Employee Onboarding
19 Aug 2025
Mareike
Employee Onboarding: The Key to Successful Employee Integration
What is Employee Onboarding?
Employee onboarding is the structured process of induction and integration of new employees into a company. The term originates from English and means "to bring on board". The goal is to ensure that new team members become productive quickly, feel both socially and professionally secure, and understand and internalise the company culture.
A successful onboarding process increases the motivation, loyalty, and productivity of new employees and reduces turnover – especially during the probation period. A poor introduction, on the other hand, can lead not only to frustration and inefficiency but also to high costs due to early turnover.
It is in the interest of every employer that this process runs as smoothly as possible. A digital onboarding tool like Sundae OS can help to accelerate processes with its versatile and efficient applications, thus making onboarding easier.
The Three Phases of Onboarding
1. Preparation
The process begins even before the contract signing. This phase involves preparing everything necessary to ensure that new employees have a smooth start. This includes:
Provision of work materials such as PCs, software, access cards, and employee IDs.
Creating the personnel file and providing data for payroll.
Creating an individual induction plan that structures the first weeks.
Communication of expectations and points of contact.
2. Orientation
As soon as the first working day begins, the focus is on orientation. This phase aims to familiarise new employees with their role, the team, and the company processes:
Introduction to the team and relevant departments.
Training in specific tasks and processes.
Explanation of the company culture, values, and goals.
Regular discussions with the manager to discuss expectations and initial impressions.
3. Integration
The long-term integration is crucial for new employees to settle fully into the company and stay long-term:
Encouragement of social connections through team events or shared lunches.
Support in building a network within the company.
Regular feedback discussions to continuously optimise the onboarding process.
The Four Dimensions of Onboarding
Formal Onboarding:
Entry of master data and other important documents to enable a swift registration and integration into the team. This represents a fundamental prerequisite for starting with a new employer. Onboarding software like Sundae OS facilitates and accelerates this process for both employers and employees.
Technical Onboarding:
Conveying the necessary knowledge and processes so that new employees can work safely and productively. Care is taken to ensure that the tasks match the employees' abilities – neither over- nor under-demanding is effective.Social Onboarding:
Integration into the team through social activities and informal exchanges. This promotes a sense of belonging and facilitates the building of a professional network.Cultural Onboarding:
New employees should understand and identify with the values and goals of the company. Clear communication of the "why" behind the company vision helps to see the bigger picture and appreciate one's contribution.
With Sundae OS, the organisation of all these onboarding dimensions is consolidated into one program. Versatile features such as document uploads, tracking training levels, and scheduling appointments simplify the transition into a new work environment and the smooth integration of new employees into a work team.
Success Factors for Successful Onboarding
A smooth onboarding requires good planning and clear responsibilities. The most important success factors are:
Standardised Processes: Create checklists and induction plans that can be flexibly adapted to departmental needs.
Early Preparation: Ensure that all work materials and organisational foundations are ready before the first working day.
Clear Points of Contact: Designate contact persons for professional and social questions, e.g., in the form of a buddy program.
Regular Feedback: Evaluate the onboarding process through discussions with new employees and continuously optimise it.
Digital and Remote Onboarding
The use of HR software allows you to automate administrative tasks such as providing documents or training. Digital tools also facilitate remote onboarding, which is essential for hybrid or fully remote teams. In this process, employees receive the necessary hardware by post and complete training virtually. Even for in-person onboarding processes, digital tools can be a significant help. With Sundae OS, for example, it is possible to assess employee development playfully and transparently through various training levels and a points system. Networking and shift planning together with other employees is accelerated through a simple request system.
Why is Onboarding so Important?
A professional onboarding process is not only an investment in the satisfaction and retention of new employees but also strengthens employer branding. A positive experience during the induction phase ensures that the company remains attractive not only for current but also for potential talents.
Companies that invest in onboarding benefit from motivated employees, higher productivity, and long-term collaboration – a clear competitive advantage in times of skills shortages.
Conclusion: Why Professional Onboarding is Essential
A well-thought-out onboarding process is the key to a successful employee integration. By combining professional, social, and cultural integration, new employees feel welcomed and secure in their roles very quickly. Clear preparation, structured processes, and regular feedback ensure that they can work productively and stay with the company long-term.
With the support of digital tools, onboarding can be designed efficiently and flexibly – whether on-site or remote. Companies that use onboarding as a strategic tool benefit from motivated employees, stronger retention, and positive employer branding. In short: Successful onboarding is an investment that pays off for all parties.