How to onboard new users without increasing the workload

Here, Onboarding Specialist Carolina Eklöv from Mediaflow shares a few tips on how to shorten the onboarding process for new colleagues.

When onboarding becomes person-dependent

In many organisations, onboarding is built on experience-based knowledge. Someone who has used the system before shows how they work, walks through features and answers questions along the way. This works well as long as the same people are always available. But when more users need to be onboarded, or when a super user leaves, the vulnerability becomes clear.

Here, we look at how to avoid onboarding that depends on individuals.

Make expectations clear

“When new people join and start learning a system, it’s easy for them to feel unsure about where to begin and what the system can actually help with,” says Carolina Eklöv. “What are they expected to know? What should they use the system for? And what can they wait to learn later?”

Unclear expectations often lead to either overuse or passivity. That’s why it’s important to start with a clear entry point that lowers the barrier.

“It’s essential that users understand how the system supports their everyday work. The real value of smart features and efficient tools only becomes clear when you understand how they help,” Carolina explains.

Examples of features that users consistently appreciate and benefit from include:

• assigning keywords to a folder so all files added are automatically enriched
• predefined download formats for different use cases
• the ability to share large or multiple files directly within the platform

Adapt onboarding to roles, not features

Not all users need to know the same things. When onboarding is tailored to roles and needs, it becomes both faster and more relevant. Someone who mainly downloads assets doesn’t need the same introduction as someone responsible for structure or publishing. Showing the right parts to the right people reduces both questions and frustration.

Easy-to-access instructions and guidelines provide something to lean on when navigating the system independently after onboarding. By setting relevant permissions for users, you limit the content they can work with and simplify the interface.

When the right material is easy to find, guidelines are clear and shared resources are in place, it becomes much easier to learn by using the system in everyday work.

Onboarding that continues over time

Good onboarding doesn’t end after the first walkthrough. Needs change, roles evolve and new questions arise. Mediaflow’s support team is a resource you should never hesitate to use. They provide quick answers and help you move forward.

“If you have several new employees who need onboarding, we can also help with that. Get in touch and we’ll look at a solution that suits your organisation,” Carolina concludes.