Onboarding against the backdrop of COVID-19

A few weeks ago, I attended a virtual catch-up with Quantic MBA participants based in Singapore. During our breakout sessions, some of us related to starting new roles midst the COVID-19 pandemic. We shared some laughs over each other’s unconventional onboarding experience - owed to prevailing social distancing measures, our onboarding sessions were virtual. The experience was characterised by a flurry of calls over Teams, virtual meetings and introductions. The norm of welcome lunches, introductory tours and in-person interactions were sorely missed. Nevertheless, this was an experience to remember.

My onboarding began amidst Singapore’s Circuit Breaker; or in other words, a lockdown. Just a few months ago, only essential trips out of the house were permitted. This called for adaptation and a revamp of the entire onboarding programme. Kudos to my colleagues for planning the activities; they responded to the evolving situation to deliver an outstanding onboarding experience. Considering that the original plan of being onboarded at our head office in Berlin was shelved owed to the border restrictions, I’m especially appreciative that the programme came together nicely to emulate the experience as far as possible. The effort they have put into ensuring a smooth onboarding journey made me feel especially welcomed, despite us having to connect over the screen. Many favourable elements of a physical onboarding were substituted with virtual alternatives.

I’d like to use this space to reflect on my experience as an onboardee, and what sat well:

1. Scheduling for Meaningful Engagement (and Breathers!)

There is an undeniable degree of zealousness for anyone starting a new role. On receiving my laptop, I was pleasantly surprised to find a calendar filled with training sessions. There were lots to learn in the first few weeks. This gives an idea of what to expect, lending some certainty to, what was then, an uncertain business environment. Keeping engaged helps in tiding through these unprecedented times. COVID-19 or not, it is good to know that you’ll be engaged going into a new role.

It was also great that there was allotted time for self-study despite the hectic training schedule. As there were technical skills to pick up – having time to try the features out helped to solidify concepts learnt. The white space allotted was also well-timed to avoid Zoom/video call fatigue. The programme, being well-paced, helped with getting used to the hang of things.

This was the first thing I saw as I opened Outlook for the first time. Initially, I was overwhelmed. But as the shock faded away, it was oddly satisfying to know that my colleagues put effort to ensure that I'd be kept meaningfully engaged in the first few weeks.

2. Acquainting through One-on-One Chats

Over the next few weeks, different members of the team conducted various components of the onboarding programme. While, most of my engagements were with the Consulting team, I was grateful for the chance to learn more about our team’s Sales, Marketing and ETL functions too. This set-up created opportunities for me to have a conversation with every member of the team. In a time where face-to-face conversations are not possible, this arrangement is a viable substitute for acquainting myself with the team. In our conversations – I was heartened to learn that our team was passionate about, and shared, the same vision of bringing digital transformation to Finance teams.

Beyond LucaNet’s outpost in Singapore, there is a strong community of staff around the world. Our International HR Business Partner initiated a virtual lunch/dinner time for new joiners to chit-chat. The HR team organised, too, LucaNet.Launch, an orientation session for new joiners across all locations. While this session is typically conducted in Berlin, and we missed out on the face-to-face interaction being able to do it virtually made us feel more interconnected. It was a great experience to feel part of a team working for a greater purpose.

We will be missing out on our customary gatherings (LucaNet.World – our annual conference is going online this year), but I look forward to meeting the rest of the LucaNet fraternity in flesh in due course.

Managed to share some lighthearted moments with new colleagues from our other offices. It's great to feel like we're part of a strong team, across the world, working for a meaningful cause.

3. Virtual Social Interactions

In the first few weeks, our team socialised through virtual ‘happy hours’ to cap off the work week. I found it a good substitute for what otherwise would have been social talk over lunch. This was a good platform for informal conversations and get-to-know-yous. I see immense value in this. We spend at least at least 35% of our waking hours with our team. Getting comfortable with the team and building on a positive working relationship is beneficial, and arguably spurs productivity.

Aside to the Teams meetings, I’m glad to have interacted with other LucaNet staff on LinkedIn. They’ve sent their well wishes and lent their support to through ‘likes’ or comments on each other’s posts. A simple act of – “welcome to the LN family” to a fellow colleague goes a long way. This perhaps mimics that of verbal affirmation. Happy to be part of a supportive team.

Keeping the Momentum Going Strong

Over the last few months, we’ve grown accustomed to working from home. We’ve found ways to reinvent our ways of working. In addition – the remote working arrangements have benefited innate introverts like me. I also recognise that this may be a strain on our colleagues who miss the vibrancy that being in the office brings about. While these arrangements may be in place for some time, there’s much room to build on the “new norms” created through virtual alternatives to engagement and bonding – with meaningful work, alongside a passionate team.

Decided to jot these points down in gratitude, but also as a mental note – to be able to pay it forward, when the opportunity arises.