Onboarding

Onboarding in Companies: Processes, Strategies & Digital Solutions

Successful onboarding lays the foundation for long-term success. New employees should feel welcome from day one, be able to work productively, and understand the company culture. In times of hybrid work and digital HR processes, onboarding is becoming increasingly important on a strategic level. Learn how modern companies design onboarding in a structured, efficient and human-centered way.

What Does Onboarding Mean?

Onboarding refers to the structured process of integrating new employees. The goal is to make the start in the company as smooth as possible so that new colleagues become productive quickly and develop an emotional connection to the organization. Onboarding includes all measures from signing the contract to full integration into teams, processes and company culture.

Onboarding Process: Phases & Components

A well-designed onboarding process typically consists of three phases:

1. Preboarding

Between signing the contract and the first day of work, new employees receive essential information – such as login credentials, onboarding schedules or welcome packages.

2. Orientation & Training

In the first weeks, the focus lies on understanding tasks, workflows and team structures. Mentoring, training sessions and feedback meetings provide guidance and build confidence.

3. Integration

After about three to six months, the new employee should be fully integrated into the team and familiar with the company values. Regular conversations and development opportunities support long-term retention.

Digital Onboarding: Efficient & Location-Independent

Digital onboarding uses software and online platforms to make training processes accessible from anywhere. This is particularly valuable for hybrid or international teams. Digital solutions offer features such as:

• Automated checklists and task tracking

• Online training and knowledge bases

• Virtual company tours

• Feedback tools and progress tracking

• Integrated communication via chat or video

These tools help standardize processes, avoid errors and enhance the overall candidate experience.

Onboarding New Employees: Best Practices

For successful onboarding, companies should follow these principles:

• Clear structure: A standardized roadmap provides orientation.

• Welcoming culture: Personal greetings, buddy programs and team introductions foster belonging.

• Role clarity: Tasks and expectations should be clearly defined from the start.

• Regular feedback: 30-, 60- and 90-day check-ins allow for adjustments.

• Cultural onboarding: Values, mission and communication norms are as important as job-specific knowledge.

This creates a positive employee experience from day one – the basis for engagement and motivation.

FAQs: Common Questions About Onboarding

1. How long should good onboarding take?

A professional onboarding process begins before the first day of work (“preboarding”) and ideally lasts between 3 and 6 months. In many companies, it extends up to 12 months, especially for complex roles.

2. What should definitely happen on the first day?

Key elements for day one include:

• Welcome and personal introduction to the team

• Handing over equipment (laptop, access, tools)

• Office tour or virtual introduction

• Presentation of the onboarding plan

• A dedicated contact person or mentor

Goal: The new employee should feel comfortable, supported and operationally ready.

3. Why is structured onboarding so important?

Strong onboarding leads to:

• Faster productivity

• Higher employee retention within the first 12 months

• Fewer false starts and misunderstandings

• Better social integration within the team

• A more positive candidate and employee experience

Companies with structured onboarding significantly reduce early turnover.

Onboarding is far more than an administrative formality – it is a key driver of employee retention, motivation and productivity. Companies that use digital tools, implement clear processes and focus on personal support set the stage for long-term engagement and satisfaction.