Role
Onboarding
How many people have to do their part for a new joiner to have a desk, access and somebody expecting them on day one? Usually a dozen or so - from different departments, with no shared list and no knowledge of each other.
Intro call
Four questions we would start with
How many people have to act before a new joiner sits down at a desk?
HR, IT, facilities, the manager, sometimes health and safety and security. Every link works correctly, and yet every few times something obvious is missing - because nobody holds the whole.
What happens when the start date moves by a week?
Usually: some people know and some do not. The equipment is there and the access is not, or the other way round.
How quickly do you find out that a new joiner did not get something?
If it is from them after a few days, then for those few days somebody you have just hired could not work - and has formed an opinion of the company.
Where does information about how the first three months went end up?
If it is nowhere, then at an early departure nobody knows what went wrong - and early departures are the most expensive of all.
We take over the coordination, you keep welcoming the person
Chasing tasks across several departments, reminders, assembling access and materials can be taken off the desk. The conversation with the new joiner, the introduction to the team and the care in the first weeks stay with people.
- The task list has owners and dates. - Not one person watching everything, but assigned tasks with reminders to the people who have to do them.
- A change of start date runs through the whole list. - Moving one date recalculates the rest and tells everyone involved.
- Day one has a readiness status. - Before the start it is visible what is done and what is not - instead of learning about the gap from the new joiner.
Scope
What can be taken off onboarding
Nineteen example tasks. Each one has a human approval point. Below is a selection, and the scope we fit to your process.
Preparation before day one
- The task list for every department with dates and owners
- Reminders to the people accountable for each step
- The readiness status for day one, visible to the manager
- Handling a change of start date across every task
- The documents to be signed before the start
The first week
- A first-week plan matched to the role
- Reminders about introductory meetings
- Material to read in order rather than all at once
- The list of people the new joiner should meet
- A check-in after the first days (the conversation: a person)
Access and tools
- The set of access rights that follows from the role (granted by: the administrator)
- Checking that every access right actually works
- Assigning equipment
- Reports of problems from the first days
The first three months and the lessons
- A schedule of conversations during the probation period
- Reminders about medical check, training and formality dates
- The list of questions new joiners ask most often - material for filling in the onboarding
- A summary of how onboarding runs by department
- Lessons from departures in the first months (interpretation: HR)
A day's work
Today
- Before every start you phone round departments asking whether they have done their part
- At a change of date you tell everyone separately
- You learn about missing access from the new joiner
- You build the first-week plan from scratch every time
- You remember the probation conversations, or they slip
- At an early departure nobody knows what failed
With AI assistance
- You see the readiness status without calling, and overdue tasks remind themselves
- A change of date recalculates every deadline and tells those involved
- Missing access surfaces before day one, not after
- The first-week plan starts from a template for the role
- The probation conversations have dates and reminders
- How onboarding runs is summarised, so it is visible which department has a problem
- Readiness on day one
the new joiner finds everything prepared
the readiness status is visible before the start, not after
- Ready to work
a new joiner works sooner, because they are not waiting for access
the tasks have owners and dates, not one person chasing
- The manager's workload
the manager does the introducing rather than the coordinating
the formalities are watched by the process, not by them
- Early turnover
it is known what fails in the first months
how onboarding runs is summarised rather than reconstructed
We start with one role, the one you hire for most often.
- Step 1
We write down what has to happen
Every task, every department, every date. That list usually turns out longer than anyone assumed - and it explains why something is regularly missing.
- Step 2
The list with owners and reminders
The tasks go to the people who have to do them. It takes off you the role of the person phoning round departments.
- Step 3
Readiness status and handling changes
Visibility before the start and recalculation when a date moves.
- Step 4
The probation period and the lessons
Conversations, dates and summaries of how it ran. Last, because it needs a few onboardings completed.
Common questions
Questions that come up at the first meeting
Will onboarding new people need fewer people?
Onboarding is not a list of boxes to tick, it is the first impression the company makes on a person. We take over the organisational part: preparing the workplace, access, documents, reminders. What remains - the conversation with the manager, a buddy, somebody being there in the first week - is all the rest, and nobody takes that away.
Does this fall under the AI Act?
Coordinating onboarding is not a high-risk use - nobody is being assessed here. The line would appear at assessing how a probation period went in a way that affects an employment decision, and that is why that element is not here: the lessons from onboarding concern the process, not people.
Still have a question that is not here? Book a call
Next step
What was missing at the last first day in your company?
We will show you what a new joiner's arrival looks like when the tasks have owners and the readiness status is visible before the start.