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If you would like to hire foreign employees in your company or have already done so, you are probably also asking yourself the question: How can I best integrate my new employees into my company and retain them in the long term?
The team at the Welcome Center Erzgbirge will be happy to advise you individually on topics such as
ONBOARDINGlanguage supportqualificationInternational holidays and employee events
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New country, new culture, new employer, new colleagues, etc. ... all beginnings are difficult!
To ensure a good and easy start in the Ore Mountains, it is important to provide your new foreign skilled workers with appropriate support.
After the first steps and a successful arrival, it is important to focus on long-term and sustainable loyalty to the company and the region. The team at the Welcome Center Erzgebirge will be happy to support you in this process with various offers and individual advice.
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Onboarding
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Do you want your new employees to be motivated on their first day at your company and to be successfully integrated quickly? Then it is important to get the new employees "on board" well.
Onboarding includes all measures that serve to integrate new employees into the company. These measures begin before the first day of work and accompany the new employees over the first weeks and months. The conclusion of the contract is also the starting signal for the "onboarding" of new employees. The better the introduction and integration are prepared, the quicker the employee will feel at home in your company and then perform as expected.
What can you do as an entrepreneur to optimize the onboarding of new employees? How important is an induction plan? What makes a good onboarding process?
Tips and suggestions for successful onboarding
Tip 1: Welcome package:Present your new employees with a welcome pack containing, for example, relevant company information, a welcome letter and gift, invitations to team events, a schedule for their first day at work, information about the region, housing providers, kindergartens, schools, leisure activities, etc.
Tip 2: Workplace ready for use
Make sure that computers, access data, tools, work clothes, etc. are available and ready for use on the first day
Tip 3: Induction plan
Create and communicate an induction plan including responsibilities. A structured induction plan shows the new employees your professional approach and your appreciation.
Tip 4: Inform the existing team
Inform your staff about the new colleagues and the corresponding area of responsibility and define the responsibilities.
Tip 5: Well-planned first day
Don't leave any questions unanswered for new employees about how their first day at work will go and communicate the information early on. The message that new employees should receive on their first day at work is: "We are delighted that you are here and have prepared everything for you."
Tip 6: Talk to the management or head of department
Let new employees feel your appreciation on their first day at work in the form of an introductory meeting with the management or head of department.
Tip 7: Company tour
On the first day, start with a detailed tour of the company and, in particular, show the areas relevant to the new employee, such as escape routes, toilets/washrooms, canteen, warehouse, photocopier, etc.).
Tip 8: Social arrival in the team
Ensure a quick social arrival by introducing staff and new employees to each other and spending breaks together, e.g. over lunch.
Tip 9: Equipment and information
Ensure that new employees are equipped with all relevant items and information for the first few weeks from day one.
Tip 10: Communicate expectations
It is important for new employees to know expectations, goals, schedules, tasks and projects for the first six months early on.
Tip 11: Good scheduling
In the first week of work, schedule company induction measures and introductory meetings with suppliers, customers, service providers and other relevant business contacts
Tip 12: Feedback meetings
Hold regular feedback meetings and communicate development opportunities. In this way, you will find out at an early stage whether the new employees have got on well or are having problems.
Tip 13: Mentors
Provide new employees with mentors. They can make a huge contribution to a positive arrival.
Welcome folder
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An internal welcome folder with all relevant company information and organizational information makes it easier for new employees to arrive and integrate. Supplemented by an individual induction plan, it supports the "newcomers" and the existing team throughout the entire onboarding process.
Let yourself be inspired and design your individual company welcome folder:
- Welcome letter from the management
- Schedule for the first working day
- Induction plan for the first few weeks
- Organizational chart
- Site plan, parking facilities
- List of business units/contact persons in the company with contact details
- Company guidelines and values
- Company etiquette
- Dress code and code of conduct
- Information on break times and working time regulations
- Invitation to important appointments (department meeting, jour fixe, etc.)
- Information on working time recording, vacation requests, substitution regulations, overtime regulations, sick leave, travel expense reports, etc.
- Important external contacts
Familiarization plan
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It is not only new recruits who benefit from an induction plan - it is also very important for managers. It serves as a guide to ensure that the induction of new team members is systematic and effective. Managers can use the plan to track onboarding progress, provide support and ensure that new employees are given the resources they need to be successful.
The basis for the induction plan is the relevant job or task description. The plan should contain at least the following scheduled points:
- Personal introduction of colleagues (also from other departments)
- Induction measures, such as introductory courses or presentation of the product portfolio
- Explanation of the projects and work objectives for the coming months
- Getting to know the departments that are necessary for induction
- Planning and scheduling of regular feedback meetings
- Necessary skills that should be developed
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For new employees from abroad, the induction plan should be made available in English or in their national language, depending on their existing German language level.
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"Training from the Welcome Center Erzgebirge for our integration officers and HR staff helps us with integration."
"Ten years ago, we decided to recruit foreign workers from all over the world with the help of various partners. What initially began with a considerable amount of time and uncertainties in recruitment, including travel to countries of origin, is now easier and more effective with online support.
The Welcome Center Erzgebirge's training courses for our integration officers and HR staff, as well as the welcome folders filled with "Erzgebirge culture", also support us during the first on-site meetings with the new employees and trainees, as well as during further integration on site.
The information provided by the Welcome Center Erzgebirge also helps us to review our recruitment and integration processes and adapt them if necessary. The opportunities for exchange with other companies lead to continuous further development in various employee acquisition processes."
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Mentor qualification "Welcome Coach"
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With our mentoring qualification "Welcome Coach"we, as the Welcome Center Erzgbirge, want to soften intercultural boundaries in companies and promote the integration process of foreign workers and specialists. The technical and methodological knowledge imparted helps the mentor to cope with their new tasks. The welcome coach should serve as a multiplier and act as a link between the core workforce, new foreign employees and company management. The prospective mentor's own migration background is a clear advantage for the traceability of the individual processes.
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Language support
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Language is a decisive criterion for successful and sustainable integration into the workplace. This is not just about the spoken language, but also about reading and writing. At the same time, learning German is a major challenge for many people with a migration background. However, there is a wealth of opportunities to improve German language skills and facilitate communication in everyday working life.
Assessment of language competence
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Many people with a migration background have a language certificate, which is based on the Common European Framework of Reference for Languages (CEFR) for the classification of German language skills.
The basic levels are:
A: Elementary language use
B: Independent language use
C: Competent language use
These are further subdivided into a total of six levels of language proficiency.
CEFR language levels
A1 - Beginners
A1 - Beginners
Can understand and use familiar, everyday expressions and very simple phrases aimed at satisfying specific needs. Can introduce themselves and others and ask other people questions about themselves - e.g. where they live, what people they know or what things they have - and can answer questions of this kind. Can communicate in a simple way if the other person speaks slowly and clearly and is willing to help.
A2 - Basic knowledge
A2 - Basic knowledge
Can understand sentences and frequently used expressions related to areas of most immediate relevance (e.g. personal and family information, shopping, work, local area). Can communicate in simple, routine situations involving a simple and direct exchange of information about familiar and routine matters. Can use simple means to describe his/her own background and education, immediate environment and things related to immediate needs.
B1 - Advanced use of language
B1 - Advanced use of language
Can understand the main points when clear standard language is used and when dealing with familiar matters from work, school, leisure, etc. Can deal with most situations encountered when traveling in the language area. Can express him/herself simply and coherently on familiar topics and areas of personal interest. Can talk about experiences and events, describe dreams, hopes and ambitions, and give brief reasons or explanations for plans and opinions.
B2 - Independent use of language
B2 - Independent use of language
Can understand the main ideas of complex texts on concrete and abstract topics; also understands technical discussions in his/her field of specialization. Can communicate fluently and spontaneously enough to hold a normal conversation with native speakers without much effort on either side. Can express him/herself clearly and in detail on a wide range of topics, explain a viewpoint on a topical issue and give the advantages and disadvantages of various options.
C1 - Professional language skills
C1 - Professional language skills
Can understand a wide range of demanding, longer texts and grasp implicit meaning. Can express him/herself fluently and spontaneously without often having to search for clearly recognizable words. Can use language effectively and flexibly in social, professional, educational and academic contexts. Can express him/herself clearly, in a structured and detailed way on complex subjects, using a variety of text linking devices appropriately.
C2 - Approximately native speaker
C2 - Approximately native speaker
Can understand with ease practically everything he/she reads or hears. Can summarize information from different written and oral sources, giving reasons and explanations in a coherent presentation. Can express him/herself spontaneously, very fluently and precisely and can also make finer nuances of meaning clear in more complex situations.
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If you do not have a language certificate, online tests can help to determine your language level. However, these only serve as an initial assessment and do not replace the official placement test. They are also helpful for determining the current language competence of your employee if your employee's language skills develop through everyday use.
For further information on online placement tests or for advice on how to proceed if you do not have a language certificate, please contact the Welcome Center Erzgebirge team for individual advice.
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Language courses
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Improving the language skills of your international employees is one of the key issues. There are many ways to learn German. We will be happy to support you in finding and organizing a practical solution for your needs.
Vocational language courses of the BAMF (Federal Office for Migration and Refugees)
Basic course
Description:
Inter-occupational communicative competence in a general working context
Duration:
400 - 500 teaching units
Specialized professional language courses
Description:
Practical teaching of subject-specific language
Duration:
300 teaching units
Special course under B1
Description:
For people who have not reached level B1 in the integration course
Duration:
400 teaching units
Job-related language course
Description:
Job-related communication training with workplace relevance and individual language coaching
Duration:
100- 150 teaching units
Special course for the recognition procedure
Description:
Language acquisition for the recognition procedure and language preparation for everyday working life
Duration:
300 - 600 teaching units
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The vocational language courses (BSK) offered by the Federal Office for Migration and Refugees (BAMF) provide a diverse and needs-oriented range of courses for integration into the labor market. The upstream integration courses also prepare migrants and refugees for the German world of work.
Participants are free to choose from the course providers certified by the BAMF. An authorization is required for participation, which is issued either by the BAMF, the job center or the employment agency.
For a cross-industry vocational language course, which can take place at the employer's premises, at a vocational school or online, 7 participants are required. If you are interested in such a course but do not reach the minimum number of participants, it is worth considering joining forces with other companies. We will be happy to support you in pooling your requirements.
The courses are free of charge for trainees and employees with an annual taxable income of less than €20,000 (or €40,000 for jointly assessed persons).
Employees with an annual income above this limit pay a cost contribution of 50% of the cost reimbursement rate per teaching unit. The employer can also pay the cost contribution.
You can find an overview of the (vocational) language courses offered in our region on the course network of the Federal Employment Agency.
Further language courses
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In addition to the courses offered by the Federal Office for Migration and Refugees, there are also a large number of other courses for migrants and refugees:
- Some local authorities and federal states have their own programs
- Universities and voluntary initiatives also offer language courses
- You can take advantage of courses offered by the German Adult Education Center (VHS) and the Goethe-Institut. The Goethe-Institut's German course "Fit for the job", for example, focuses on technical vocabulary and cultural aspects of the German language. The German courses offered by the VHS are available in various formats from face-to-face lessons to learning portals and offer numerous opportunities to improve language skills.
Language courses for trainees
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Language is a particularly important prerequisite for successful training. Trainees with a migration background find it particularly difficult at vocational school and in examinations. This is where the vocational language courses for trainees come in. These courses focus on language support in the context of specific training content, the teaching and intensification of specialist vocabulary and preparation for examinations.
All trainees with a migration background who require language support are eligible to take part. They can take part during - and even before - their training. A valid training contract is required.
The free courses are often offered directly in the vocational schools and are closely linked to the theoretical content of the vocational school lessons. In addition to face-to-face courses, there are also digital or hybrid courses on offer.
German at work and in everyday life
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In addition to attending language courses, language skills can also be improved directly in the workplace "learning by doing". The company becomes a place of language learning. How can you support your foreign employees in their day-to-day language acquisition?
- Use simple language: Adapt your internal communication to the language level and knowledge of your foreign employees. Structure your information clearly. Use simple and short sentences.
- Form language tandems between international employees and native speakers.
Organize language cafés/regulars' tables to support the learning of the German language through exchange. - Use language flyers and posters for warning and information signs in several languages to simplify and visualize the learning of technical language
- There are numerous free online learning offers that help employees to communicate and expand their vocabulary. You can find a selection of these offers in our guide "Learning German with smartphones and the internet"
- Real-time translation tools, such as the "SayHi" app or Microsoft Translator, can help with communication problems
- Learning portals such as those of the VHS, the Goethe Institute or Deutsche Welle offer training in several languages at different language levels for everyday life.
- The Deutschlandfunk website, for example, can be used to train listening comprehension. The weekly news review is available here in simple language.
- In company sports groups or similar leisure activities in the company, new employees can make connections and apply and improve their language skills.
Qualification
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To ensure the success of your company and to meet all requirements, it is essential to implement measures to develop, maintain and expand the skills and abilities of your employees. As part of strategic personnel planning, further training serves to systematically support individual specialists in their development.
Funding opportunities for employee training
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Would you like to qualify your employees, but are wondering who will cover the costs?
You may be able to take advantage of the following state subsidies:
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Integration subsidy (EGZ)
The integration grant relieves companies financially if the professional experience and knowledge of future employees is not yet sufficient for the job requirements. This means that the training goes beyond the usual scope.
The employment agency pays financial compensation of a maximum of 50% of the salary subject to social security contributions, and 20% of the employer's share of the total social security contribution is also taken into account. The subsidy can be paid for up to twelve months. For people with disabilities and employees aged 50 and over, it is possible to extend the scope of the support.
The integration subsidy can be applied for by all foreigners, including refugees, who have access to the German labor market.
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Measures for activation and professional reintegration (MAG)
The aim of MAG is to determine a person's professional aptitude and to (re)integrate unemployed people, people seeking training or people at risk of unemployment into the labor market.
It is possible to receive support from an employer, an organization or a private employment agency. Measures with an employer serve to determine professional aptitude and reduce professional placement difficulties and are funded for up to six weeks.
In many cases, the measure is also open to refugees. This depends largely on their residence status and country of origin.
The MAG is paid for by the employment agency or job center. The companies do not pay any remuneration during a MAG. Further information on the measures can be found on the website of the Federal Ministry of Labor and Social Affairs.
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WEITER.BILDUNG qualification offensive!
The Qualification Opportunities Act offers financial support for employees to participate in further training measures. The focus is on employees whose professional activity is threatened by digitalization or structural change or who would like to undergo further training in a bottleneck occupation.
The course costs are covered if the training is certified and comprises more than 120 hours. Companies can receive an allowance towards the employee's salary and a lump sum for social security contributions for the duration of the training. Subsidies for salary and further training costs are graduated according to the size of the company.
Funding under the Qualification Opportunities Act is available to all employees, including foreign employees, provided they meet the eligibility criteria. Further information can be obtained from the Employment Agency as the provider of the funding measure.
Funding opportunities for trainees
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The trainees of today are your skilled workers of tomorrow. It therefore makes sense to keep an eye on appropriate measures for further development during training and to make use of support measures in good time if problems arise.
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Assisted training (AsA)
Assisted training as a support measure of the Federal Employment Agency not only supports the trainees, but also you as a training company. The training service provider commissioned to carry out AsA provides both you and the trainee with training support. You will be supported with questions relating to the training. The trainees receive socio-educational support and assistance with language and learning difficulties as well as specialist tutoring. Assisted training is completely free of charge for you.
Assisted training has been merged with training-related assistance (abH). All the tried and tested funding options have been retained, but new options have been added. You can apply for funding at the Employer Service of the Employment Agency.
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VerAplus - Strong through training
The VerAplus initiative is designed to help prevent young people from dropping out of training. Young people are assigned a mentor who advises them on all questions and problems relating to training and gives them support and guidance. The training mentors help with exam preparation or difficulties with the German language and also keep an eye on the trainees' social skills.
The VerAplus mentors work on a voluntary basis, so the support is completely free of charge.
The support is provided at the trainee's request. However, as a training company, you can suggest a VerAplus mentor. You can find more information on the Senior Expert Service website.
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Other measures
In addition to the official support measures, there are various ways to promote and support your trainees in specific skills. You should not only think about supporting underperforming trainees. High-performing trainees also need tailored and challenging opportunities for personal development.
Here are a few inspirations:
- Targeted promotion of social skills, so-called "soft skills"
- Offer additional qualifications, e.g. adapt the training even more closely to your company's needs or focus more on the challenges of digitalization (some additional qualifications can be credited towards subsequent advanced training)
- Carry out trainee projects to strengthen your trainees' independence and sense of responsibility
International holidays and employee events
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If you have employees from different countries and cultures in your workforce, it is important to keep international public holidays in mind and respect them.
Foreign public holidays naturally do not apply in Germany and foreign employees must fulfill their work obligations on a day that is only a public holiday in their home country. However, you should take into account the public vacations of other cultures in your vacation planning as far as possible and can also use them as an opportunity for special employee events such as an intercultural lunch break.
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The annual Intercultural Calendar of the BAMF (Federal Office for Migration and Refugees) shows the diversity of holidays and days of remembrance of different cultures and religions that live together in Germany. The calendar therefore includes the most important holidays from Christianity, Judaism, Islam, Buddhism, Hinduism, the Sikhs and Yazidis as well as public holidays and other days of remembrance from various cultural traditions.