Technical onboarding - productive teams from day 1

Structured onboarding ensures that new employees can work productively as quickly as possible. A key prerequisite for this is the professional equipment of the employees and the technical onboarding should be prioritised accordingly. We show what to look out for in our guide.

Ready for use from day 1

Even though equipping new employees causes additional effort in addition to day-to-day business, you should not make the mistake of postponing this task. This usually means that not everything is ready on time for the start of work.

This is problematic from both the company's and the employees' point of view. On the one hand, it delays the onboarding process and it takes longer for employees to become productive. On the other hand, it leads to a poor employee experience and dissatisfied employees.

To avoid this, technical onboarding should already be started in the preboarding phase. This ensures that:

• the new colleagues are equipped on time for their first day of work.
• they have already had time to familiarize themselves with the new equipment and set it up.
• they can focus fully on professional and social integration during onboarding.

Fully equipping employees - that's what it takes

When we talk about employee equipment, many people only think of a desk, a computer and a screen. However, a closer look quickly reveals that there is much more to a productive working environment these days.

Workplace

The basis for productive work is a well-equipped workplace. The topic of ergonomics should play a central role in this. A modern workplace therefore includes:

• A height-adjustable desk
• An individually adjustable office chair
• An office lamp adjustable to the time of day
• Additional storage space to store documents, personal items, etc.

Tip: In times of hybrid working, employees regularly switch between different work locations. In hybrid organizations, a separate workstation is therefore no longer provided for each employee. Instead, a desk-sharing model is often used. For this to work successfully, workstations should be equipped with individually adjustable office furniture. This ensures that every workstation can be used by all employees without any problems.

Note: If employees have the option of remote work, they must also have a suitable workplace available in their home office. According to occupational health and safety regulations, the same requirements apply to the home office workplace.

Technology

The right technical equipment is required for effective work. What this includes varies depending on the area of responsibility. However, the basic equipment includes:

• Computers (we recommend mobile laptops, which make it easy to change your workplace)
• External monitor
• Company cell phone and/or company tablet
• Further accessories such as
  • Headsets, especially for teams with frequent customer contact
  • External keyboard and mouse for ergonomic working
  • Docking station for connecting other devices

Don't forget: If employees are to have access to important documents on the go, don't forget to take out the corresponding mobile phone contracts.

Note: Especially in the technology sector, delivery times are still a major problem, and immediate availability should not be assumed. The requirements should be clarified with the new employees at an early stage and the products ordered in good time.

Software & Licenses

Technology alone is no longer sufficient these days. Many tasks can only be completed efficiently with the right software. In addition to the technical equipment, the appropriate software or the respective licenses must be procured. Today, software equipment includes:

• Office programs
• Messenger tools such as Slack, Microsoft Teams, etc.
• Project management tools such as Asana, Jira or similar.
• Services for data & document storage such as Google Drive, Microsoft OneDrive or similar.
• Other task-specific tools, e.g. Adobe Creative Cloud

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Additions

In addition, further access to important tools or work environments is usually required in order to be fully operational. These include:

• Access to password management for company-wide applications
• Your own business email address
• VPN access to the company network

Other work equipment

Even though work is mostly digital today, some people still like to fall back on tried and tested methods. Pens and notebooks should therefore continue to be part of the basic equipment.

Together with other merchandise in the company's design, you can put together a welcome package. This also shows appreciation and promotes identification with the new employer on the very first day.

Access media

Last but not least, all administrative equipment such as transponders, (digital) office keys or the company ID card must also be provided as part of the technical onboarding process. These items are often managed by the IT department. The IT department should therefore be informed about new employees at an early stage.

Structured onboarding - the basis for technical offboarding

As a rule, the employee lifecycle also includes leaving the company at a later date. The better the technical onboarding is structured, the easier the technical offboarding will be later on.

For this reason, the issuance of all work materials should be fully and comprehensibly documented. The documentation should clearly show who received which product on which date and, if applicable, where it is located (especially for home office equipment). The company should have the receipt signed in a handover protocol.

The documentation not only simplifies returns during offboarding, but also ensures that no equipment, and therefore value for the company, is lost.