Starting a new job is a massive moment for anyone—whether a seasoned professional or just beginning their career journey. That’s why it’s essential to immediately ensure new employees feel welcomed and supported. However, as anyone in HR knows, employee onboarding is more than just handing out a laptop and explaining where the breakroom is. It’s about setting the stage for their success and ensuring that they feel like a valued part of the team from day one.
In this guide, we’ll dive into some best practices for creating a smooth and effective onboarding process that gets your new hires up to speed and helps them feel right at home.
Start Onboarding Before Day One
Why wait until a new hire's first day to start making them feel like part of the team? Starting the onboarding process before the day can ease some of the anxiety of starting a new job. After all, everyone’s had those first-day jitters—wondering what to expect, who to talk to, and what they need to know.
So, how do you start early? Here’s a simple plan:
Send a friendly welcome email introducing them to their new team and giving them a sneak peek of their first day.
Provide them with any necessary paperwork ahead of time so they won’t be bogged down by forms on day one.
Share basic information about the company culture and what makes your workplace unique. That way, they’ll already have a sense of belonging before they even walk through the door (or log in if they’re remote).
A little pre-boarding goes a long way toward helping new employees hit the ground running and feel less like "the new person" and more like part of the crew.
Make Employee Orientation Fun and Personal
Sitting through hours of orientation can be exhausting, especially if it’s just a series of dull PowerPoint slides. But your employee orientation doesn’t have to be a snooze-fest. This is your chance to make a great first impression and show off your company’s personality.
Here’s how to make it more engaging:
Get interactive: Instead of talking to your new hires, get them involved! Use videos, team activities, or even some friendly quizzes to make the orientation more fun and memorable.
Tell stories: Rather than rattling off a list of company facts, why not share some stories about the company’s history and successes? It’s a more engaging way to connect new hires to the bigger picture.
Encourage questions: Create a relaxed atmosphere where new hires feel comfortable asking questions, even the small ones. It shows that you care and helps ease any lingering nerves.
The more personal and engaging you make employee orientation, the more your new hires will walk away excited about joining your team.
Personalize the Onboarding Experience
No two employees are exactly alike, so why should their onboarding process be? Customizing the onboarding experience to fit each individual makes the process smoother and shows that you see them as more than just another hire.
Ways to make onboarding feel personal:
Tailored training: Instead of using a one-size-fits-all approach, ensure their new hire training aligns with their specific roles and responsibilities.
Assign a mentor or buddy: Pairing a new hire with a more experienced team member helps them feel supported from day one. This “buddy” can guide them through the company's ins and outs and be their go-to person for any questions.
Set personal goals: Work with your new hire to set some initial short-term goals that fit their role. Knowing what’s expected helps them feel more confident and gives them something to aim for in those early weeks.
By personalizing the onboarding experience, you can help new employees feel valued and supported in their journey, facilitating their transition more smoothly.
Break Down New Hire Training Into Bite-Sized Pieces
We all know how overwhelming a new job can be, especially when trying to learn a ton of new information at once. That’s why it's a good idea to break down new hire training into smaller, more digestible pieces.
Try this approach:
Create a phased training schedule: Spread training over several weeks, allowing new hires to absorb the information reasonably. That way, they’re not drowning in details right off the bat.
Use various formats: Combine hands-on learning, virtual courses, and in-person coaching. Different people learn differently, so mixing up your training methods helps everyone stay engaged.
Encourage ongoing learning: Make it clear that learning doesn’t stop after the first few weeks. Offering continued development opportunities boosts their skills and keeps them excited about their role.
When new hire training is well-organized and manageable, your new employees will likely retain what they’ve learned and feel confident in their new role.
Help New Hires Embrace Your Company Culture
Your company’s culture is the glue that holds everything together. And while it may take time for new employees to fully integrate, helping them understand your company’s values and vibe is an integral part of onboarding.
Ways to introduce company culture early on:
Highlight core values: Right from the start, share your company’s mission and core values. Make it clear what your company stands for and how every employee contributes to that vision.
Get them involved socially: Whether it’s team lunches, virtual coffee chats, or happy hours, allow new hires to get to know their colleagues outside of work tasks.
Lead by example: Company culture isn’t something you talk about once and forget—it’s something you live every day. Leaders and managers should model the behaviors and values they want new employees to embrace.
A strong sense of culture helps new hires feel like they’re part of something bigger, which can boost morale and engagement from the get-go.
Set Clear Expectations From Day One
Starting a new job is exciting but can also be a little confusing if expectations aren’t unclear. One of the most essential parts of the onboarding process is ensuring your new hires know exactly what’s expected of them.
Here’s how to set the stage for success:
Define their role clearly: Go beyond the job description and break down their day-to-day responsibilities. Be clear about what success looks like in their role.
Set goals: Help them understand what to focus on in their first 30, 60, and 90 days. Setting short-term goals gives them direction and something to work toward.
Clarify performance metrics: Let them know how their performance will be measured. Whether it’s productivity metrics or project deadlines, clear expectations reduce uncertainty.
When new hires know what’s expected, they’re more likely to feel confident and empowered in their new role.
Ask for Feedback (And Listen)
Onboarding isn’t just about showing new hires the ropes—it’s also about improving the onboarding process. One of the best ways to do that is by asking for feedback. And when you ask, really listen!
Here’s how to collect valuable feedback:
Check-in regularly: Schedule informal check-ins during the first few weeks to see how your new hire adjusts. Ask open-ended questions about their experience so far.
Send out a survey: After their first month, send a short survey to get more in-depth feedback on how they felt during employee orientation and new hire training.
Act on the feedback: If they suggest improvements, take action! It shows you care about creating a better experience, not just for them but also for future hires.
Encouraging feedback fosters a culture of continuous improvement, ensuring your onboarding process improves with every new hire.
Keep Onboarding Going After the First Month
Many companies stop onboarding after the first week or two, but a proper employee onboarding program should extend well beyond that initial period. The first 90 days are critical in helping new hires fully integrate and thrive in their new role.
Here’s how to keep the momentum going:
Schedule regular check-ins: Ensure managers check in with new hires after 30, 60, and 90 days to review their progress and offer support.
Offer ongoing development opportunities: Don’t let the learning stop after the first few weeks. Offer workshops, coaching sessions, or online courses to help them continue growing.
Encourage social interaction: Keep your new hire involved in team-building activities and social events. Building strong relationships across the company will make them feel even more connected.
By extending onboarding over several months, you help new hires feel fully integrated, supported, and ready to succeed in their roles.
Final Thoughts
The employee onboarding experience is more than just a process. It’s your chance to welcome new employees, make them feel part of the team, and set them up for long-term success. When done correctly, onboarding increases employee retention, productivity, and greater employee engagement.
By starting an onboarding process before day one, personalized new hire training, and fostering a sense of ownership through company culture, you can create an onboarding experience that new employees will remember for all the right reasons.
