- Onboarding consists of giving the means to the organization so that the newly arrived “piece of the puzzle” fits smoothly into the corporate jigsaw
- The physical environment is more important than seems – it’s another source of information for new arrivals and what is expected of them professionally
Pythagoras once said that “the beginning is half of the whole”. A saying that has elicited several interpretations, although all of them come back to the idea that the start (of a project, relationship, vital phase…) is a moment of great transcendence. In all contexts, including the workplace, the first steps are crucial. And when it consists of beginning a new job, those first days, weeks and months can decisively frame the future of a professional in their new work environment. It can go very well, if constructive steps are taken and lead to a realization of expectations on both the part of the employer and employee at the moment they sign a contract. On the other hand it can go badly, if the new recruit’s illusions collide with a very different corporate reality to the one promised or hoped for. To avoid this dislocation, companies have in their hands a tool, which, if applied well, can channel their new recruits to a place all those involved have in mind when formalizing the relationship. We call this tool onboarding.
What will I learn from this article?
According to Lisbon University researchers, Pilar Mosquera and María Eduarda Soares, onboarding is a “process by which new employees acquire the necessary knowledge, skills and behavior to become effective, integrated members of an organization”. Beyond these academic definitions, the “welcome program” consists of giving the means to the organization so that the newly arrived “piece of the puzzle” fits smoothly into the corporate jigsaw. It is a process of enormous importance and, indeed, human relations specialists consider onboarding as one of those “moments of truth” in the professional’s journey through an organization and a crucial element in what has come to be known as the “employee experience”. But “aligning the stars” at this welcome event for the new team member is not so simple as it might seem, even less so in complex workplaces that are in continuous evolution, as many are today.
All beginnings are difficult and take time. The problem is that most companies don’t have a lot of time. A good welcome program involves paying attention to many layers, all of which are important to ensure the integration of the new employee is not only effective and satisfactory, but also agile.
Human relations specialists consider onboarding as one of those “moments of truth” in the professional’s journey.
To save time, the welcome program can start before the employee’s actual incorporation, during the recruitment and selection stages, for example. For this, it is important that the recruitment manager making the selection ensures the candidate not only fulfils the technical requirements of the post, but has a personal profile that suits the culture and people waiting for them on the other side of the interview room. Once incorporated, there should be follow-up feedback sessions to the welcome to ensure sure everything is going as planned. But what does a welcome program consist of? Below are some of the facets it should cover:
The newcomer is like a foreign body that alters the existing balance at the heart of the team. An amount of disturbance will be produced and perceived even when the dynamic is improved compared to beforehand. Newcomers are aware of the fact that they are initially a stranger and this factor adds pressure. The last thing they need in these moments is an indifferent, or even hostile, reception. This does not mean it’s necessary to hold a welcome party for them with balloons and streamers; smiles and brief presentations are enough, while his or her new colleagues might accompany the newcomer to the coffee machine to show how it works and (why not?) invite them to their first coffee. Politeness and good disposition serve to transmit trust and this can make the difference in these first steps on the planet that is the new workplace. The best welcome programs take care over this aspect and seek spaces and profiles so that experienced colleagues facilitate the arrival of new ones.
The first impressions the boss transmits to the new colleague will be essential in facilitating (or complicating) their alignment with the organization. Indeed, this is the moment which, in the absence of more and better data, the new recruit will make a quick and rough appraisal of the organization as a whole from the features and behavior observed during the first interaction with the direct boss. Does the boss appear to be a reasonable person? Are they competent, clear, intelligent, educated, respectful, polite…? Are they dedicating the time and attention required to facilitate the arrival of the new employee? Do they demonstrate willingness to help and accompany the newcomer during the process of acclimatization to the new ecosystem?
Someone who arrives in a new environment is, by definition, lost. It doesn’t matter if this is an apprentice or the new CEO. They need to know what’s expected of them and how they can achieve it. A good onboarding program will ensure that the debutant has sufficient information and means in order to begin operating and, if possible, performing from the very first day. There are different ways of doing this. Training programs, online content that can be used independently, mentoring, shadowing, etc. The objective is to provide support and guidance that allows the newcomer to become familiarized with tools, processes and procedures rapidly and efficiently.
The physical environment is more important than it seems – it’s another source of information for new arrivals and what is expected of them professionally.
The physical environment is more important than it seems. It’s another source of information for new arrivals and what is expected of them professionally. Is the office well connected? Is it a nice place to be? Does it comply with health, safety and comfort standards? Are there adequate teams and resources for carrying out the work? And, above all, can employees see themselves working in this place for the next X years?
Every company has its own culture, so it’s important to embrace that as soon as possible.
This is an intangible element and thus very difficult to transmit, but it’s vital to the success or failure of integrating a new recruit. The corporate culture is like the subtext of a sentence, a series of often implicit behaviors that do not appear written in a manual, but contain the real keys to surviving and prospering in a certain organization. Every company has its own culture, so it’s important to embrace that as soon as possible. The culture is determined by leadership styles, hierarchical considerations (or the absence of them), communication, collaboration, equality, diversity, inclusion, growth potential, autonomy, initiative, innovation, sustainability, focus, values, purpose, and so on. An onboarding program can try to articulate the corporate culture in a welcome manual or plaster it across the walls in inspirational phrases, but the most effective way of getting to know it is to observe people and their way of behaving. A worthwhile tip: talk to the old guard. They are the professors of corporate culture.
Ramón Oliver is a journalist specialising in employment, economics and sustainability, topics he has covered for outlets such as El País, El Economista, OK Diario and Capital Humano. He currently contributes to Vozpópuli, La Vanguardia and Ethic Magazine, and is the editor of the specialist website MetaEmpleo.