Get New Hires Up to Speed With a Great Onboarding Process

Your onboarding strategy can make or break your team’s success. First impressions last, and when it comes to new hires, the stakes are higher than ever. A well-crafted onboarding process can boost employee retention by a whopping 82%. Retention isn't just a feel-good metric; it’s a financial game-changer for your organization. Losing employees drains resources fast — replacing and training a single employee costs an average of $1,075. Letting that add up? It’s like pouring your budget into a bottomless pit.

Yet, so many companies drop the ball when it comes to the onboarding process. Imagine welcoming new hires with a program that gets them excited, sets them up for long-term success, and makes them genuinely want to stick around. It’s possible, and the impact is huge.

Ready to revolutionize your onboarding approach? Let’s break down the strategies to get you there.

What Is Onboarding?

Onboarding is the process of integrating a new employee into your organization. It goes far beyond a simple orientation session or a welcome email. Instead, it’s a thoughtfully designed experience that starts the moment your new employee accepts the offer and continues until they’re fully settled, productive, and engaged. Onboarding equips new employees with the tools, knowledge, and connections they need to thrive and contribute to your company’s goals.

This onboarding process involves everything from helping new hires complete essential paperwork and learn company policies to connecting them with their team and providing ongoing support as they ramp up. And it’s more than a checklist; it’s a launchpad for future rockstars! 

With the right onboarding process, you can shape the overall employee experience in a way that profoundly impacts your company’s performance. You’ll drive retention, boost engagement, and accelerate productivity. After all, employees who feel supported from day one are more motivated and committed. For HR leaders, this journey presents a prime opportunity to minimize turnover and strengthen your organization’s culture.

Key Steps of the Onboarding Process

Bringing a new hire into your organization and setting them up for success doesn’t just magically happen. It’s the result of a series of intentional, well-planned steps that transform day-one nerves into long-term confidence and excitement. Let’s dive into some essential phases that make this transition seamless and impactful.

Pre-boarding

Pre-boarding is all about getting your new hire pumped and prepared before they ever step foot in the office—or log into your remote workspace. This phase kicks off as soon as the candidate accepts their offer. Pre-boarding is also when you can handle the practical stuff: setting up email accounts, arranging equipment, and giving your new employee a sneak peek into what to expect.

Here’s how to make pre-boarding a slam dunk:

• Send a clear job offer. The very first step of onboarding is the job offer itself. This isn’t just a formality—it’s your first chance to set clear expectations and lay the groundwork for success. A well-crafted offer spells out the role, responsibilities, and any must-know details. When a new hire knows exactly what to expect, they’ll step into their new role with confidence and clarity.
• Offer time for salary negotiations. Salary negotiations can make or break a new hire’s impression of your company. It’s one of the most important conversations you’ll have with your future employee, and for good reason. Salary discussions show that you value their worth and are willing to invest in their long-term success. Remember: nearly 90% of employers are open to negotiating salaries, so don’t be afraid to engage in this crucial exchange. It’s a powerful way to set the tone for a partnership built on respect and transparency.
• Complete new hire paperwork. Nobody loves paperwork, but taking care of it early makes a world of difference and shows your employees you have your ducks in a row. Essential forms like the I-9 and W-4 are critical to getting your new hire in the system and ready to roll. Take care of new hire paperwork early on so your employees are set up long before their first day.
• Complete benefits enrollment. Another key bit of paperwork to take care of early on is benefits paperwork. Benefits matter. They keep your workforce healthy, happy, and secure. During pre-boarding, give your new hire a breakdown of the benefits they’ll receive and walk them through how to enroll.
• Activate employee accounts. Nothing’s worse than showing up on the first day of a new job only to find out you need to sign into the cloud…only to find out you don’t have an employee email to do so! Make sure you’ve set up all the necessary accounts and credentials before they arrive. Better yet, have them test and activate anything they can on their end to avoid those first-day tech hiccups.
• Review important company policies. What’s the dress code? Where do they park? Or, how do they log into the remote system? New hires have tons of questions, and pre-boarding is the perfect time to answer them. Share your key policies and practical details ahead of time. The more prepared they feel, the smoother their first day will be.
• Send out new employee welcome gifts. Welcome kits are a great way to show a new hire you’re excited they are joining the team. Whether it’s a personalized message, company swag, or a thoughtful gesture that reflects your culture, a well-crafted welcome gift shows your new hire they’re already valued. Think about what best represents your company’s spirit and culture, and use this opportunity to make them feel like a part of the team from the start!

Orientation

After pre-boarding comes orientation. When you hear “orientation,” you might picture a conference room full of new hires, listening to a talk from HR or some other member of the management team. Sure, it can look like that, but orientation can also be flexible and tailor-made to fit your organization’s needs.

Orientation could be a single event or spread out over a series of days to make the experience more engaging and impactful. Let’s break down some essentials you may want to include:

• Facility tours: Help your new hires get the lay of the land by showing them around!
• Executive introductions: Meeting the executive team can have a huge impact on employee engagement and purpose, which are crucial for long-term retention. Set up a chance for leadership to introduce themselves and share their vision for the company. This can send a powerful message about the organization’s culture and values.
• Team introductions: Make sure your new hires don’t have to awkwardly figure out team dynamics on their own. Facilitate introductions with their immediate team members to jumpstart collaboration and camaraderie.
• Values and mission: Your company’s mission and values aren’t just words on a wall; they’re the driving force behind everything you do. Make sure new hires get to know them early on, so they understand the bigger picture and how their role contributes to it.
• Policy training: If there are any policies you did not go over during pre-boarding, go over them during orientation. Policies might not be the flashiest part of orientation, but they’re foundational. Every employee needs to be up to speed on company policies to ensure everyone is on the same page. 

Training and development

Once orientation wraps up, it’s time to roll up your sleeves and dive into the job with some specific training. Training and development isn’t just about bringing someone up to speed. It’s a strategic investment in their future—and yours. This stage is all about empowering your new team members with the right skills, knowledge, and confidence to excel. Let’s break it down.

Role-specific training

Every role is unique, and your training should be too. The more relevant the training, the faster your new hire can contribute. Here’s how you can ensure your new hires get up to speed quickly. 

• Job shadowing: Pair your new hire with a seasoned pro for real-time learning. They’ll watch daily tasks, workflows, and problem-solving firsthand, giving them a clear view of what success looks like in their role.
• Guided mentorships and buddy systems: Choose someone knowledgeable and approachable who’s excited to help a newcomer succeed. Mentors help new hires navigate their role and the company culture, and they can often offer more than job insights—they can share culture tips, lessons from their career journey, and the inside scoop on thriving at your company. Harvard Business Review conducted a study of onboarding buddies and found three key benefits: improved business context, improved productivity and improved employee satisfaction.
• Hands-on practice: Let your new employees jump right in with practical projects. Actually doing the work builds muscle memory and turns abstract concepts into tangible skills.

Technical training

Don’t forget the basics! During the orientation period, break down the must-know softwares, tools, and processes that new hires will be using every day. For example, if your team uses a complex CRM, create a step-by-step walkthrough that showcases how to log client interactions and how to set reminders for follow-ups.

And you don't have to stop at technical know-how! Incorporate sessions on crucial soft skills to set your team up for success from day one. For example, you can offer workshops on conflict resolution, communication, or time management so that they can tackle both the tech and the human elements of their role. 

Learning shouldn’t stop after the first few days or weeks. Continuous development keeps your team engaged and ready to tackle future challenges. You can keep the momentum going after the orientation phase by giving employees access to online learning platforms, sitting down with them to draft career development plans, and having regular feedback sessions and check-ins. 

Integration into the company’s culture

Welcome to the final, and arguably most transformative, phase of bringing a new hire into your fold: cultural integration. This is where you go beyond training and truly immerse them in the spirit, values, and energy of your organization. Think of it as a long-term investment in belonging and engagement—because when employees feel connected, they thrive. 

To help new hires feel more connected to your culture, you can highlight examples of employees who are living out your core values in action. Another great way to help integrate your new employee into your company’s culture is to hostteam-building events. Team-building events such as company lunches, happy hours, or team outings allow coworkers to connect on a personal level beyond work tasks.

Remember, cultural integration is not a one-and-done task or team-building event. It’s a continuous journey of nurturing connections, celebrating shared values, and creating a sense of community where every new hire feels like they belong.

Reboarding

Sometimes, employees step away from work for an extended period—whether it’s parental leave, medical leave, or another reason. When they return, they might feel a little out of sync–and ignoring this reality can lead to frustration and wasted time as employees scramble to catch up. That’s why having a solid reboarding process isn’t just nice to have; it’s a strategic must.

Reboarding is your opportunity to reintroduce and support employees who are coming back from leave or even moving into new departments. If you are reboarding an employee, walk them through the current project and team priorities so they can understand where things stand and where they can jump in. Also share any significant updates they missed like new policies, tools, and other organizational changes. 

Ultimately, investing in a reboarding process can shorten the time it takes for employees returning to work to get back to peak productivity and make them feel welcomed and supported.

Sample Onboarding Schedule

So, should you rush through all the key phases of onboarding in the first day or week? Absolutely not! That’s a fast track to overwhelming your new employee. Instead, pace it out thoughtfully. Here’s a sample onboarding schedule designed to make new hires feel welcomed, supported, and ready to thrive—without the stress.

Day one 

The first day of a new hire sets the stage for their entire journey with your company, so make it count. Start with a warm welcome and a guided office tour, highlighting key spots like break rooms and wellness areas. Introduce them to team members and essential contacts through relaxed, informal meet-and-greets. Ensure their workspace is prepped with all necessary equipment and access credentials. Go over important company policies, such as PTO and security protocols, to set clear expectations. Finally, dive into their role, outlining key tasks and how their work contributes to the larger mission.

First week

The first week is all about helping your new hire find their footing and understand their place within the company and department. Start with role-specific training that familiarizes them with workflows and tools. Collaborate on setting short-term goals and clear performance expectations to guide their efforts. Immerse them in your company culture by sharing stories that showcase your values and inviting them to join in cultural activities. Wrap up the week with social events like team lunches or coffee meet-ups to build peer connections and make them feel at home.

First month

The first month is about deepening their understanding of your company and fostering growth. Schedule regular check-ins to review progress, answer questions, and gather feedback on their experience. Pair them with a mentor or buddy for ongoing guidance and cultural insights. Ensure they have access to learning resources like training platforms or workshops to build their skills. Finally, revisit the goals set in week one, make any necessary adjustments, and celebrate their early wins to keep momentum strong.

Long-term onboarding

Onboarding extends well beyond the first month. Ongoing support is key to retaining top talent and fostering growth. Continue offering regular training, cross-training, and leadership development programs to keep employees learning. Schedule performance reviews and career discussions to align on goals and potential growth paths. Promote a culture of open feedback where ideas flow freely, led by example from company leaders. And, keep engagement high with events, wellness activities, and volunteer opportunities that strengthen connections and reinforce your mission.

Best Practices for a Successful Onboarding Program (and Mistakes to Avoid)

As you craft your onboarding program, here are a few best practices to keep in mind (and some mistakes to avoid): 

• Choose an effective delivery method. How you deliver your content is just as important as what you deliver. Automating administrative tasks—such as paperwork and policy acknowledgments—can streamline the process and save valuable time. Platforms like BambooHR or Workable make it easy to handle these details so your team can focus on the human side of onboarding. Pair automation with engaging content formats to enhance the learning experience. Consider using videos and interactive e-learning modules for company overviews or safety training to keep it dynamic.
• Make it personalized. Customize the onboarding process to match each employee’s role and background. An engineer might thrive with deeper technical training, while a new sales team member will benefit more from product demos and competitive market insights. Personalization also goes beyond job roles—it’s about experience, too. For seasoned professionals, emphasize strategic projects and opportunities to expand their network. For recent grads, incorporate foundational training and mentorship to help them build their confidence and skill set. 
• Communicate clearly. Communication is the backbone of effective onboarding, keeping new hires informed and engaged. Check in regularly, especially during those crucial first weeks, and share a clear schedule of onboarding events and key contacts. Set expectations from day one by outlining roles and performance goals—clarity breeds confidence and helps new hires see where they fit and how they can contribute. Regular, transparent communication ensures they feel supported, not overwhelmed.
• Gather feedback and improve. An onboarding program should grow with your team and organization, and gathering feedback is key to making that happen. Use surveys and one-on-one check-ins to find out what’s working, what isn’t, and where you can improve. Analyze this feedback and make thoughtful adjustments—like refining any training that feels confusing or overwhelming. Iterating shows your commitment to creating the best experience possible. Remember, feedback is a two-way street that keeps your onboarding program relevant and effective.

Even the best intentions can lead to missteps. Here are some common onboarding mistakes and how to avoid them:

• Overwhelming new hires with information: Information overload can leave new hires feeling stressed and disconnected. When you pack too much content into a short time, it’s tough for them to absorb what matters. To prevent information overload, pace your training and serve up content in bite-sized, prioritized pieces. Start with what they need to succeed right away and introduce additional details gradually. 
• Neglecting company culture: When you overlook cultural integration, new hires can feel disconnected, which impacts engagement and retention. To foster a sense of belonging, immerse new team members in your company culture with values discussions and other team-building activities. Keep reinforcing your culture consistently to make it stick.
• Failure to set clear expectations: Ambiguity around roles can breed confusion and frustration. New hires thrive when they know what's expected of them. Set the stage by clearly outlining job responsibilities, goals, and success metrics from day one.
• Lack of follow-up: Onboarding shouldn’t stop after the first week or month. Without ongoing support, new hires can feel adrift, which impacts their long-term success. Keep engagement high by scheduling regular check-ins to review progress, address any concerns, and offer continued guidance.

Evaluating Onboarding Success

The truth is, creating a top-notch onboarding process doesn’t just happen overnight—or even on the first try. So, how do you know if your onboarding program is truly hitting the mark? It’s all about keeping a close eye on the right metrics and using that data to fine-tune your approach. Here are some key performance indicators to track for onboarding success:

• Time-to-productivity: Getting new hires up to speed quickly without sacrificing quality is a balancing act. Time-to-productivity tracks how long it takes for them to hit their stride. While efficiency is key, onboarding is about building a strong foundation, not just speed. A well-designed program can boost productivity by over 70%!
• Retention rates: Retention is everything. High turnover is costly, while strong retention keeps your company thriving. Tracking retention rates helps you measure your onboarding’s impact—long-term stays mean you’re doing it right.
• Employee satisfaction and engagement: Satisfaction might seem hard to measure, but it offers valuable insights into your onboarding program. The easiest way? Surveys. Ask new hires about their experience, highlights, and areas for improvement. High satisfaction scores mean your onboarding is setting the right tone and empowering employees from day one.

An effective onboarding process is essential for welcoming new employees and setting them up for long-term success. Yet even with a solid foundation, gaps may appear, especially around supporting employee health and satisfaction.

Integrating a comprehensive employee wellbeing program fills these gaps. It enhances the onboarding experience by offering resources like stress management classes and wellness apps, boosting new hire engagement and retention. This can have a direct impact on your company's success — 99% of HR leaders say wellbeing programs are critical for employee satisfaction​​.

Speak with a Wellbeing Specialist to explore how a tailored wellbeing solution can enhance your onboarding process and support new employees right from the start.

References 

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