Invest in an inclusive onboarding policy
The onboarding of a new employees is crucial for good integration into the team. Do new employees quickly find their way in the organisation? Do they feel welcome? An inclusive welcome is open, warm, and provides an opportunity to get to know each other. Pay explicit attention to onboarding activities and methods that fit the diversity and inclusion policy. Also ensure that new colleagues quickly feel at home in the organisation.
A welcome brochure welcomes the new employee and gives concise information about the organisation. It provides a readable summary of the most important issues in the organisation's house and work rules.
Visualised information is better remembered than written text. Include visuals of the workplace (employees, buildings, departments, etc.).
What do you include in a welcome brochure? Select the topics of interest to your organisation. Consider a cover with the name, address and a visual of the organisation. A table of contents will contribute to structure and overview, and allows the reader to find the necessary information quickly.
What characterises an inclusive onboarding process?
An inclusive onboarding process:
is supportive and ensures that people quickly feel at home and therefore quickly function well.
comprises a coherent set of steps aimed at optimally integrating the new employee into the workplace and the organisation.
is the shared responsibility of all employees in the organisation.
is thoughtfully drawn up, in a step-by-step plan with scenarios, so that all actors know their roles and are briefed on them.
is broadly applicable - because a welcome procedure is also necessary for internal job changes.
The three most important phases of successful onboarding are:
Prepare for the arrival of the new colleague
- Circulate practical information in advance.
- Arrange for a laptop, necessary passwords and other materials needed for the position.
- Designate a contact person, confidential counsellor or mentor.
Welcome the new colleague
- Introduce the new employee to colleagues and management.
- Explain the personnel policies and procedures - flexible working hours, reasonable adjustment, training opportunities, etc.
- Explain the prevention policy and existing measures (confidential counsellors, existing procedures, etc.).
- Discuss the organisation's values and emphasise respect for diversity and inclusion.
- Go over the projects and tasks with the new employee.
- Discuss expectations and needs for training to acquire or expand certain skills.
Provide follow-up
- Create enough informal opportunities for the new employee to have an opportunity to bond with the colleagues.
- Schedule regular follow-up and evaluation conversations, to exchange feedback. It is best to start follow-ups after a few weeks. These can be about both professional and interpersonal issues. This allows you to monitor the process by which the new employee becomes included in the team. It helps you keep your finger on the pulse and makes a positive contribution to staff retention.
- Keep in touch with what is going on, both with your new employee and within the team.
6 tips to create an inclusive onboarding experience
Use the following six tips to start up an inclusive induction policy:
Allow time and space
Provide the time and space for new colleagues and staff to meet each other and establish new relationships. This makes the new employees feel immediately involved in the organisation. Which can only benefit their motivation and their commitment to the organisation.
Collegiality
Connection in the workplace and good relations with colleagues are very important for many employees. Investing in collegiality promotes commitment and happiness at work. Happiness at work is determined by colleagues and the purpose you find in your work.
Involve the new colleague
Invite new employees to important meetings. These meetings tell a lot about group dynamics, atmosphere and the decision-making process. In short - they communicate the organisation's culture.
Meetups
In order to give the new employee a good idea of the organisation and the functioning of the different teams, it is best to plan some introductory meetups.
Personal contact
Don't overload the new employee with piles of brochures and documents. Information is best communicated via personal contact with colleagues and mentor. Colleagues and mentors have to establish an open communication.
Inform colleagues
Make sure everyone is informed about the arrival of the new employee. Communicate when the new colleague starts, in what position, and identify the mentor. This will avoid confusion among colleagues.