What Does Onboarding Mean in Software?

The most common way the term onboarding may be used in software is with software-based learning tools that may be used in an employee onboarding program. These would typically be programs like a learning management system (LMS) that could take new employees through company policies, procedures, and best practices. 

What Is Onboarding in Information Technology?

Onboarding in information technology involves getting new hires of your IT team integrated with the systematic structure of your workplace while making them feel welcome. It’s important to have an established training program that helps new hires learn key on-the-job skills while getting to know their new team members. 

The onboarding process can often be confusing for both IT team leaders and new staff members, especially when companies don’t have an established process in place for it. That’s why we offer IT onboarding services for new hires at Multiply. Our team of IT consultants and senior service technicians has years of experience and can create an onboarding system that’s right for your company and needs. 

Plus, we don’t just provide a structure. We partner with you and get in on the ground floor to bridge communications between team members and help you integrate strategies for success each step of the way, from empowering new employees to helping them integrate with their new team. 

What Is the Meaning of Onboarding Technology?

Like the meaning of onboarding in software, the most common meaning of onboarding technology is the programs that are used during the employee onboarding process. Onboarding technology can include:

• Administrative software: Helps with administrative onboarding tasks, such as getting employees enrolled in benefits. 
• Provisioning software: Assigns office space, user identification (ID numbers/usernames), and employee property (such as assigned desks and computers). 

• Orientation software: Programs designed to get new hires up to speed with the training process and core workplace policies. 

• Performance management software: Used to track the progress of new hires as they work through the training process. 

Not all of this onboarding technology will be right for every company’s needs, depending on the size and complexity of your operations. That’s why having a partner like Multiply throughout the process to help decide what’s best based on years of experience and testing is a great idea. 

How Do I Onboard a New IT Employee?

Onboarding a new employee will involve several steps to do so successfully. You must welcome them to your team, provide onboarding and training, get new hires up to speed with the software and processes you use and evaluate performance. 

Let’s take a deeper look at that process. 

What Is the Onboarding Process in Information Technology?

The overall onboarding process will require in-depth planning based on each company’s needs, so there’s no exact one-size-fits-all solution to it. However, here’s a sample showcasing what the typical IT employee onboarding process may look like. 

IT Employee Onboarding Process Examples

Welcome and Introduction:

• Arrange a warm welcome and introduction to the team.
• Provide a brief overview of the company’s mission, values, and culture.

Orientation:

• Conduct a general orientation to familiarize the new employee with the workplace.
• Share information about facilities, key contacts, and basic policies.

IT Infrastructure Setup:

• Provide necessary hardware (laptop, desktop, etc.) and accessories.
• Assist in setting up email, user accounts, and access to relevant systems.

Software and Tools Training:

• Conduct training sessions on essential software and tools used within the IT team.
• Ensure the new employee understands the version control system, project management tools, communication platforms, etc.

Security and Compliance Training:

• Educate the new employee on cybersecurity best practices.
• Explain the company’s data protection policies and compliance requirements.

Team Introduction:

• Facilitate introductions to team members and key stakeholders.
• Provide an overview of team roles and responsibilities.

Documentation Review:

• Share and review important documentation, such as team guidelines, coding standards, and project documentation.

Project Overview:

• Provide an overview of current projects and the role of the IT team within the organization.
• Discuss specific projects the new employee will be working on.

Communication Channels:

• Ensure the new employee is familiar with communication channels (email, chat, meetings) used by the team.
• Emphasize the importance of effective team communication.

Mentorship and Support:

• Assign a mentor to help the new employee integrate with the team.
• Encourage communication and address any questions or concerns.

Performance Expectations:

• Clearly communicate performance expectations and goals.
• Discuss evaluation processes and timelines for performance reviews.

Training and Development Opportunities:

• Highlight ongoing training and development opportunities available.
• Encourage continuous learning and skill enhancement.

Feedback Mechanisms:

• Establish regular feedback sessions to assess progress and address any concerns.
• Create an open environment for constructive feedback.

Social Integration:

• Facilitate social interactions to help the new employee build relationships with team members.
• Consider team-building activities or informal gatherings.

Follow-Up and Evaluation:

• Conduct follow-up sessions to address any additional needs or questions.
• Evaluate the onboarding process and gather feedback for continuous improvement.

If this process feels overwhelming to set up on your own, you don’t have to do it alone. Our team at Multiply can help each step of the way to ensure your new IT hires get up to speed quickly. We’ll partner with you to deliver an onboarding system that is the exact right fit for your needs. 

What Are Employee Onboarding Documents?

Several types of onboarding documents for new hires are often used in the process. These documents may be used to establish and familiarize new hires with policies and procedures, set up direct deposit, display employee benefits packages, or for non-disclosure or non-compete agreements you’ve established. Each document should be formal and clear for easy understanding. 

What Are the 4 Phases of Employee Onboarding?

To simplify the onboarding process, it can also be broken down into four phases. Think of this as a quick IT onboarding process flow chart. 

Phase 1: Preboarding

As an IT professional joining a new team, the preboarding phase is crucial for a smooth transition. Before day one, new hires receive a comprehensive onboarding package. This includes: 

• A corporate overview
• The employee handbook
• Compliance policies
• Benefits information
• Essential resources for success in their role

By providing a clear roadmap, IT employees gain an understanding of the company’s culture, expectations, and communication protocols.  

Phase 2: Onboarding and Welcoming New Employees

Upon entering the organization, the focus shifts to integrating IT employees into the company’s culture. During this onboarding phase, introductions to senior management and key team members are facilitated. Existing employees play a pivotal role in offering support, answering questions, and fostering a sense of community. 

Phase 3: Training

With the complexity of IT roles, well-rounded training is essential. Through workshops, seminars, and shadowing opportunities, new IT employees gain a comprehensive understanding of their roles and expectations. 

Phase 4: Transition to the New Role

The final onboarding phase focuses on the gradual integration of IT professionals into the team. As they transition from individual contributors to full-fledged team members, attention is given to developing interpersonal relationships and adapting their skill set to the specific demands of the position. 

What Are the 5 Cs of Onboarding?

The five Cs of onboarding in IT are:

1. Compliance
2. Clarification
3. Confidence
4. Connection
5. Culture

These align with the core aspects of what should be included in the onboarding process. 

You need the right documentation and policies to clarify and ensure compliance throughout operations. 

It’s also essential to make new hires feel confident as they integrate into your IT team to ensure high employee retention rates from new hires. 

That confidence will often be reinforced through connection and an established workplace culture. 

Our team at Multiply can help you integrate all these elements successfully by establishing effective processes and bridging communications between team members. 

What Is Included in IT New Hire Checklist?

There’s a lot that goes into the onboarding process, so having a checklist can be a great idea to ensure you take all the required steps. An IT onboarding checklist for new hires often includes aspects like collecting information from new hires, getting the right technology for their needs, and key steps in the training process. 

Here’s a further breakdown of exactly what may be included on that checklist. 

What Is on the IT Onboarding Checklist?

Some key steps to have on an IT onboarding checklist are:

• Collecting required information from new hires.
• Procuring the required equipment to get workstations set up. 
• Configuring technological setups.
• Establishing new hire accounts for essential tools and software.
• Facilitating IT onboarding/training sessions.
• Conducting cybersecurity and privacy training.
• Having employees sign an agreement on data privacy.

While this sums up the basics, there is still much more that will go into an IT onboarding checklist and setting up an effective system. Our team at Multiply can help with all your needs.