The three phases of onboarding

The three phases of onboarding: The path to a successful employee introduction

A well-structured onboarding process is crucial for effectively integrating new employees into a company. From signing the contract to the end of the probation period, onboarding is divided into three phases: preboarding, orientation, and integration. Each phase has specific goals and tasks that facilitate the start and promote the long-term commitment of new colleagues. The Sundae OS software supports employers in all phases of onboarding to make the integration of new employees as quick and easy as possible. 

1. Phase of onboarding: Preboarding – The start before the first working day

The preboarding phase begins with the signing of the contract and ends with the first working day. It lays the foundation for a positive candidate experience and shows that the company is professional and committed.

Goals of the preboarding phase:

• Ensure that all organizational and administrative tasks are completed.

• Create a positive first impression and early commitment to the company.

Important actions:

1. Provision of information: Send the corporate philosophy, organizational chart, onboarding plan, and a welcome pack with relevant information. This is expedited through digital tools like Sundae OS as employees can view this information via their access.

2. Setting up the workplace: Ensure that the desk, work tools, IT access, and email accounts are set up. 

3. Appointment of a contact person: Appoint a mentor who can answer questions and provide support.

4. Organizational preparation: Gather necessary documents (e.g., proof of social security) and schedule training. This process can also be expedited by Sundae OS, as new employees can upload and store all important documents there.

5. Personal welcome: Send a welcome letter and invite new employees to company events or training sessions before they start work.

2. Phase of onboarding: Orientation – The first weeks in the company

The orientation phase encompasses the time from the first working day until about the third month. During this time, new employees should understand their tasks, get to know the company, and socially integrate.

Goals of the orientation phase:

• Introduction to the role, workflows, and company culture.

• Building social contacts within the team.

Important actions:

1. Establishing a welcoming culture: Welcome by the team, presentation of a welcome package, and introductions to colleagues.

2. Introduction to tasks: Explain job descriptions, guidelines, and initial tasks. Sundae OS offers optimal digital support through an integrated training program with a tiered system for this purpose. 

3. Feedback conversations: Clarify mutual expectations and provide regular updates with the supervisor. 

4. Company orientation: A tour of the premises, introduction to safety regulations, and presentation of work processes.

5. Team building: Shared lunches or small team events facilitate social integration.

3. Phase of onboarding: Integration – Arriving and contributing

The integration phase lasts from the third to the twelfth month. During this time, new employees should increasingly work independently and actively contribute to projects and the team.

Goals of the integration phase:

• Full integration into the company.

• Encouragement of initiative and further education.

Important actions:

1. Workshops and training: Opportunities to deepen knowledge and develop new skills.

2. Building a network: Participation in projects and working groups as well as attendance at company events. In this regard, Sundae OS supports easy and quick networking of employees for shift and schedule planning. 

3. Intensifying team building: Company outings or joint activities strengthen cohesion.

4. Ongoing feedback: Regular discussions with the supervisor help reflect on goals and progress.

5. Strategic introduction: Conveying company goals and strategic direction to understand the "big picture".

Checklist: 10 things for successful onboarding

1. Provision of a complete workplace: Desk, IT equipment, access data, and materials must be ready on the first day.

2. Clear contact persons: Appoint a mentor to clarify questions and facilitate the onboarding process.

3. Communication of the company culture: Convey values, visions, and the "why" behind the company mission.

4. Creation of an individual training plan: Plan first tasks and goals clearly and structured.

5. Timely information: Send a welcome pack with relevant information in advance.

6. Establishing a welcoming culture: Make the first working day special, e.g., with a tour and a shared lunch.

7. Regular feedback discussions: Clarify mutual expectations and discuss progress.

8. Promoting social integration: Organize team events or buddy programs to foster connections.

9. Early planning of training: Organize all necessary further education to quickly build knowledge and skills.

10. Continuous optimization: Regularly gather feedback to improve the onboarding process.

Conclusion

A well-thought-out onboarding process that encompasses the phases of preboarding, orientation, and integration is key to a successful employee introduction. With clear structures, targeted communication, and a developed welcoming culture, you ensure that new colleagues feel at home quickly, work productively, and remain long-term. A well-thought-out checklist helps to ensure that no step is overlooked and that onboarding is implemented effectively and sustainably. This process is particularly well supported by digital tools such as Sundae OS.