Per Erséus
Introducing new users to a system comes with several challenges. On the one hand, you want them to become self-sufficient quickly. On the other, time for onboarding is limited and the people who know the system already have full workloads. But onboarding doesn’t have to be a burden.
Here, Onboarding Specialist Carolina Eklöv from Mediaflow shares a few tips on how to shorten the onboarding process for new colleagues.
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.
“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:
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.
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.
Like many organisations, you’ve probably invested time in choosing the right tool for managing images and video, and now it’s time to start using it. Yet even with the right features in place, a well-thought-out structure and clear permissions, only a few people use the system consistently. Others use it sporadically – or not at all. So how do you get everyone who needs it to actually use the platform?
As we wrap up the year, it’s clear that 2025 surpassed all previous records. With 165 new customers, a strong new minority investor, and – most importantly – new features that improve everyday workflows, we’re already looking forward to taking on 2026.
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