Navigating the start and end of an employee’s journey with your company can be both exciting and daunting. Employee onboarding sets the tone for a new hire's experience and success, while offboarding ensures a smooth transition during their departure. Mastering both processes is crucial for maintaining a positive workplace culture and retaining talent. This blog will guide you through the essentials of employee onboarding and offboarding, offering practical insights and best practices to help you navigate these critical stages like a pro.
As you refine your onboarding and offboarding processes, consider incorporating company branded swag from Giftpack to make a lasting impression on new hires and departing employees.
What is Employee Onboarding And Why Does It Matter?
Employee onboarding is about integrating new hires into the company culture, familiarizing them with organizational values, and helping them understand how their role fits into the bigger picture. It’s a broader process that encompasses more than just the technical aspects of the job.
During onboarding, new employees:
Meet their colleagues Understand the company’s mission
Learn about:
- Internal processes
- Team dynamics
- Workplace expectations
It’s about creating a welcoming environment where new hires feel like they belong and are part of a cohesive team working toward shared goals.
For instance, a new software developer in a tech company might be introduced to:
- The company’s work culture
- Ethics
- Team members
- General business objectives
Onboarding is key to helping employees align with the company’s values and vision and ensuring they feel motivated and connected to their team.
Debunking Myths: Onboarding Isn’t Just Paperwork
The definition of employee onboarding differs from one organization to another. While the process is similar, the period and tasks involved make each onboarding program unique. While a few HR managers consider the employee onboarding process as simply the new hire paperwork, more savvy and committed team members have a different perspective on the meaning of employee onboarding.
They think the entire period from when an offer is released to when an employee becomes a productive contributor to the organization is part of employee onboarding. Every process within that period, including the orientation program, the training plan, setting up performance metrics, and a feedback loop, is segmented under the definition of onboarding.
Onboarding Workflow: What Does It Look Like?
An employee onboarding workflow is a set of pre-defined steps introducing the new employee to the organization's environment and culture. A seamless onboarding process is essential for organizations to engage early with their employees and give them a smooth onboarding experience.
The onboarding process involves various activities such as:
- New hire orientation
- Training
- Socialization, etc.
How Long Does Onboarding Take?
Onboarding a new employee generally takes at least three months. Still, many companies extend the process to six months or even an entire year, depending on the complexity of the role and company culture. A three-month onboarding plan is often considered the bare minimum for most roles, providing enough time to cover basic orientation, early training, and role-specific integration. More complex or strategic positions may require up to six months for new hires to truly grasp the role’s nuances, company workflows, and organizational culture.
Onboarding can take up to a year for senior-level or highly specialized positions. This longer timeline fosters job-specific competency and deeper engagement with the company's long-term objectives, culture, and team dynamics.
The Importance of Getting Onboarding Duration Right
Time to Productivity
Time to productivity refers to the period it takes for a new hire to become fully effective in their role. A thorough, effective onboarding process can significantly accelerate this timeline by providing the necessary training, resources, and support.
When new employees are given clear guidance and the tools they need, they can start contributing to the company’s goals more quickly, which benefits both the individual employee and the organization.
Impact on Employee Retention
A well-paced, effective onboarding process is key to improving employee retention. When new hires feel supported and integrated into the company from the beginning, they are more likely to stay with the organization long-term. Effective onboarding helps reduce turnover rates, saving the company the costs and disruptions associated with frequent hiring and training new staff.

Why Is The Onboarding Experience Important For New Hires
A well-crafted onboarding experience is like a first impression you can’t afford to mess up. It’s not just rolling out the welcome mat; it’s about setting the stage for what could be a long-term, successful relationship. When new hires feel supported and well-integrated, they’re likelier to stick around and contribute positively to the workplace.
If you’ve ever joined a company and felt thrown into the deep end, you know how crucial a structured onboarding process can be.
Boosting Employee Engagement and Productivity
Imagine entering a new job and feeling like you’re part of the team from day one. That’s what an intense onboarding process does. Studies show that 89% of employees who go through robust onboarding are more engaged at work.
And guess what? Engaged employees are more productive. They hit the ground running because they know the company’s mission, values, and what’s expected of them. This doesn’t just help them; it benefits the whole organization by aligning everyone toward common goals.
Reducing Employee Turnover and Financial Impact
Onboarding doesn’t just affect engagement; it impacts your bottom line, too. It costs about $4,100 to onboard each employee, but losing one can be twice their salary. Since 70% of employees decide whether or not to stick around within the first month, the onboarding process is crucial.
Poor onboarding can lead to resignations, and companies that skimp on it are twice as likely to lose employees. Investing in a comprehensive onboarding process saves money and strengthens employee loyalty.
Improving Training and Job Readiness
Onboarding and training go hand-in-hand. When new hires are adequately trained, they feel more confident, reducing mistakes early on. Companies that pair onboarding with practical training see better job performance and morale.
New employees need structured learning opportunities and mentorship to succeed in their roles. A seamless onboarding experience helps them feel prepared and ready to contribute.
First Impressions and Long-Term Impact
How a company handles onboarding can set the tone for an employee’s entire experience. A positive onboarding experience reassures new hires they made the right choice, while a poor one can lead to disillusionment. A thoughtful onboarding process reflects a company’s commitment to its employees, fostering a sense of loyalty and belonging. Employees who see the organization investing in their success are likelier to feel committed in return.
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What Is Employee Offboarding, And When Does It Occur?
Employee offboarding is a crucial process that involves managing an employee's exit from your organization. It starts when the decision to end the employment relationship is made and continues until the employee's final interaction with the company.
The process involves:
- Notifying stakeholders
- Capturing institutional knowledge
- Collecting company property
An exit interview can provide valuable feedback for future improvements.
Types of Employee Offboarding: Different Paths to Departure
Offboarding isn't a one-size-fits-all process. It varies depending on the reason for the employee's departure. You might be offboarding someone who is being terminated or someone who chose to leave.
Understanding the reasons behind employee turnover is essential. Common reasons include:
- Resignation
- Retirement
- Company restructuring
- The end of a temporary contract
- Termination for cause
The Clock’s Ticking: How Long Should Offboarding Take?
There’s no set timeline for offboarding, but the circumstances around the departure often dictate the pace. With voluntary terminations, you may have a standard notice period of two weeks or more. Involuntary terminations may require a swift process, often completed on the same day. In cases of termination for cause, speed is essential to minimize risk, and offboarding may occur without the employee’s knowledge until they're escorted out.

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Why Is It Important To Have An Employee Offboarding Process?
Employee offboarding is just as important as onboarding, and it’s the last chance to leave a positive impression. This process can transform departing employees into brand advocates, saving your company from negative reviews that can harm your brand.
Protect Your Employer Brand
Employer brand is how people see your company. Offboarding is a critical part of this brand, and it’s your last chance to leave a positive impression. This can impact how employees describe your business and whether they recommend you to others.
Uncover Pain Points
Offboarding is a unique opportunity for employees to be open about their experience. A great workplace doesn’t hide its flaws with PR. Instead, it takes feedback to improve.
HR should view offboarding as:
- An opportunity to recognize issues
- Help employees feel heard
- Then, take measured steps to grow
Open the Door for Boomerang Employees
Offboarding can leave the door open for employees to return. Some employees might not be happier at their new workplace and consider returning. Recruiters call these re-hires boomerang employees, and the practice is becoming more common as the competition for talent gets tighter.
Offboarding as an Opportunity for Growth and Improvement
Effective offboarding is more than just a checklist. It’s an opportunity to improve your brand, uncover issues, and leave the door open for employees to return. Investing in offboarding can create a positive experience for departing employees and strengthen your organization.

Requirements And Best Practices For Employee Onboarding And Offboarding
Reimagine Onboarding with HR Software
HR software integrating onboarding features can revolutionize how new employees join your company. Picture a process where paperwork is automated, training modules are self-guided, and everything is tracked seamlessly.
You’re freeing up your HR team to do what they do best: connect with people. Automated workflows handle tedious tasks like welcome emails and form completions, while customizations align with your company’s culture, ensuring new hires feel welcomed and informed from the start.
Extend the Onboarding Timeline
Onboarding is an extended journey rather than a short sprint. The first days are for paperwork and introductions, but effective onboarding can last 6 to 12 months and cover job-specific training and company integration.
This gives new employees the time to settle in and feel confident. Regular check-ins during this period help address concerns early, keeping your new hires engaged and less likely to leave.
Optimize Pre-Boarding for Success
The pre-boarding phase, between job acceptance and the start date, is often ignored but crucial. Use this time to handle administrative tasks like paperwork and benefits review so the first day isn’t bogged down with details.
Sending a detailed email about the first day’s logistics and introducing new hires to the company’s mission can ease anxiety and make them feel connected before entering the door.
Make the First Day Count
A welcoming first day sets the tone for a new employee’s experience. Focus on creating a positive environment where they feel part of the team. Introduce them to colleagues, show them around, and provide the necessary equipment. Avoid overwhelming them with heavy paperwork; schedule a team lunch or casual meet-and-greet to make the day enjoyable.
Define Roles and Goals Clearly
In the first week, ensure new hires understand their role, responsibilities, and performance expectations. Use SMART goals to provide clear targets and communicate how success will be measured. Help them understand the company’s culture and how their role contributes to its mission. This clarity allows employees to focus on contributing effectively.
Keep the Feedback Flowing
Regular check-ins and feedback are crucial to successful onboarding. Establish ongoing communication to:
- Monitor progress
- Address issues
- Provide guidance
This builds trust and shows that the company is invested in the employee’s success. Constructive, actionable feedback based on predetermined metrics helps employees understand their progress and focus on improvement.
Adapt and Improve Your Onboarding Process
No onboarding process is perfect. Regularly evaluate and improve the system based on feedback from new employees. Customize the process to fit the needs of different roles or departments and use retention rates, engagement scores, and productivity as indicators of success.
Continuously refining your strategy ensures that your onboarding process evolves with the company.
Streamline Offboarding for a Smooth Exit
When an employee leaves, engage HR immediately to handle vacation time, entitlements, and termination details. Prepare essential documents like the final payslip and tax card, and communicate openly with the team and clients. Conduct a professional exit interview to gather feedback and plan for a smooth handover of tasks and projects.
Maintain Security During Offboarding
Revoke access to user accounts and collect company assets like keys, cards, and equipment. For data security reasons, this should be done on the last working day or earlier if necessary. Ensuring that all company assets are returned keeps your business secure.
Say Goodbye with Grace
A respectful farewell and acknowledgment of the departing employee’s contributions can leave a lasting positive impression. Supervisors should personally say goodbye and express appreciation for the employee’s work. Keeping in touch after they leave can benefit both parties and maintain a positive professional relationship.
Support Departing Employees
A fair and transparent selection process for new hires can help in cases of large-scale downsizing or social hardship. Supporting ex-employees in finding new jobs can prevent conflict and maintain a positive employer brand.

Build A Meaningful Employee Recognition Program With Ease with Giftpack's Client Gifting Service
Employee onboarding can set the tone for a new hire’s experience, making it crucial to create a welcoming environment. A well-timed, personalized gift can foster a sense of belonging and appreciation.
Giftpack’s AI-driven platform simplifies selecting and delivering the perfect gift. By analyzing the recipient's demographics and preferences, you can ensure the gift resonates with them. This thoughtful gesture can establish a strong connection from day one.
Streamlining Offboarding with Recognition
The offboarding process is just as important as onboarding. Recognizing an employee’s contributions before they leave can leave a lasting positive impression. A personalized gift can be a powerful way to express gratitude.
Giftpack’s platform lets you easily select and send a meaningful gift, ensuring the departing employee feels valued. This can help maintain positive relationships and even encourage future collaboration.
Creating a Cohesive Team Culture with Gifts
Gifting can also help build a cohesive team culture. Recognizing and celebrating milestones together can create a sense of unity and shared purpose.
Giftpack’s platform makes selecting and delivering thoughtful gifts for team members easy. By tailoring the gift to their unique preferences, you can show that you value their contributions. This can strengthen team bonds and foster a positive work environment.
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