Meet DeepL: exploring DeepL’s onboarding journey

Starting a new job is a big deal—it’s exciting but can also be a bit nerve-wracking. At DeepL, we totally get it. That’s why we’ve crafted an onboarding experience that’s all about making you feel welcome from day one. We sat down with Isabell Reinholz to give you an inside look at what makes our onboarding process special. From the warm welcomes to the in-depth introductions, everything is designed to help you hit the ground running and feel like part of DeepL right away.

Could you please introduce yourself and your role at DeepL?

Hello there! I'm Isabell—I’m based in Cologne and a true people person at heart. I joined DeepL 3.5 years ago as a recruiter, coming straight from university where I studied Human Resources and Organizational Behavior. Since then, I’ve evolved into a project management role where I have designed our new onsite onboarding program together with my amazing project team. I’m currently transitioning to a new team again, aiming to become DeepL's Culture Program Specialist.

Among other things, I’ll continue to work on our onboarding program, since it's an essential part of bringing our culture to life and letting new joiners experience the DeepL feeling. 

Can you walk us through the typical onboarding journey for new team members at DeepL?

Yes, happy to! Our DeepL onboarding journey starts on their very first day with a welcome meeting hosted by our onboarding team. During this meeting, we share information about the upcoming days and weeks, making sure that everyone knows what's going to happen and what's expected of them—besides the feeling of a good, warm start and welcome. 

Once the new hires have set up their hardware with the help of our IT support, they spend the rest of the day with their team having welcome meetings, coffee chats, and attending team discussions. 

After that, it's time to get ready for the excitement that awaits them at our headquarters: all of our newbies from across the globe are invited to join us in Cologne to dive into the DeepL world for three full days, with each day bringing a different focus. 

• Day 1: this day is all about us as a company—our journey, culture, and products. Each month, Jarek, our CEO, takes the time to welcome the newbies, introduce our mission and vision, and give everyone a chance to ask questions. After an intense day that ends with a product training session, we invite the newbies and all colleagues to a happy hour. Here, they can connect, listen to fun DeepL stories, and experience the vibe. 

• Day 2: we continue with high-level sessions led by members of our leadership team to ensure a well-rounded picture and understanding of how we work together, how our product is created, and how it’s monetized. The sessions are very valuable but require focus. That’s why we then spend the afternoon/evening of day 2 blowing off some steam with a fun team activity before dinner in the vibrant city center of Cologne. 

• Day 3: on the final day of our onboarding journey, we dive a bit deeper into the different departments and their individual responsibilities, following the product life cycle. Day 3 is more granular than days 1 and 2, but it’s important to us to create understanding about what each department does and how they all contribute to DeepL’s success. With this approach, we aim to reduce barriers between departments and avoid silos.  

As the third day of training draws to a close, we release the new hires to their teams to follow the individual onboarding path prepared for them. After three days, new hires typically exhibit high levels of enthusiasm and motivation due to the positive atmosphere and encouragement from their colleagues.

Often, they’re eager to start their new roles and contribute to their teams. In some cases, new hires even opt to remain on-site in Cologne for an extended period of time to engage in comprehensive onboarding activities with their colleagues and managers. If they’re situated near one of our office locations (Berlin, Amsterdam, London, Tokyo, Austin), they’re introduced to our different offices by the teams on-site.

Can you explain DeepL’s onboarding process, including the key steps and the actions involved to ensure a smooth experience?

For us, the onboarding process begins well in advance of an employee's first day. This is the pre-boarding phase. During this phase, we ensure that new hires have access to all relevant information and resources to facilitate a smooth transition and maximize their excitement to join our team. This requires significant effort and coordination between numerous teams, such as Office Management, IT Support, and People Operations. We maintain close communication with new hires to ensure they have the support they need to navigate the challenges of a new job. 

In addition to the organizational tasks, such as ensuring the delivery of the appropriate hardware to the appropriate individual and its configuration, we also provide a substantial amount of content and training materials that address typical new hire questions. In addition to knowledge sharing, our onboarding program emphasizes the formation of connections between new hires and existing team members. The objective is to reduce barriers to asking for help, thereby ensuring a smooth onboarding experience. 

What unique aspects of DeepL's onboarding process set it apart from other companies, and how do these contribute to a supportive start?

When we created the new onboarding experience, it was important to us to build a journey that would provide in-depth knowledge about the product, help them understand how we work as an organization, and at the same time introduce them to our culture. 

From the feedback we've received so far, we're doing a very good job of achieving that goal and striking a good balance between all of those aspects. I believe the one thing that makes our onboarding experience truly unique is the commitment from our Leadership Team towards the program and, therefore, the new hires' experience. 

For instance, our Leadership Team dedicates time to share knowledge and answer questions. They travel to Cologne specifically for our onboarding, demonstrating their investment in the new hires' development, success, and feeling of welcome at DeepL. This again represents the best example of DeepL culture and the dedication to our continued growth and success. 

How do you ensure that new hires feel welcomed and supported during their initial days at DeepL, both practically and emotionally? 

The one thing almost everyone says after joining is how amazingly friendly everyone is. Because of the nature of our people (or Deeople, as we kindly call them internally), joining the company is already a very warm and welcoming experience.

This is also why we decided to have onboarding take place at our headquarters: we have the highest density of Deeople and the largest onsite support system. Our office and assistant teams are always there in the background, supporting the very practical aspects of the program, making sure everyone is happy and the process runs smoothly. 

Can you share any success stories or memorable experiences from recent onboarding processes that highlight the effectiveness of DeepL's approach?

The onboarding process has been a success story so far. The feedback has been overwhelmingly positive, not just from the new hires. The presenters and Leadership Team have shared many positive comments with us because they enjoy working with the new hires on-site and seeing the enthusiasm of the group. 

And for me, the most significant achievement is the new hires' eagerness to start their roles and contribute to DeepL's success. When we say goodbye, they are tired, but filled with energy and joy at the same time. 

In your opinion, how does a comprehensive onboarding experience contribute to employee retention and overall company culture at DeepL?

Often, new employees feel a bit lost or lack essential information when they first start their jobs. This can lead to feelings of isolation and confusion, which can ultimately lead to high turnover rates. Our onboarding program is designed to provide new hires with the tools they need to succeed and avoid feeling overwhelmed. 

In addition to onsite onboarding, we provide a wealth of self-paced content for new hires to work through. Our goal is to make sure they have the information they need at their fingertips, and with the new setup we've created, we're making it easier for teams to work, creating a smoother experience that leads to higher retention. 

Ensuring that new hires are well-integrated is valuable for two reasons: first, the newcomers make many connections with fellow new joiners and existing colleagues—helping them feel a part of the group and, therefore, the company. Second, due to their integration into the group, they get in touch with the DeepL culture, experience our values in real life, and can act and collaborate according to our values and culture. 

At DeepL, through comprehensive programs and a strong focus on our culture, we ensure that new team members are well-prepared and excited to contribute from day one.

Are you interested in learning more about our onboarding program and eager to experience it for yourself? Check out our opportunities.