When a new employee joins – or an experienced one takes on a new role – there’s usually excitement, curiosity, maybe even a bit of stress. But something essential is often missing: a proper introduction to the risks of the job and how the company addresses well-being and safety. That’s where the difference between routine and responsibility becomes clear.
Important: temporary workers, interns, and other short-term staff must also receive proper onboarding!
Onboarding is not a formality
Too often, onboarding is reduced to ticking administrative boxes Sign the contract? Check. Quick tour? Check. Check. But what about fire procedures? Handling aggression? The use of personal protective equipment? Or knowing who to contact when something goes wrong?
A solid well-being onboarding is not a luxury – it’s a lever for safety and a legal obligation. The Codex Wellbeing at work clearly states that every employee, upon hiring (or upon changing roles), must be informed about the risks related to their tasks. No exceptions, no postponement.
The role of the direct manager
It may be tempting to assign this responsibility to the prevention advisor. But that is a misconception.
We recommend – as is common practice across the sector – assigning the execution of onboarding to the direct manager or workpost supervisor. Why? Because they know the job, can explain risks in plain language, and act as a bridge between policy and practice.
The prevention advisor remains a key partner, but is not the one to perform the onboarding. They provide support: templates, tools, content, and training for those conducting the onboarding – whether that’s an experienced colleague, an internal trainer, or a safety coach. As long as final responsibility stays within the line management, you’re covered.
What should the onboarding include?
A good well-being onboarding answers simple yet critical questions:
- What risks are associated with my role?
- Who do I contact if something goes wrong?
- What should I do in case of fire, medical emergency or aggression?
- Which safety and wellbeing trainings should I follow ?
- What protective equipment should I use, and how?
The onboarding should be clear, understandable, and tailored to the work environment. And above all: in a language the employee understands. A written note, a subtitled video, a live demonstration – all are valid, as long as the message gets through. Because safety starts with understanding.
Three ways to do it right
There are different ways to aboard the onboarding:
- A clear onboarding brochure – summarizing risks, procedures and contacts, signed by both the manager and employee. Practical, controllable and easy to keep.
- An interactive presentation – using tools like Mentimeter or Kahoot to engage staff and verify understanding. You will test immediately of your message has been understood and remembered.
- A digital learning platform– ideal for multi-site or growing teams. Ideaal voor grotere bedrijven of wie meerdere sites heeft. Kingsm3n helpt je graag bij het opzetten of verbeteren van zo’n platform.
The choice depends on your organisation, your risks, and your people. What matters is that the onboarding takes place, is documented, and has real impact.
Don’t forget:
- Have the onboarding signed Nby both parties – this proves compliance during audits.
- Apply it also to internal job changes – a new rol means new risks.
- Take your employees’ language into account. An onboarding in an unfamiliar language is not onboarding.
And if something goes wrong?
During an audit by the Belgian labour authority (FOD) , you’ll need to prove proper onboarding took place. No document? No proof. No proof? Non-compliance. And worse than a fine: an accident that could have been avoided with 15 minutes of proper guidance.
A partner with experience
At Kingsm3n, we help companies set up onboarding processes that are compliant, practical and effective: from brochures and presentations to full-scale e-learning platforms. Always with a real-world mindset.
Interested in improving your onboarding? Get in touch – we’ll think with you, in your employees’ language, with the eye of a prevention advisor and the mindset of an entrepreneur
Michaël Marbais
Entrepreneur and Level 1 Prevention advisor.
As managing partner of Kingsm3n and Ken Do It, he helps companies turn safety, security, leadership, and people-centred policies into concrete action – in every routine and every crisis.
