How to Succeed with Onboarding New Employees

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You’ve just found a new hire who meets all the criteria, has a solid track record, and, even better, has accepted your offer. Now what? Will the new hire stay for the long haul, or will they quit at the first hurdle? 

Onboarding is a crucial process that shapes a new employee’s first impression of a workplace. It’s not just about learning new tasks; it’s about quickly and smoothly integrating into the company’s culture, values, and dynamics. A well-planned onboarding helps new employees become productive faster and reduces the risk of early departures. 

So, how can you ensure a positive onboarding experience? In this article, we’ll go through the four phases of the onboarding process: pre-boarding, the first week, the first month, and the first three months.

Phase 1: Pre-boarding 

Pre-boarding is the preparatory phase before the new hire officially starts at the company. It’s an often-overlooked part of the onboarding process but can significantly impact how the new employee perceives their initial time at your company. This phase focuses on internal collaboration and creating a welcoming first impression. 

Key steps during pre-boarding: 

Build engagement before the first day: The excitement of landing a new job can easily turn into uncertainty, especially during the notice period. As an employer, it’s crucial to show commitment and appreciation for the new hire during this time. Maintain an ongoing dialogue in the weeks or months leading up to their first day. 

If you have team events or company activities planned, make sure to invite the new employee. This helps them feel included and gives them the chance to ask questions and make connections even before they start. 

To further enhance the sense of welcome, consider sending a physical or digital welcome package. Include materials that offer insight into the company, possibly some interactive content, and “nice-to-have” items like a notebook and a water bottle. These small details can make a big difference in helping the new hire feel valued and prepared for their role. 

Clear information: Send a welcome message to the new employee with practical information about the start date, contact persons, work attire if necessary, and an overview of the first day. Include a clear introductory plan for the employee’s first week, with scheduled meetings with colleagues, introductions to different departments, and basic training. This helps the employee feel prepared and provides structure for what can often be an anxious time. 

Prepare the workspace: Ensure that everything the new hire needs is ready—computer, phone, desk, and access to necessary systems and software. A well-prepared workspace shows that the company is organized and eager to welcome the new hire.

Phase 2: The First Week 

The first week at work can be overwhelming for many new hires. It’s essential to strike a balance between providing enough information without overloading the new employee. The focus should be on introducing the company culture and immediate team while helping them feel like part of the organization. 

Key steps during the first week: 

Warm welcome and introduction: The first day should begin with a personal welcome, where the new hire meets their manager, the team, and possibly a mentor or “buddy”. A “buddy” or mentor system is recommended, pairing the new hire with an experienced colleague to create a supportive environment. This also relieves the manager and provides the new hire with a direct point of contact for questions, guidance, and social context. 

Team introduction: Organize a team meeting where everyone is introduced so that the new employee quickly gets to know their colleagues and their roles. 

Basic training: Provide an overview of tasks, an introduction to work tools, and the main systems that will be used daily. Schedule general introductory sessions, ideally presented by different people within the organization, so that the new hire gains a clear understanding of rules, guidelines, and how the company operates. Information should be delivered in manageable steps, allowing time for reflection and questions.

Phase 3: The First Month 

The first month is a time when the new employee gradually begins to settle into their role while continuing to learn and adapt. It’s important to provide ongoing support to ensure that the employee feels confident in both their tasks and workplace relationships. 

Key activities during the first month: 

Follow-up and feedback: Regular check-ins between the employee and their manager or mentor are critical during the first month. These meetings should focus on how the employee is adapting to their new tasks, expectations, and any immediate challenges. Give the employee a chance to raise questions and provide feedback on their onboarding experience so far. This also gives you an opportunity to adjust the process and improve the experience for future new hires. 

On-the-job learning: Continue with deeper training and development. Once the new employee has a basic understanding of their role, it may be time to introduce more complex tasks or advanced tools.

Phase 4: The First Three Months 

The first three months are seen as a critical period to ensure the job is a good fit for both the employer and the new hire, often as part of the probation period. During this time, the employee should start to feel comfortable with their tasks and be well on their way to integrating into the company culture, although full cultural integration often takes longer. With regular support and mentorship during this period, a strong foundation is laid for a long-term relationship and increased productivity. 

Key activities during the first three months: 

Goals and performance: Set clear goals for the employee. Discuss expectations for the coming year and how success will be measured. 

Ongoing support: Maintain regular check-ins to ensure the employee is on track, feels confident, and supported in their work. It’s also important to give the employee the chance to provide feedback to their manager and team. HR is also advised to have a short check-in with the new hire to understand their overall experience and job satisfaction. 

Expanded responsibilities: Give the employee the opportunity to work independently. This period is about building the employee’s confidence and ability to contribute to the organization. 

Broader social integration: Make sure the new employee is included, not just within their team but also in broader networks within the company. Encourage and invite the employee to participate in company-wide activities, such as volunteer projects or social events. 

Onboarding is an ongoing journey 

When the first three months have passed, it’s important not to view onboarding as a finished chapter but rather as an ongoing journey. By investing in a longer onboarding process, the company can strengthen employee loyalty and ensure higher productivity in the long term. This can, for example, involve offering advanced training sessions or networking events focused on strategic topics that are important to the company.

Planning is essential for successful onboarding. A well-thought-out onboarding process gives new employees a positive start where they feel welcome, secure, and motivated in their new role. By breaking the onboarding process into four clear phases—pre-boarding, the first week, the first month, and the first three months—managers, mentors, HR, and other key personnel can help the employee transition smoothly and develop long-term relationships with the company.