Table of Contents
Takeaways
- Onboarding goes beyond paperwork—it’s the first step to building productivity, engagement, and retention from day one.
- A structured process helps new hires feel confident, welcomed, and ready to contribute right away.
- Gathering feedback through surveys and check-ins highlights strengths and areas for improvement.
- Onboarding costs an average of $4,000 per hire, but the long-term benefits include higher retention and satisfaction.
- Teams with structured programs inspire confidence in job seekers making them stand out in the hiring process.
- Clear expectations, proper tools, and thoughtful welcomes set employees up for success in their roles.
What Is an Employee Onboarding Process?
The employee onboarding process helps new hires settle into their roles and the company culture. It includes various activities, including orientation and training sessions, filling out paperwork, and meeting teammates. It’s also when new employees get the scoop on expectations and company policies.
A smooth and structured process can help new hires feel welcome and better settle into their roles and the company culture.
This process typically includes:
- Training programs to equip employees with the knowledge and skills they need to succeed.
- Orientation sessions to introduce company values and policies.
- A new hire and onboarding checklist covering paperwork like tax documents and employee agreements.
Download our employee onboarding checklist
Why a Strong Employee Onboarding Process is Important for Your Business
According to Gallup, just 12% of employees have reported positive onboarding experiences. This statistic underscores the importance of a robust onboarding process.
A well-executed employee onboarding process enables new hires to adapt quickly, paving the way for success, increased productivity, and greater job satisfaction.
27% of job seekers feel most confident about accepting a role at a small business with structured onboarding programs.
Set New Employee Onboarding Goals and Objectives
Every company has different onboarding priorities. However, ensuring new hires seamlessly integrate into your company culture and their respective teams creates a sense of belonging from day one, boosting employee retention, which is excellent for employer branding.
Review these items to set your onboarding goals:
Your company values
Familiarize new hires with your organization’s mission, values, and goals, aligning their work with its broader objectives.
New hire role expectations
Define job roles and expectations clearly, setting the stage for success and minimizing potential misunderstandings.
Compliance and policy adherence
Educate employees about company policies, procedures, and compliance requirements to maintain a safe and ethical work environment.
New employee skill development
Provide training and development opportunities to enhance new employees’ skills and competencies.
Employee feedback mechanism
Establish a feedback mechanism for new employees to share their experiences and suggestions for improving the onboarding process.
New Employee Onboarding Checklist (What to Prepare for Day One)
Your employees want to make a good impression on their first day, and your company does as well. The following preparation can streamline onboarding and help employees feel confident and excited in their new roles.
Prepare New Hire Paperwork
On the first day, have new hire paperwork like tax documents, employee agreements, payroll information, and employee forms ready. It is also a good time to forward the employee handbook to new hires so they can review and sign it.
Set Up Employee Accounts Early
Creating employee accounts in advance makes it easier for new hires to jump in and start immediately. Organize their login credentials and instructions on how to update their passwords. Here are the types of accounts new hires need access to:
- company email account
- employee portals
- project management software
- team communication software
Schedule an Orientation Date
Schedule an orientation date for any new hires. Many companies have one or two days for the orientation process to get employees up to speed on paperwork, training requirements, and company processes.
Clear Arrival Instructions
Before your new employee arrives or logs in, ensure they have directions on where to go, how to start, and who to contact. Assign them an onboarding buddy to guide them through their first weeks at the company.
New Employee Workstation, Tools, and Equipment
Whether employees work remotely or in the office, ensure they have the right equipment, like a laptop, by their first day. On-site workers will need to have a workstation available. Many businesses also go the extra mile, offering a stipend for office equipment and a gift bag that includes branded merchandise or desk essentials.
Set Clear Expectations
To ease any first-day jitters, it’s essential to set clear expectations. An orientation leader can guide new hires through what to expect on their first and the following days. For instance, they can let them know that their morning will likely involve paperwork and then provide insight into the rest of the agenda, whether it’s team introductions with their hiring manager or additional company training.
Introduce New Hires to the Team
Certain elements often take center stage during the welcome and orientation process. Start with introductions and icebreakers to help new people feel comfortable and connected.
How to Improve Your Employee Onboarding Process
One of the best ways to improve your onboarding process is by collecting feedback from current employees.
Use Surveys to Improve Your New Hire Checklist
Send several questionnaires over three months to new hires. Remember that employees may feel differently about your company and its onboarding process on day 90, when they’re more integrated into the team and taking on more responsibilities, compared to day 30.
Collect feedback with a combination of rating-based and open-ended questions. Focus on challenges they’ve faced so far, if they felt their training was sufficient, and what suggestions they have for improvement.
To encourage honest responses, consider offering anonymous digital surveys. Some employees may be more direct if they aren’t afraid of being tied to their responses. Still, have a field where employees can optionally share their names with the surveyor so you can follow up directly.
A Gallup poll shows that 70% of employees who had exceptional onboarding experiences say they have “the best possible job.”
Regular Check-ins
Supervising managers often benefit from regular check-ins with new hires during onboarding and beyond. Some companies will schedule weekly meetings for at least the first 90 days.
Managers play a pivotal role in assessing the onboarding process. They can gauge how well new hires understand their job roles, new skills, and company policies. Managers can ensure the process is effective and aligns with company goals by asking employees about their onboarding experience.
Ideally, managers can document these interviews and share suggestions or concerns about onboarding with people 0perations or leadership.
How to Assess Your Current Employee Onboarding Process
Discovering the right questions to ask shines a light on the parts of your onboarding process that are ripe for improvement. It’s a decisive step toward crafting an experience that sets every new hire up for success, reinforcing your team’s growth and confidence from day one.
31% of small businesses say that onboarding and tracking tools would improve their hiring process.
Focus on questions like these when evaluating your onboarding program:
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- Are your company values being upheld in practice?
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- What aspects of onboarding were helpful to new hires?
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- Did employees receive the training needed to fulfill their roles?
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- Was an employee’s job role what they expected based on the initial job description?
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- What challenges did new hires face in their first 30 days, 60 days, and 90 days?
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- Are your company values being upheld in practice?
Feedback, a valuable resource, can significantly enhance the onboarding process. By compiling data from multiple sources and considering the feedback from new hires and supervising managers, you can identify patterns and areas for improvement. Pay special attention if new hires express feeling unsupported or unprepared for their role, as this can guide you in making necessary adjustments.
Wize Words
Effective onboarding can leave employees feeling supported and enthusiastic about their roles and your company. They’ll engage more and stay longer—and you’re likely to see a boost in productivity. Talk about winning!
Frequently Asked Questions About Employee Onboarding
The onboarding process introduces new employees to your organization, culture, and their specific role. It typically includes completing necessary paperwork, providing access to tools and resources, introducing them to their team, and offering training to ensure they feel prepared to contribute. Effective onboarding helps new hires integrate quickly and sets the stage for long-term success.
To improve onboarding, create a structured, consistent process with clear timelines and goals. Provide a warm welcome, ensure all tools and systems are ready on day one, and assign mentors or buddies to support new hires. Regular check-ins and feedback sessions during the first few months can address concerns early and foster engagement.
The cost of onboarding varies by industry and company size but typically ranges from $400 to $4,000 per employee. Expenses include administrative tasks, training materials, software tools, and time spent by HR and team members. Investing in a streamlined onboarding process reduces turnover, saving money in the long run.
While the length of employee onboarding can vary significantly depending on factors like job role, industry, and company processes, three to six months is standard in many industries. It may take longer to onboard technical, senior, or executive employees, often requiring additional skills training or company knowledge.
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