is ready by the employee's first day. It includes both the preparation of documentation and the preparation of the working environment.
- Sending welcome letter
- Preparing the employment contract for signature and other new hire paperwork
- Completing mandatory legal and payroll forms (e.g., I-9, W-4)
- Setting up employee access to company systems and applications (e.g., email accounts)
- Preparing passwords, access cards, and keys
- Preparing necessary work tools and supplies
- Preparing the workspace
- Notifying future co-workers of the new hire's arrival
2. Employee's First Day(s)
The first day of a new employee is crucial. Everything must be prepared so that the employee has everything they need, from administrative and legal compliance to their specific job role and responsibilities. Typically, on the first day, work equipment is issued, and new employees are familiarized with the work environment and processes.
- Complete all necessary paperwork
- Familiarize the employee with key company processes, procedures, and rules
- Review the detailed job description with the employee
- Provide access and login details (keys, access cards, logins, passwords, etc.)
- Issue work equipment, personal protective equipment (PPE), and tools (laptops, machinery, etc.)
- Tour the workplace with the employee
- Set up their work environment and system permissions
- Provide training on the work environment, tools, and safety procedures
- Introduce the employee to their coworkers
- Familiarize the employee with formal and informal company practices and culture
- Discuss company strategy
3. New Hire Onboarding
New Hire Onboarding typically focuses on the first three months after an employee joins the company. The initial onboarding efforts usually concentrate on the first week and the crucial first
90 days. Depending on the complexity of the role, the full integration process may extend beyond this initial period and is often tied to the employee's ongoing professional growth.
- Completion of all required job-specific training and duties
- Understanding company processes, policies, and procedures
- Team integration and socialization, meeting key team members and supervisors
- Networking with internal and external contacts
- Setting personal development goals
See how you can set up an employee onboarding checklist in Aptien.