Onboarding process: An interview with Damian Kryński

Introduction

The onboarding process is an essential aspect of any organization's strategy for optimal integration of new team members. It is the foundation upon which lasting professional relationships are built, and it directly influences an individual's experience within the company. In this interview, we delve into the intricacies of onboarding at Datumo, shedding light on its comprehensive procedures, unique aspects, and key takeaways.

The significance of onboarding cannot be overstated. How can we ensure that our onboarding is effective? For Datumo, our process plays a pivotal role in shaping the experiences of our new recruits. We believe that a well-structured onboarding process is about creating an environment where new team members can thrive, grow, and contribute effectively from day one.

This interview serves two primary purposes. Firstly, the definition of onboarding is designed to provide an in-depth understanding of Datumo's process, offering key insights into each step and what sets us apart. By doing so, we aim to familiarize new team members with what they can expect during their onboarding journey, instilling confidence and clarity from the very beginning.

Secondly, we recognize that optimizing the onboarding process is a shared goal in modern organizations. Therefore, we will conclude this article with a collection of top tips and best practices that can be universally applied to enhance the onboarding experience. Whether you are an HR professional or a manager seeking to improve your onboarding, these insights will prove invaluable.

In the fast-paced and ever-evolving landscape of the modern workplace, Datumo's commitment to effective onboarding stands as a testament to our dedication to nurturing talent, promoting growth, and ensuring the success of each individual who joins our ranks. We believe that employees who participate in a structured onboarding program are more likely to stay with an organization. Why is new employee onboarding important? How long should employee onboarding last? How does a strong onboarding program impact an employee’s long-term success? Join us as we explore the inner workings of Datumo's onboarding and empower you with the tools to optimize your own.

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Asia: Hi Damian, thanks for taking the time to talk with us today.

Damian: It's my pleasure, Asia. Thanks for having me, I’m happy to be here.

A: Since Datumo has a high rate of positive feedback from everyone that completed our onboarding, I thought we could talk about the process and offer some insights for people who might want to apply to Datumo.

D: Sounds like a plan! I'm ready when you are.

A: To start, can you tell us something about yourself and your daily role at Datumo?

D: My name is Damian Kryński and I'm a Senior Data Engineer and Technical Team Leader at Datumo. At the moment I’m working on an important project for a major European e-commerce client. I am responsible for the migration of their data platform to the cloud, and post-migration maintenance. I'm responsible for its optimization, and continuous development, including the various tools that operate on this platform. In addition to my core responsibilities, I'm part of a dedicated team focused on improving our internal processes and everyday tools. One of our key initiatives is enhancing the onboarding experience for new recruits. I am also one of the so-called “mentors” involved in the process of familiarizing new employees with Datumo.

Create an onboarding process timeline

A: What’s the definition of successful new-hire onboarding at Datumo?

D: Good question! I would define this process at Datumo as the cornerstone of integrating a team member into their new role. A well-structured onboarding process is a key aspect of  ensuring a positive introduction and helps new-hires acclimate to their new role and team. Welcoming a new member in a positive manner, providing guidance on a daily basis, and imparting new knowledge are all vital aspects of this process.

A: Nice, can you now give us an in depth description of the process of onboarding at Datumo?

D: First you need to find an answer to the question, what is the purpose of onboarding? Do we have an onboarding program that works? Onboarding is the process of  familiarizing new team members with what they can expect during their onboarding journey, instilling confidence and clarity from the very beginning. It involves a series of structured steps of your onboarding and interactive activities designed to help the employee adapt to their new role, the company's culture, and the work environment. At Datumo, our new hire onboarding process includes several important steps, including pre-onboarding. When will onboarding start? All necessary paperwork and documentation are completed well in advance of the employee's start date, as early as three months before their arrival. This paperwork includes tax forms, benefit enrollment, and any other required legal or administrative documents. Our HR managers, along with mentors, ensure that everything is in order well in advance. Before the employee's first day, we send a welcome email wishing them luck in their new position. This email also contains comprehensive information about their initial day at Datumo including scheduling first meetings and providing an orientation that covers essential topics such as the employee handbook, company policies, and our core values. To get the ball rolling we also send a welcome pack! On day one, employees have the opportunity to meet their team, which is a vital in building relationships and fostering a sense of belonging and collaboration. Additionally, we assign a mentor to help the new employee settle into their role and get to know our company culture. The length and depth of these mentoring sessions and duration of employee onboarding are tailored to each individual.

At Datumo onboarding is a hands-on experience and it's a program that really works. New team members actively engage with training repositories, write code, and receive regular code reviews from their mentors. This process serves as a focal point for ongoing discussions and ensures a practical and immersive onboarding experience. Regular check-ins and evaluations are conducted to monitor the employee's progress and address any concerns or questions they may have. We closely track their performance, especially during the initial weeks. Upon successful completion of the probationary period, the employee becomes a full-fledged member of the organization. Importantly, the onboarding procedure does not conclude after the first few weeks. It is an ongoing part of the employee development, offering opportunities for skill enhancement, career advancement, and continued integration into our company culture. 

The whole process is successfully conducted remotely, and it's worth noting how effective it has been. Another highly significant aspect to consider is the fact that our training repositories play a pivotal role in the entire process. We offer a wide variety of training pathways, particularly in the realm of technological onboarding. What do new hires want from onboarding? The most effective path that will best prepare new team members for their project assignments to ensure the best experience for the employee.

A good employee onboarding process flow

A: As you know all of these onboarding steps, could you tell me, which one is your favorite and stands out from other IT company approaches? 

D: Certainly! My favorite aspect of our employee onboarding program, which I believe sets us apart from other IT companies, is that our regular check-ins go beyond just a formality. We always try to closely follow the steps of onboarding.

We prioritize continuous feedback and open communication throughout the onboarding journey. How do I know if our onboarding workflow is effective? When a mentor can clearly see tangible results. Our regular check-ins are not solely focused on assessing an employee's progress but are also geared towards their professional development and providing a great employee experience. We offer constructive feedback, guidance, and identify areas for improvement, ensuring that employees are continuously growing in their roles. How long does employee onboarding take? It's a tailor-made approach: We understand that every employee is unique, and their needs and challenges may differ. That's why you need a good employee onboarding process. Therefore, our check-ins are tailored to the individual, addressing their specific concerns, questions, and goals. This personalized approach helps employees feel valued and supported. We believe in and promote a culture of open dialogue, where employees are encouraged to voice their thoughts, ideas, and concerns during these check-ins. This open communication ensures that both the employee and the organization are aligned in their expectations and goals. Is onboarding the same as training? I would say so.

In conclusion, while all onboarding steps are important, I find our approach to regular check-ins particularly outstanding because of its commitment to individualized growth, cultural integration, and open communication. It reflects Datumo's dedication to ensuring that our employees have a supportive and enriching onboarding experience. I believe that regular check-ins make for an excellent onboarding process and believe me, you don't need a 10 step employee onboarding experience.

New Employee onboarding guide

A: You mentioned a handbook. Explain to us please, why is it worth having an employee handbook and what do new employees need to know about the culture and work environment?

D: Absolutely! An employee handbook is a valuable resource for organizations for several reasons. Having an onboarding guide is fundamental to maintaining transparency within an organization. It's like a FAQ about the onboarding process. It not only helps new hires get to know the organization but also serves as a resource to empower and inform employees.

First and foremost, a new employee onboarding guide provides a central source of information about company policies and procedures. It has everything new employees need to know. This ensures that all employees receive the same information and understand the company's guidelines consistently. It promotes a unified and clear approach to various workplace matters. Our HR team updates the guide on a monthly basis to keep the information fresh. The handbook serves as a means of communication between our organization and employees. Our regular updates reflect changes in policies, benefits, or procedures, ensuring that employees are kept well informed. Moreover, the new employee onboarding guide often includes information about the company's culture, values, and mission. This helps to familiarize the employee with the organization's culture and to understand its broader.

During the onboarding workflow, the handbook serves as a crucial resource for new hires, helping them become quickly acquainted with the organization. I truly believe it helps the new employee to find their feet and settle in quickly.

Another valuable tool we utilize is our internal technical encyclopedia, which holds similar importance to our handbook but offers a more extensive and detailed resource to our onboarding process. New team members find this tool highly beneficial, as it features a dedicated section specifically designed for new recruits, ensuring easy access to essential information tailored to their needs.

Onboard a New Employee and make a good impression

A: As You’re a mentor in Datumo, could you please describe maybe one or two top challenges you’ve seen in onboarding? 

D: As a mentor at Datumo, I've helped new hires navigate through a few common problems. One of the top challenges I've observed is the technical learning curve, especially for employees in technical roles like software development or data analysis. Datumo prides itself on its cutting-edge technology,  some new joiners may initially struggle to become proficient in these technologies, which can be pretty daunting for them. As a mentor, I've worked with them to break down the learning process into manageable steps, provided additional resources for skill development, and encouraged them to ask questions freely. This approach helps build confidence and helps them to gradually master the necessary technical skills. In my opinion, another significant challenge is adapting to the pace of their new role. Each individual has their own speed setting and responds differently to various learning 'tools.' Therefore, having a keen sense of their needs during their first weeks is crucial and is also a considerable challenge to make a successful employee onboarding. By addressing these challenges and providing personalized support, I aim to ensure that the onboarding experience at Datumo is positive and as rewarding as possible for our new team members.

Best practices to onboarding an employee

A: Would you like to share some onboarding process best practices to share?

D: Remote onboarding tips? Absolutely, firstly: remember about employee onboarding importance. During the process, several key considerations should be kept in mind, especially if it's a remote process. You need to manage the onboarding process effectively. New employees need to know a lot. Here’s my top 4 remote onboarding tips. First and foremost:

• Taking care of an employee before, during, and after onboarding is crucial!
• Have an onboarding plan! Regular progress reviews are essential to ensure that new hires feel well-supported throughout their journey 
• Creating a FAQ about the onboarding process within your organization can be highly beneficial, as it prepares new employees in their initial weeks with the company. 
• Lastly, providing a welcome pack is a thoughtful gesture that eases the transition into a new environment and creates a positive onboarding experience.

To summarize, a company's onboarding process is indispensable in helping new hires acclimate to their roles, become acquainted with the organization, gain clarity on their job responsibilities, and establish positive relationships with their colleagues. Creating an extraordinary onboarding plan by having a healthy work environment is a challenging task but an effective employee onboarding experience can help integrate the new hire into the company. I believe this has a hugely positive impact on the onboarding process for new hires.

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A: Do you have a to-do onboarding checklist? 

D: Yes, we have a well-structured new hire onboarding checklist in place, designed to streamline the process for new hires. This checklist serves as a roadmap, guiding us through the essential tasks and milestones to ensure a smooth transition for our recruits.

The new hire onboarding checklist covers a wide range of Datumo’s processes such as activities, including administrative tasks like completing necessary paperwork, signing up for benefits, and setting up access to company systems. It also includes training modules specifically tailored to equip new hires with the skills and knowledge required for their roles. These training sessions can be both role-specific and encompass broader aspects of company culture and values and makes for a near perfect employee onboarding process. Building relationships is also a vital aspect of our onboarding. New hires are introduced to their colleagues, managers, and mentors to foster a sense of belonging and collaboration from day one. We believe that building strong relationships is key to a successful onboarding experience.

Furthermore, our new hire onboarding checklist extends beyond the initial onboarding period. It also includes regular progress reviews, which provide opportunities for feedback, clarification of goals, and addressing any questions or concerns. This ongoing support ensures that new hires continue to thrive and contribute effectively within the organization.

In addition to the checklist, we also utilize technology and resources like our internal technical encyclopedia and dedicated training repositories in order to ensure comprehensive and immersive onboarding. Ultimately, our new hire onboarding checklist is a dynamic tool that evolves to meet the changing needs of our organization and new hires. It ensures that each individual receives a tailored and supportive onboarding experience, setting them up for success in their roles and building a strong connection with our company.

Employee onboarding best practices

A: Do you have any advice for the new hires or other companies about ensuring successful onboarding?

D: You need to believe in a successful onboarding experience! Maybe a perfect new employee onboarding process doesn't exist but ensuring successful onboarding is vital for both new hires and companies. An efficient process flow can prevent many mistakes from happening. New employees are encouraged to approach onboarding with an open mind and a willingness to learn during employee training. They should take advantage of all the resources provided, ask questions, and actively engage with their colleagues. Building relationships and understanding the company culture early on can greatly contribute to their success.

Companies should ensure that new hires have access to all the information, training, and support they need. Regular check-ins, mentorship, and clear communication channels are essential components of a successful onboarding process. Also, delegating onboarding responsibilities, gathering feedback from new hires will continually improve the onboarding experience. All of the above makes for a very efficient employee onboarding process.

By prioritizing collaboration, clear communication, and a supportive environment, both new hires and companies can unlock the full potential of onboarding and set the stage for long-term success. That’s basically all you need to effectively manage the onboarding process. 

A: Thank you Damian, for your time, knowledge, and this insightful interview. It was a pleasure speaking with you and gaining valuable insights. I believe that our readers will appreciate your expertise!

D: Thank you Asia, it was my pleasure! I hope everyone achieves successful employee onboarding.