Starting at a new company is always a risk. Everything is unfamiliar: the people, the processes, the system behind the coffee machine. Some start full of anticipation, others with a sinking feeling in their stomach, most with both. But what makes the difference between a start that somehow works - and one that feels right? How do companies manage to turn uncertainty into belonging? A look behind the scenes of onboarding at Haufe Group.
Alica Nürnberger, 24 years old, remembers her first day of work at Haufe Group very clearly. It was a Friday in March 2024, she was nervous, her hands were sweating and her heart was pounding. “I was excited. In my previous jobs, I worked in much smaller companies and now I suddenly found myself on this big campus - it was a different level.”
Things got a lot easier at the door. She received her employee card at reception and was escorted into the office. “I remember that my entire desk was decorated with lots of confetti,” Alica says and smiles. Her new colleagues welcomed her with a round of introductions and explained what the first few days and weeks would be like. “There wasn't a minute when I felt lost. Of course, there was a lot that was new and I was pretty exhausted on the couch in the evening. But I knew straight away that it was the right decision.”
Today, Alica still works in the same team, the customer service department of our Haufe Akademie brand. The fact that she experienced her first day like this is no coincidence - but the result of a well thought-out onboarding process.
At Haufe Group, onboarding starts even before the start
“Nobody should have the feeling that they are starting out into the unknown,” says Camilla Iber. She is a Talent Acquisition Partner and, together with four other colleagues in HR, is responsible for onboarding across Haufe Group. “That's why onboarding at Haufe Group starts long before the first day.”
From three months before they start, new colleagues receive information about Haufe Group and tips for their first few weeks in their new job via our onboarding app - tailored to their location or level of employment. At the same time, we prepare everything necessary in the background so that the laptop, software access, employee card and welcome kit, including Haufe Group backpack, are ready on the first day. “We are very aware that we are not just hiring specialists, but people. We make a conscious effort to welcome each and every one of them — that's when the motivation to help shape the company is much greater,” summarizes Camilla.
Welcome Days and Lucky Lunch: Our offers for arriving
Even after the start, the app remains the point of contact, with links to the intranet, HR processes such as vacation requests or sick leave and the IT ticket service. There are also special onboarding formats such as the Welcome Days, which offer new employees the opportunity to immerse themselves in the organization and corporate culture of Haufe Group over two days, get to know the management and make contacts.
The onboarding concept also includes offers such as the campus tour, the regulars' table for new starters and the Lucky Lunch, where a random generator picks two employees for lunch every month. Camilla believes that a good network can be enriching and crucial, especially in a complex group of companies like Haufe Group. “Our diversity is what sets us apart — we therefore encourage learning from each other and working together across team boundaries.”
However, in addition to functioning processes and exchange formats, what counts most for successful onboarding is cooperation at team level. The Welcome Buddy system is therefore particularly important and central to the first six months. “The Welcome Buddy is the person in the team who provides support — professionally and personally,” says Camilla.
Alica had Christin.
“I had respect for making mistakes at the beginning. Knowing that there was someone I could ask questions gave me confidence,” says Alica. And Christin, who is sitting next to her with a smile, adds: “Alica made it very easy for me. She came with the right motivation and it was a great fit.”
The Welcome Buddy system: Support in the first few months
Christin Uhlmann, 41, has been working in Customer Service at Haufe Akademie for two and a half years and is part of a permanent induction team that looks after new colleagues. Even before Alica had her first day at work, Christin had already written an individual induction plan. “In Customer Service, there are many process steps that need to be understood. We therefore clearly structured the first few weeks in advance: When does Alica learn what, with whom, on which topic.”
Fixed feedback meetings were also planned. “I was able to address anything that was on my mind. Phone calls with customers or working in the booking system, for example, challenged me in the beginning,” says Alica and Christin laughs. “I remember that too. I realized back then that I should schedule more hours to familiarize you with this topic.”
And of course, arriving wasn't just about technical aspects. There was a welcome round every morning, and the team had lunch together every day. “It's also a good way to learn names,” says Alica with a twinkle in her eye.
Why good onboarding is part of our culture
But of course not every onboarding process runs smoothly, usually not even as perfectly as Alica's. “Every team has different resources and requirements,” says Camilla. “Some accompany more closely, others less. We trust that the teams know what works for them and what they need to get off to a good start in their unit.”
That is is precisely why the HR team sees itself as an enabler and provider of structure. Part of this role involves evaluating onboarding offerings and processes, as well as constantly improving them. To support this, a feedback form is sent through the onboarding app after six months. Over 90 percent of all Haufe Group employees report beingt satisfied with their onboarding experience.
The onboarding team also regularly looks at other data sources and engages in direct discussions: “During the campus tour, I specifically ask how things are going,” says Camilla. One of the feedback we received there was that some colleagues didn't even have a Welcome Buddy or didn't know exactly what they did. “That was a signal for us.” The concept has since been revised and responsibilities have been clarified.
Those who are well received stay
For Camilla, one thing in particular makes onboarding at Haufe Group special: “It is not just an organizational issue, but an expression of how we work: We are open, we trust each other and we want to grow together.” The fact that this aspiration is shared throughout the company is palpable. “It's great to see how much emphasis is placed on making new colleagues feel at home right from the start,” she says. That is exactly what makes culture come alive — from day one.
For Christin, too, the Welcome Buddy role has a lot to do with attitude: “I was new myself and I know what it feels like. That's why I'm happy to make it easier to get started.” She took her role seriously right up to the last minute: after six months, she surprised Alica in the last feedback session with a very personal ABC of strengths, which Alica is still happy about today.
And Alica? She now knows all the shortcuts and (almost) all routes across the campus. After just a few weeks, the feeling was there: no longer new, but arrived. “I really feel like I belong now and I want to pass that on.” Maybe she will soon become a Welcome Buddy herself. Because that is the principle: if you start well, you don't just stick around. You grow and help shape things.