The Keys to a Successful Onboarding

Our Checklist for Integrating a New Employee!

November 22, 2024

The stress of meeting new people, non-functional equipment, introductions to different teams, back-and-forth with the IT department for passwords and access issues… We all know this kind of onboarding, which doesn’t always leave a lasting impression. However, onboarding is a crucial step in one’s professional journey.

The numbers speak for themselves: according to a Gallup survey, 88% of employees believe their company could improve its onboarding processes.

But what is onboarding? And how can you ensure that the onboarding process goes smoothly?

According to Cadremploi, 35% of new employees quit within six months of being hired, and 45% of resignations occur in the first year. If you convert that into euros, the cost can quickly become steep!

Onboarding, which can be translated as “boarding” in French, consists of optimizing the integration of new employees, according to Le Figaro. Its objective? A smooth, easy, and serene start.

The key words are respect, preparation, and kindness. During onboarding, your new employee will form their first real impression of the company. It’s up to you to project the best possible image by conveying the company’s important values and culture. It’s also the moment to showcase your employer brand to strengthen the new employee’s commitment. For example, you could include a few goodies (pen, mug, notebook, etc.) in the new equipment distributed.

“A good onboarding process should ensure that your new employee is eager to return tomorrow!” – LH

We know that starting a new job is never an easy task. Thanks to our Cebir checklist, ensure that your new employee feels welcomed and doesn’t regret their choice on the first day, to avoid an early departure!

What to plan for a good onboarding?

First of all, welcoming a new employee requires some preparation in advance! Start by making a list of everything your new hire will need for a smooth start.

Computer & accessories,
A designated workspace or ensure an open office desk is available,
Access to the company’s programs, email account, etc.,
A notebook and a pen,
Access badges, if necessary.

Make sure to place your requests and inform the teams in advance.

You can also carry out a pre-onboarding by sending your candidate their contract, important information (address, arrival time, how to access the building, security procedures, GDPR, etc.) ahead of time, so they can read it at their leisure before starting.

Send a welcome and introduction email a few days before the start date, including your new hire’s email address. This will allow everyone to welcome them, and for your new employee to start with some encouraging messages in their inbox. Ensure that the management team and the people your new hire needs to meet are available on the first day.

Organize the schedule for your new employee: make sure their first days are well-structured. Plan necessary training sessions, meetings with more distant teams, and help them immerse themselves in the work environment and the company culture as much as possible.

What to do on the first day of onboarding?

On the big day, suggest that your new hire arrive half an hour later than the usual time, to give you the chance to make final checks and arrive before them. This way, you can start setting up their equipment and remind the people in the office that a new team member is arriving today. It’s not mandatory, but organizing a team breakfast for the new hire is always highly appreciated and allows for much smoother and relaxed introductions. It’s also helpful if the people involved in the recruitment process, whom the new hire has already met, are present to provide a more reassuring environment.

- Ensure that management is present to welcome the new employee.
- Show them the different areas of the office: cafeteria, restrooms, coffee machine, meeting rooms, reception, etc.

2. Once your new employee is settled, introduce them to the people present and explain the interactions they may have with them. Later, provide a list of key contacts within the company (HR department, team leader, reception, etc.).

3. Give your new hire some time to settle in, absorb the many pieces of information they’ve already received, and organize their thoughts. Sit near their desk and help them start up their computer, launch the various software, and ensure all the created access points are working correctly. (If not, follow up promptly yourself; don’t leave your new employee to figure it out alone!) Take some time to answer any questions they may have.

4. When your new hire is well settled, assign them a mentor or “buddy.” The mentor will be the person who guides your new employee through daily routines, takes time to explain procedures in more detail, and answers their questions during their first few days, weeks, or even months. This person is usually part of the new hire’s team but not from management, and they will play a crucial role in passing on the company’s values, team spirit, and the new employee’s integration into their team.

How to follow up on your new employee’s integration?

To ensure the best follow-up for your new employee, schedule regular meetings. These won’t be performance evaluations but opportunities to check that everything is going well and anticipate potential issues. These meetings will also help you identify your employee’s strengths and areas for improvement.

Here are a few examples of meetings to plan after your new hire’s arrival:

Integration interview: Conduct an initial interview to get feedback from your new employee on their first day or week. This will give you an overview of the strengths of your onboarding process and areas for improvement.
Follow-up meetings: Schedule follow-up meetings with your new hire every two weeks or monthly to gauge their integration and check that they understand their tasks.
End-of-onboarding interview: Once the determined onboarding period is over, don’t forget to have a final meeting with your new hire. You can ask them to submit a feedback report, discuss the next steps in their career path, and start setting a career plan. Once again, Cebir is here to help you optimize your recruitment and unlock the full potential of your future talent by highlighting their skills with our catalog of tests.

And don’t forget, good onboarding will set your new employee up with the right mindset! Their productivity, engagement within the company, and desire to contribute to its development will only be enhanced!

How to find a new employee?

Haven’t found your ideal candidate yet? We provide the necessary tools to help you make the most objective choice! From screening to selecting the best talents, to coaching and planning comprehensive career assessments, our solutions help you optimize your team’s potential.

Our approach stands out thanks to carefully crafted psychometric models and innovative adaptive tests. Together, we can objectively evaluate a candidate’s skills, abilities, and authentic personality traits.