Imagine you're the new kid at school. You wander the halls, unsure where to sit at lunch or which teacher to ask for help. Inclusive Onboarding eliminates that feeling in the workplace. It's about ensuring everyone, regardless of background, feels welcomed and supported from day one. This guide will show you the 4 significant onboarding phases, from the first hello to full integration, so you can make sure your new hires are set up for success.
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What Is Onboarding?
Onboarding is the process that kicks off when new employees start work. It covers a lot more than just HR paperwork. Think of it as setting the stage for a successful career at your company. You’re completing paperwork, setting up workstations, and ensuring they can access the software they need. You’re also explaining their role and introducing them to the people they’ll work with. A good onboarding process is efficient. It handles legal stuff but also makes new hires feel welcome. When someone accepts a job offer, onboarding starts. It then carries on through the waiting period until they:
- Start
- Their first day
- Any orientation period
- All the way to the end of their first year
Why Onboarding is Non-Negotiable
Onboarding isn’t something you can skip. Every new hire has to go through it. A strong onboarding process helps new employees get used to their roles and teams. It can also introduce them to your company culture and show them what you expect. This makes them more likely to succeed. Think of onboarding as your new hires' first impression of the company. It’s your chance to show them what you’re all about and help them settle in.
How to Improve Your Onboarding Process
Creating or improving your onboarding process isn’t as hard as it sounds. Start by making a checklist of everything you need to do. This can include having their workstation set up, ensuring they have access to necessary software, and setting up meetings with their team members. You’ll also want to have a plan for their first day and beyond. This might include:
- Orientation period
- Regular check-ins
- Training sessions
Why The Onboarding Experience Matters
The onboarding experience carries weight. It’s the first handshake, the first smile, and the first impression for your new hires. This critical phase sets the tone for their journey, from initial training to full integration into the company culture. Statistics don’t lie: 89% of employees who participate in a strong onboarding process feel more engaged at work. This engagement boosts productivity and improves job satisfaction. It’s a win-win for everyone involved.
But don’t just take my word for it. Research shows that 70% of employees decide within the first month if they’re in it for the long haul. That’s why it’s crucial to make a positive first impression. A poor onboarding experience is a leading reason for early resignations. In fact, businesses with inadequate onboarding and training programs are twice as likely to lose employees. It’s a costly mistake that can be avoided with the right approach.
Dollars and Sense: The Financial Impact of Onboarding
Onboarding isn’t just about making new employees feel welcome. It’s a financial investment that pays off in the long run. The cost of onboarding a new hire is around $4,100 on average. But if that new hire doesn’t stick around, the cost of finding a replacement can be up to twice their salary. Considering that nearly 40% of resignations stem from poor training alone, it’s clear that onboarding is a crucial investment for any organization.
The financial impact of turnover can’t be ignored. When employees leave, it’s not just the loss of their skills and knowledge that hurts. It’s the cost of finding and training a replacement, not to mention the impact on team morale and productivity. Investing in a comprehensive onboarding process can reduce turnover and save on the costs associated with rehiring.
Setting the Stage: The Role of Onboarding in Employee Success
Onboarding is about more than just checking off boxes on a to-do list. It’s about setting new hires up for success from day one. This includes everything from providing the right tools and resources to offering mentorship and support. By taking a holistic approach to onboarding, you can help new employees feel informed, equipped, and empowered to do their best work.
A successful onboarding process can also help new hires feel connected to their team and the company culture. This sense of belonging is critical for employee retention and engagement. Employees who feel like they’re part of a community are more likely to stick around and contribute to the company’s success.
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The 4 Major Onboarding Phases
Ideally, the employee onboarding process should consist of four thorough phases:
- Pre-boarding
- Orientation
- Training
- Integration
Preboarding sets expectations and builds excitement. Orientation introduces company culture and policies. Training equips employees with job-specific skills. Integration fosters relationships and a sense of belonging.
These onboarding stages ensure that new hires are set up for success and feel valued from the get-go. In the following sections, we will detail the onboarding phases, covering the objectives, key activities, best practices, and potential challenges with solutions for each stage.
1: Preboarding
Preboarding is the initial phase of the employee onboarding process. It's a vital step in ensuring that new hires feel welcomed and prepared for their first day. This phase typically begins after the job offer is accepted and before the new employee’s first day.
The objectives of this onboarding phase are to make the new hire feel:
- Prepared
- Welcome
- Reduce first-day anxiety,
- Streamline administrative tasks
One of the key activities during preboarding is completing the necessary paperwork. This includes:
- Filling out tax and banking details
- Signing their employment contract
- Providing emergency contact information
By taking care of these admin tasks ahead of time, companies can ensure that the new hire's first day is focused on getting to know the team and learning about the company culture.
Providing Essential Information for New Hires
Another important aspect of preboarding is providing essential information about the first day. Companies should do whatever they can to alleviate any stress for the new hire so they feel prepared; this includes details about where to park, what time to arrive, who they’ll be meeting upon arrival, information about the dress code, any required training, and what to expect during the first week.
Creating a Memorable Welcome Experience
Putting this information together in a personalized welcome email is a good way to make a good first impression. Companies may want to consider sending a welcome package with branded merchandise, such as:
- Sweet treats
- Mug,
- Mouse pad with their logo on it
Granting Access to Necessary Resources
This onboarding phase involves granting access to online portals or resources in addition to paperwork and information. This could include:
- Setting up the new hire's email account
- Providing access to the company handbook
- Giving them login information for any necessary software or tools
By providing access to these resources early on, companies can ensure that new hires can hit the ground running, even in the earliest onboarding stages.
Preboarding in the Onboarding Process
Preboarding is crucial in the four onboarding phases, so it may shock you that 64% of new hires need preboarding experience. By making new hires feel welcome and prepared, companies can set the stage for the best onboarding experience where new employees feel like they are a valued part of the team from day one.
2: Initial Onboarding and Orientation
This phase, often called orientation, starts early in their employment. If they haven’t already had one during preboarding, the employee is:
- Provided a workplace tour and information about the company and their role
- What their day-to-day tasks look like
- They’re also introduced to their new team members
- Overview of their roles
This phase aims to educate new employees more deeply on company values, culture, policies, and safety procedures. In this step, new employees should have an opportunity to build a relationship with their new mentor and ask any questions that arise.
3: Training
Employee training is the most critical step in the onboarding process. Too many businesses and organizations expect new recruits to just know their jobs without giving them the time and support they need to be successful.
In phase three, employers give new employees a clear picture of what they should expect from this job while outlining what they can expect from the company. The training phase is perhaps best done through:
- Workshops
- Seminars
- Shadowing
Employers should ensure there are plenty of opportunities for employees to ask questions, no matter how simple or dumb they might seem. Fostering a culture of employee engagement during the early stages is also a great way to show new hires that your work environment is a positive one in the first week itself.
4: Easing the Transition to Their New Role
The last onboarding phase is meant to help employees transition from new hires to full-fledged employees. Encourage your managers to set clear expectations for their new team members so that they know what they are responsible for. It's better to set smart goals to help them visualize success, quality, and productivity. After a month or quarter, you could conduct a performance review to recognize their efforts and help them improve their performance.
Employee Growth and Retention through Ongoing Development
Ensuring continuous employee job satisfaction with ongoing development The goal is for your employee to stay with you long-term and make their way up the corporate ladder as they gain more experience. Ongoing development ensures it happens by charting out a comprehensive career growth and personal development plan for your employees.
For example, someone who joined as an assistant editor may eventually want to become the chief editor. Ongoing development will help them achieve that while also ensuring they are equipped to handle the senior role.
This phase should include:
- Personal and professional goal setting
- Assessing their competencies
- Skill training in line with the employee's future goals
This helps both the employee and the organization achieve their goals. Ongoing development is also a great tool for succession planning.
13 Best Practices For A Successful Onboarding
1. Welcome with Personalized Onboarding Gifts
Start on a positive note by showing new hires they matter. Offer personalized gifts like branded apparel or custom office supplies. These gestures not only foster inclusion but also build excitement. A simple branded notebook or coffee mug makes new employees feel valued and anticipated.
2. Streamline New Hire Paperwork Early
Handle paperwork before day one. Collect W-4 forms, direct deposit info, and agreements well in advance. Use digital tools like e-signature platforms to make this process seamless. This way, new hires can focus on their role, not admin tasks.
3. Communicate First-Day Details Clearly
Send a warm, informative email before their start date. Include details like start time, dress code, and manager contact info. This helps ease anxiety and sets a professional tone. A brief overview of the day’s schedule can also be helpful.
4. Provide a Comprehensive New Hire Packet
A well-organized new hire packet is crucial. It should include the employee handbook, company policies, benefits summary, and organizational chart. Offering training materials or key resources allows them to get up to speed at their own pace.
5. Set Up Workstations and Technology Access in Advance
Make sure workstations and tech access are ready before they arrive. Set up email accounts, and software access, and ensure their workspace is clean and equipped. Add a welcome note for a personal touch.
6. Prepare a Workplace Tour
Offer a personalized tour of the office. Introduce them to key team members, show them essential areas, and explain office protocols. This will help them feel more comfortable and reduce the unknowns.
7. Integrate Company Culture Early
Introduce company culture early on. Arrange a team lunch, coffee break, or informal gathering. Encourage socialization to help them quickly feel like they are part of the team. If the budget is tight, consider virtual icebreakers or welcome emails.
8. Assign a Mentor or “Buddy”
Pair new hires with a mentor or buddy. This seasoned employee can guide them, answer questions, and introduce them to company systems. This one-on-one support is invaluable, especially in a small business setting.
9. Set SMART Goals for the First 90 Days
Establish clear, role-specific goals for their first 60-90 days. Make sure these goals are SMART—Specific, Measurable, Attainable, Relevant, and Time-bound. Regular check-ins help ensure they’re on track and supported.
10. Create FAQs to Answer Common Questions
Prepare a document or FAQ to anticipate common questions. Cover company policies and day-to-day operations. This proactive approach reduces uncertainty and shows that your business is prepared.
11. Provide Role-Specific Training
Tailor training to their specific role. In small businesses, training needs to be customized and hands-on. Offer personalized guidance like job shadowing or interactive sessions to boost their confidence.
12. Facilitate Leadership Connections
Meet with key leaders, such as the business owner or department heads. Even a brief interaction can make a lasting impression and show that leadership is invested in their success.
13. Follow-Up with Post-Hire Check-Ins
Conduct regular follow-ups to ensure smooth integration. Ask about their experience, address concerns, and recognize progress. Regular check-ins reinforce their importance and help catch potential issues early.
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What About Virtual Onboarding?
Onboarding in a virtual setting presents unique challenges and opportunities. The phases of onboarding—preboarding, orientation, training, and assimilation—translate well with thoughtful adjustments.
Preboarding
Preboarding can be streamlined using tools like Calendly for scheduling and DocuSign for paperwork. This phase sets the tone, so sending a company laptop with preloaded software and a welcome package helps newcomers feel appreciated.
Orientation
Orientation should be engaging and informative. Use video examples to introduce job responsibilities and provide clear expectations.
Training
Training in virtual environments should be interactive and paced to match the new hire’s comfort level.
Assimilation
The assimilation phase requires regular check-ins and feedback loops. Foster connections by encouraging team meetings and assigning an onboarding buddy. This helps new employees feel part of the group and eases the transition.
Embracing the Digital Tools
The beauty of virtual onboarding is the plethora of digital tools available. With the right software, preboarding can be a breeze.
- Calendly makes scheduling easy
- DocuSign handles paperwork without fuss
- Slack or Microsoft Teams offers seamless communication
When you send over a company-issued laptop, preload it with the necessary software and include tutorial videos for a smoother start. No one wants to wrestle with tech on their first day, so make it effortless.
Setting Expectations with Clarity and Style
Clarity is critical when setting expectations.
- Create engaging video examples to help the new hire grasp their role.
- Visual aids can make abstract concepts concrete.
- Providing checklists helps them keep track of tasks and prioritize their workload.
This clarity eliminates confusion and sets the stage for success.
Making Connections in a Virtual World
Building relationships in a virtual environment can be tricky, but it’s crucial.
- Schedule meetings with team members and managers to introduce the new hire.
- Keep it light and fun to make them feel welcome.
- Encourage team members to share a bit about themselves so the newcomer can get to know them.
These connections are essential for creating a sense of belonging.
The Importance of an Onboarding Buddy
An onboarding buddy can be a lifesaver.
- Assign someone with the company for a while to guide the new hire.
- Schedule multiple meetings between them to foster a strong connection.
- This buddy can answer questions, provide context, and offer support.
- Check in regularly to ensure the new hire adjusts well and promptly addresses any concerns.
5 Common Mistakes During Employee Onboarding To Avoid
1. The Missing Onboarding Plan Problem
When companies skip creating an onboarding plan or push it off, they set new employees up for confusion. Without a map, new hires can miss key details like how to navigate IT systems, understand company policies, or learn workflow processes. They end up feeling lost, which impacts their performance and confidence.
2. Communication Breakdown
Communication is the backbone of effective onboarding. When unclear or missing, employees end up needing clarification about their role or the company culture. This confusion can kill motivation. Instead, onboarding should include open and ongoing communication. It helps engage new hires and ensures they understand their expectations.
3. Undefined Roles and Goals
After hiring, it’s crucial to define a new hire’s role and objectives clearly. When goals and performance expectations are vague, employees feel unsure about their responsibilities and how to measure success. This lack of direction can impact their ability to transition into their roles effectively.
4. Overloading New Hires with Information
Dumping too much information on new hires all at once can backfire. When employees are hit with endless reading materials, instructions, or complex processes, it can dampen their enthusiasm and engagement. Instead, information should be delivered in manageable pieces over time, allowing new hires to absorb and apply it.
5. No Time for Feedback
Feedback is often overlooked during onboarding, but it’s a powerful tool. An effective onboarding process provides opportunities for input from both sides, allowing new hires to voice concerns or ask questions while also giving HR and management a chance to refine and improve the onboarding experience. Feedback loops help build a culture of growth and ensure employees feel heard from day one.
How Long Should Onboarding Take?
Crafting the Perfect Onboarding Timeline
How long should onboarding last? It’s not one-size-fits-all. For most roles, expect a journey of four to eight weeks to get a new hire up to speed. But the process doesn’t end there. As new employees transition from onboarding to ongoing development, it’s essential to maintain a support system that helps them continue to grow and thrive.
Remote vs. In-Person Onboarding: The Key Differences
Remote onboarding presents unique challenges, particularly around visibility. New hires may feel isolated, so plan for a longer onboarding period that keeps them connected. A successful remote onboarding experience may require two to three weeks of active engagement, followed by a more passive phase for several months. This ensures remote employees feel supported as they acclimate to their new role and the company culture.
Balancing Active and Passive Onboarding
Onboarding involves both active and passive phases. During the active phase, new employees receive intensive support to help them understand their roles and responsibilities. This phase typically lasts two to three weeks, depending on the position. Conversely, the passive phase allows employees to continue learning and growing at their own pace. This phase can last for several months, and it's an integral part of helping new hires feel confident and capable in their role.
Related Reading
• HR Onboarding Checklist • New Hire Training Plan • New Hire Orientation Best Practices • Best Practices for Onboarding New Employees • Onboarding Activities • New Hire Welcome Kit • Best Onboarding Programs • Fun Onboarding Questions for New Hires • Fun Ways to Introduce New Team Members • New Hire Orientation Presentation Ideas • Onboarding Gifts for New Hires • Remote Onboarding Best Practices • New Employee First Week Schedule Template • New Employee Checklist
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Getting your new team members off to a great start is more than just showing them where the coffee maker is. A successful onboarding process sets the tone for their future at the company. This phase is about making people feel welcome and part of the team. It’s about creating an environment where they can thrive. Clear communication and a structured plan help ease any first-day nerves.
So, what steps should you take?
- Start with a warm welcome.
- Introduce them to their team and give them a tour of the office.
- Make sure they have everything they need to do their job.
- Don’t forget to check in with them regularly to see how they settle in.
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