Key Takeaways
- Save time through automation: With the right tools and processes, onboarding effort can be reduced from several hours to just a few minutes.
- Structured integration: A well-thought-out onboarding checklist ensures that administrative, technical, and cultural aspects are covered systematically so nothing falls through the cracks.
- Measurable results: Companies with structured onboarding processes report up to 50% lower early attrition, higher employee retention, and significantly faster productivity. New hires feel welcomed and supported from their very first day.
- Full service instead of manual effort: deeploi handles time-intensive IT onboarding tasks such as automated device setup and provides IT support with an average response time of 12 minutes.
With deeploi’s onboarding checklist, you receive a proven template that covers every relevant step, from administrative tasks and IT setup to cultural integration.
First impressions determine whether new team members stay for the long term and become productive quickly. Yet in many companies, reality looks different. HR manages documents and checklists digitally, but new hires still wait days or even weeks for their laptop, the right software access, or a working email account. In many cases, they are expected to download, install, and configure programs themselves.
This gap between HR onboarding and IT provisioning costs productivity and frustrates new colleagues from day one.
A well-designed onboarding checklist is the key to mastering this critical phase. With the right structure and modern solutions like deeploi, onboarding shifts from a time-consuming manual process to an efficient, automated workflow. New employees receive their complete IT setup ready to use, with all apps installed and all access activated, in just five minutes instead of several hours. The result is a smooth and professional start.
The three phases of successful onboarding
Effective employee onboarding follows a clear structure. It begins well before the first working day and continues throughout the first months. These three phases form the foundation for successfully integrating new team members.
Preboarding: preparation makes the difference
The period between signing the contract and the first working day is often underestimated. Yet this is exactly when new hires form their first impression of your organization. Preboarding includes all preparatory measures that ensure a smooth and confident start.
Key steps in preboarding:
- Send a welcome email with all essential information such as start time, contact person, and dress code
- Prepare the workstation by ordering hardware, assigning software licenses, and setting up accounts
- Create the personnel file and clarify all administrative formalities
- Inform the team about the new hire and assign an onboarding buddy
- Send a welcome package with company information and small thoughtful gifts
With deeploi, IT preboarding becomes effortless. Laptops are automatically configured, and all necessary accounts and access rights are set up centrally. What used to take hours can now be completed in just a few minutes.
First day at work: setting the tone from the start
The first working day shapes everything that follows. New employees should feel welcome, supported, and confident in their decision to join your company. A structured agenda prevents confusion and builds trust from the very beginning.
First-day checklist:
- Personal welcome by the manager and HR
- Office tour and team introductions
- Handover of hardware and introduction to key tools
- Review of the onboarding plan for the first weeks
- Team lunch to encourage informal connection
- Introduction to company culture, values, and internal communication channels
With deeploi, you can define in advance which software packages are assigned to which teams (e.g. Marketing, Sales, Engineering). This ensures that every new team member has all required tools pre-installed on their device and can start working immediately on day one.
The first 100 days: integration and development
The probation period is when deeper integration happens. New employees learn processes, build internal networks, and grow into their role. Structured training and regular feedback are critical during this phase.
Key milestones in the first 100 days:
deeploi supports you throughout this phase as well. Our IT support team responds in an average of 12 minutes, ensuring that technical issues do not slow down progress or disrupt productivity.
Avoid common onboarding mistakes
Even well-intentioned onboarding processes often fail because of avoidable mistakes. These pitfalls cost time and money and can weaken employee commitment from the very beginning. By recognizing common issues early, you can systematically eliminate them and create a professional start for every new hire.
The most common onboarding mistakes
Lack of preparation: Missing hardware or access on the first day signals disorganization. New employees lose valuable time, and trust in the company begins to erode immediately.
Information overload: Providing too much information at once overwhelms new hires. Important content gets lost. A better approach is to prioritize and distribute information over several weeks.
No clear point of contact: Without defined responsibilities or a dedicated onboarding buddy, new employees feel unsure about where to turn with questions. As a result, issues remain unresolved.
Neglecting IT setup: Technical problems during the first days cause frustration and slow productivity. Every hour spent waiting for systems to function reduces motivation and performance.
Lack of feedback culture: Without regular conversations, challenges remain unnoticed and potential goes untapped. New employees are left wondering whether they are on the right track.
Ignoring cultural integration: Professional training alone is not enough. Long-term success requires understanding and embracing the company’s culture and values.
With a structured onboarding checklist and support from deeploi, these mistakes can be systematically avoided. Especially in IT onboarding, our platform ensures that everything works from day one so new employees can be productive immediately without delays or frustration.
The ultimate onboarding checklist for HR and IT
A comprehensive onboarding checklist covers three core areas: administrative tasks, IT onboarding, and cultural integration. Only when all three dimensions are aligned can you create a holistic onboarding experience that supports new employees from day one and strengthens long-term retention.
Administrative tasks
The administrative side of onboarding forms the legal and organizational foundation. These tasks must be completed accurately and on time to ensure a smooth start.
Administrative tasks checklist:
- Review and archive the employment contract
- Create a personnel file, digital and or physical
- Collect social security information and forward it to payroll
- Set up pension schemes and additional benefits
- Create a working time account
- Document vacation entitlement
- Organize compliance training such as data protection and workplace safety
- Issue access cards, keys, and employee ID
- Store emergency contact information
Digital HR software can significantly simplify these tasks. deeploi integrates with your HR system to streamline processes and increase efficiency. For example, when you create a new employee in Personio, the upcoming onboarding automatically becomes visible in our platform, ensuring that IT preparation starts immediately.
IT onboarding: the critical driver of efficiency
IT onboarding is often the most time-consuming and error-prone part of the entire onboarding process. This is where it becomes clear whether new employees can be productive immediately or spend days waiting for functioning systems. Traditionally, IT setup takes several hours per person, time that neither HR teams nor new hires can afford to lose.
IT onboarding checklist:
- Procure hardware such as laptop, monitor, mouse, keyboard, and headset
- Install and configure the operating system
- Create company accounts including email and directory services
- Assign software licenses and install required applications
- Set up VPN access
- Configure access to network drives and cloud storage
- Implement security policies such as firewall, antivirus, and encryption
- Enroll smartphones in mobile device management MDM
- Provide training on IT security and tool usage
On average, this process takes HR teams two to three hours per new employee. With deeploi, the effort is reduced to less than five minutes.
Our platform automates the entire IT onboarding workflow:
- Zero touch provisioning so devices are preconfigured and ready to use
- Automatic account creation including integration with HR systems such as Personio
- Centralized software management with automatic installation of all required apps
- Built in security standards applied consistently across all devices
- IT support with an average response time of 12 minutes
The result is simple. New employees receive their device, turn it on, and start working immediately. There is no manual setup, no long waiting times, and no frustration. HR teams save up to 95% of their time while new hires are productive from the very first moment.
Cultural integration
Professional and technical onboarding is only part of the equation. For long term success, new employees must understand your company culture and feel like part of the team. Social integration plays a decisive role in satisfaction and retention.
Cultural integration checklist:
- Present the company vision, mission, and values
- Assign an onboarding buddy from within the team
- Include new hires in team meetings and regular check ins from the start
- Invite them to informal formats such as team lunches, after work events, and company gatherings
- Introduce them to key stakeholders and relevant interfaces
- Provide access to internal communication channels such as Slack, Teams, or the intranet
- Explain unwritten rules and cultural norms
- Schedule regular check ins focused on well being and integration
Cultural integration can be particularly challenging in remote environments. Virtual meet and greets, digital team events, and intentionally created informal spaces for exchange help bridge the gap. The key is ensuring that new employees never feel isolated but connected and supported from day one.
Professional onboarding with up to 95% time savings using deeploi
Digitizing onboarding is no longer optional. It is essential for efficient HR and IT operations. Modern tools automate repetitive tasks, reduce errors, and create transparency for everyone involved. Companies that rely on manual processes waste valuable time and risk inconsistencies when onboarding new employees.
How you benefit from deeploi:
- Time savings: Automated workflows reduce onboarding time by up to 95% compared to manual processes. What used to take two to three hours now takes five minutes.
- Consistency: Every new employee goes through the same standardized onboarding process regardless of department or location.
- Scalability: Whether you hire five or fifty people, the process works reliably without additional effort.
- Compliance: IT security and compliance requirements are integrated into every step of the onboarding workflow.
deeploi supports you with device procurement, ensures correct software and workspace setup from day one, and provides fast IT support for your entire team. Your HR department can focus on its core responsibilities while we take care of the technical side.
Conclusion: how to create an outstanding onboarding experience
A well structured onboarding process lays the foundation for long term employee retention and rapid productivity. Here are the key success factors at a glance:
Structured preparation: Start preboarding immediately after the contract is signed. Make sure everything is ready on the first working day, from hardware and system access to a fully prepared workspace.
A holistic approach: Cover administrative, technical, and cultural aspects equally. If one dimension is neglected, new employees will not feel fully supported.
Continuous guidance: Onboarding does not end after the first day. It extends through the first 100 days with regular check ins and structured feedback conversations.
Smart automation: Digital tools and platforms like deeploi drastically reduce manual effort while improving the overall quality and consistency of onboarding.
The deeploi onboarding checklist provides a practical, field tested template that structures every relevant step. Available as a PDF, it can be implemented directly within your organization and adapted to your specific needs. It covers all onboarding phases and ensures that no critical task is overlooked.
You can increase efficiency even further by partnering with deeploi as your IT provider. We handle the entire IT onboarding process and reduce the workload from several hours to just a few minutes. New employees receive fully configured devices, active accounts, and all required apps installed from day one. This not only saves time but also delivers a professional onboarding experience that builds trust from the start.
Investing in structured onboarding pays off through higher employee satisfaction, lower attrition during probation, and faster time to productivity. With the right checklist and the right tools, onboarding evolves from a mandatory administrative task into a strategic success factor that engages and retains new employees from day one.
FAQ
What should I consider for optimal onboarding?
An effective onboarding process covers three dimensions: administrative preparation such as contracts and personnel files, technical setup including hardware, software, and access rights, and cultural integration through team introductions, buddy systems, and company values. Begin planning before the first working day and guide new employees through a structured 100 day journey. A detailed checklist ensures that nothing is missed.
How can I ensure a smooth IT onboarding process?
Successful IT onboarding starts with timely procurement and preparation of hardware. Automate account creation and software installation to avoid delays. With deeploi, devices are delivered preconfigured, all access is activated, and support is available within minutes if needed.
How can I reduce the time required for onboarding?
Use digital tools to automate repetitive tasks and standardize your process with a proven checklist. The greatest time savings typically come from IT onboarding. deeploi reduces setup time from two to three hours to under five minutes per employee through automation. New team members receive devices with all required software packages and workspaces already configured. Integrations with HR systems such as Personio eliminate manual data entry.
How does deeploi support onboarding?
deeploi takes over the entire IT onboarding process. From device procurement and automated setup to ongoing support, we provide end to end assistance. New employees receive ready to use laptops with all applications installed and access rights activated. You save up to 95% of your time while delivering a professional and reliable onboarding experience.
