Starting a new job can be both exciting and nerve-wracking for any employee.
As an employer, your job is to make that transition as smooth as possible, ensuring new hires feel welcomed, informed, and ready to hit the ground running.
A well-structured onboarding process helps new employees get acquainted with the company and plays a pivotal role in retaining talent and boosting overall productivity.
This guide will explore the essentials of creating an effective onboarding process.
Whether preparing an in-office orientation or managing a fully remote onboarding, you'll find everything you need, including detailed templates for orientation schedules, training plans, and even remote onboarding checklists.
Why a great onboarding experience matters
The first few weeks of employment significantly impact an employee's long-term success and retention.
A robust onboarding process isn't just a nice-to-have; it’s vital to building a motivated, engaged workforce.
When done right, onboarding ensures that new hires are equipped with the knowledge, tools, and support they need to succeed in their roles while also helping them feel like valued team members.
An effective onboarding process impacts the business in three significant ways:
1. Reduces turnover
Employees who undergo a comprehensive onboarding process are far more likely to stay with the company long-term.
Why?
Because onboarding helps them feel connected to the company’s mission, values, and culture.
Aligning new hires with the organization's goals from the beginning gives them a sense of purpose and belonging.
This connection helps reduce the uncertainty many new employees experience, making them less likely to look for another job shortly after starting.
Early departures can often be attributed to a lack of clarity about job expectations or the company culture, which a vital onboarding process addresses.
Companies that invest in onboarding see significantly lower turnover rates because new hires feel part of something bigger than just a job.
2. Boosts productivity
A well-organized onboarding process provides a clear roadmap for new hires, allowing them to quickly learn their responsibilities.
When they have a structured path, new hires can learn the ins and outs of their role more quickly, reducing the learning curve and making them productive faster.
Onboarding helps employees gain the confidence to dive into their work without hesitation.
Without it, new employees may feel overwhelmed or unsure about how to begin contributing to their teams.
A systematic introduction to their tasks, tools, and team will help them hit the ground running, benefiting both employees and the company.
3. Enhances employee engagement
Feeling welcomed and supported from day one sets the stage for strong employee engagement.
When new hires can connect with colleagues, understand the company’s mission, and feel they have a clear role in contributing to its success, they are more likely to feel invested in their work.
Engaged employees are more than just productive—they’re motivated, loyal, and willing to go above and beyond.
A good onboarding process fosters this engagement by ensuring new hires have a positive experience.
Regular check-ins, feedback opportunities, and team integration activities during onboarding can help new employees build positive relationships with their coworkers, setting the foundation for long-term job satisfaction and loyalty.
Also read: Recruiting tracker template
Pre-onboarding: The starting line
The onboarding journey begins before the new employee’s first day.
Pre-onboarding is your opportunity to set expectations, get paperwork out of the way, and establish a clear line of communication.
Steps in the pre-onboarding process:
- Send a welcome email: This should be personalized and include all necessary information for their first day—location, start time, dress code, etc. If remote, include details about logging into platforms.
- Prepare necessary documents: Whether remote or in-office, ensure all forms like tax documents, direct deposit information, and confidentiality agreements are sent and returned in advance.
- Set up technology: Ensure their work devices (laptops, phones, etc.) are ready. If remote, provide detailed instructions for setting up necessary tools and software.
- Assign a buddy or mentor: Pairing the new hire with a current employee can help ease them into the company culture and provide a go-to person for initial questions.
Template for welcome email:
Subject: Welcome to [Company Name]! Here’s what to expect on your first day
Hi [New Hire’s Name],
We’re thrilled to have you join the [Department] team! Your first day is coming up on [Date], and I wanted to give you a quick rundown of what to expect:
- Time: [Start time]
- Location: [Office address or remote login link]
- What to bring: [List any necessary items, if applicable]
You’ll start by meeting with [Manager's name] for a quick introduction to the team and a complete tour of our office. If you're working remotely, we'll kick things off with a video call to meet the team and familiarize you with our digital workspace.
Please feel free to reach out if you have any questions before your start date. We look forward to seeing you soon!
Best,
[Your Name]
[Your Job Title]
Getting comfortable with tech
The first login sets the tone for your new hire's entire journey.
Nothing dampens first-day excitement quite like a malfunctioning laptop or missing software access.
Let's explore how to create a seamless technical setup that makes your new team members feel empowered rather than frustrated.
1. Making sure your hardware is in place
Before your new hire steps through the door (or logs in remotely), their workstation should be a well-oiled machine.
Start with the basics: a properly configured computer ready for action.
Essential hardware preparation checklist:
- Laptop/desktop with latest OS updates installed
- Webcam and audio devices tested and configured
- Secondary monitor (if applicable)
- Any role-specific hardware (graphics tablet, specialized keyboard, etc.)
2. Checking software essentials
Gone are the days when installing Microsoft Office was enough.
Today's workplace requires a carefully curated suite of tools that work in harmony.
Start with your organization's core applications – the ones everyone needs regardless of their role.
Core software setup:
- Productivity suite (Microsoft 365 or Google Workspace)
- Communication platforms (Slack, Teams)
- Video conferencing tools (Zoom, Meet)
- Company-standard browsers with essential bookmarks
The key is not just installing these applications but configuring them thoughtfully.
For instance, when setting up Slack, pre-join relevant channels and set up essential integrations.
With email, ensure signatures are properly formatted, and distribution lists are already configured.
3. Department-specific tools
Every role has its unique requirements.
A designer needs creative tools, while a developer requires development environments. Work with department heads to create role-specific software packages.
This personalized approach shows new hires that you've considered their specific needs.
Remember that installation is just the beginning. Each tool needs proper configuration, including:
- Default settings aligned with company standards
- Integration with other workplace tools
- Role-appropriate plugins and extensions
- Access to relevant templates and resources
Day 1: First impressions matter
The first day sets the tone for the new hire's experience.
Whether remote or in-office, creating an experience that’s welcoming, organized, and stress-free is essential.
The goal for day one is to familiarize the new hires with their environment, introduce them to key stakeholders, and get them started on any initial tasks.
In-office day one orientation
When onboarding in person, balance giving your new hire all the necessary information and not overwhelming them.
Consider setting up a "Day 1 Welcome Kit" on their desk, including branded merchandise, a company handbook, and a welcome card from the team.
Day one schedule example (in-office):
- 9:00 AM: Welcome meeting with manager
- 9:30 AM: Office tour and team introductions
- 10:00 AM: Setting up workstation
- 11:00 AM: HR overview (benefits, policies, etc.)
- 12:00 PM: Lunch with team or manager
- 1:00 PM: Begin introductory tasks or light work
- 3:00 PM: Check-in with buddy/mentor
- 4:30 PM: Wrap-up and preview of next day
Remote day one orientation
The first day might look slightly different for remote employees, but the objectives remain the same. Ensure they feel supported and engaged, even from a distance.
Day one schedule example (remote):
- 9:00 AM: Welcome video call with manager
- 9:30 AM: Virtual team introductions via Zoom
- 10:00 AM: Set up workstation (IT support on standby)
- 11:00 AM: HR overview (benefits, policies, etc.)
- 12:00 PM: Virtual lunch or coffee break with team
- 1:00 PM: Introduction to tools and software
- 3:00 PM: Check-in with buddy/mentor
- 4:30 PM: Wrap-up and preview of next day
First week: Settling in
The first week is about immersing your new hire into the company's processes, tools, and culture.
But remember, this is a marathon, not a sprint—it's better to pace the information over the week rather than overwhelming them.
Training plan for the first week:
- Day 1-2: Introduction to internal systems, basic tool usage, and an overview of their role.
- Day 3-4: Departmental training—ensure new hires understand how their role fits into the wider company.
- Day 5: End-of-week check-in with manager to review any questions or concerns and review next week's objectives.
Template for a first-week training schedule:
Beyond the first week: Continued support and development
Onboarding doesn’t end after the first few days or even the first week.
Successful onboarding often continues for several months as new hires fully integrate into their roles and the company culture.
Providing ongoing support beyond the initial training period is crucial for long-term employee satisfaction, productivity, and retention.
Here’s how to structure support and development weeks and months after a new hire's start date.
The 30-day check-in: Early reflection and feedback
After the first month, new hires should have a clearer sense of their role, responsibilities, and team dynamics.
This is an ideal time for a more formal 30-day check-in.
During this meeting, managers can assess how the new hire is settling in, address concerns, and provide constructive feedback.
It's also a great opportunity for the new employee to reflect on their experience and offer feedback about the onboarding process.
Here’s what a 30-day check-in might cover:
- Adjustments to the role: How is the new hire managing their responsibilities? Are there any unexpected challenges? This conversation can highlight areas where they might need additional training or support.
- Cultural fit: How does the new employee feel about their fit within the team and the company culture? Do they feel comfortable contributing in meetings or reaching out for help? This is a good time to discuss their acclimation to the company’s values and work style.
- Feedback and communication: Encourage the new hire to share any suggestions for improving the onboarding process or the role itself. This is also the time to let them know how they’re performing, including any positive feedback and areas for growth.
- Setting new goals: Based on the progress made so far, managers should work with the new hire to set specific, achievable goals for the next 30 days. This gives the new hire clear direction and helps keep them focused on continuous improvement.
The 60-day check-in: Deepening the relationship
At the 60-day mark, the new hire should feel more embedded in their role, but providing ongoing guidance is still important.
This is often when employees take on more significant responsibilities and contribute to larger projects.
A 60-day check-in should focus on deepening their understanding of their role and aligning their efforts with the company’s broader objectives.
Key points to address during the 60-day check-in include:
- Performance review: Provide honest feedback on their work so far. Highlight both successes and areas where they can improve. This is the perfect opportunity to reinforce positive behaviors and offer advice on overcoming any challenges.
- Project involvement: By this point, new hires should have had the chance to contribute to one or more projects. Discuss their role in these efforts and what additional responsibilities they may take on. It’s also a good time to explore any new ideas or approaches the employee might want to try.
- Team integration: Evaluate how well they’ve integrated with their team. Are they building solid relationships with coworkers? Do they feel like they’re a valued part of the team? Fostering good interpersonal dynamics is critical at this stage.
- Training opportunities: Identify areas where the employee could benefit from additional training. Role-specific skills, company systems, or broader professional development courses.
The 90-day review: Full integration and future planning
At the 90-day mark, new hires are generally expected to be fully integrated into the company and perform their job responsibilities with increasing autonomy.
This is often considered the end of the formal onboarding process, but it’s not the end of the support a new employee should receive.
A 90-day review is a chance to reflect on the employee’s progress, celebrate their successes, and plan for their future development.
During this review, key topics to discuss include:
- Overall performance: How has the employee progressed since their first day? This should be an honest evaluation of their growth, contributions, and areas for further improvement. Be sure to provide specific examples of positive outcomes and areas where more development is needed.
- Career development: Now that the new hire has settled in, it’s time to start thinking about their future with the company. What are their long-term career goals? How can the company support those ambitions? This conversation sets the stage for ongoing professional growth and development.
- Ongoing support: Even though formal onboarding is winding down, continued mentorship and support are critical. Ensure that the new hire knows where to seek guidance and resources as they continue to grow in their role.
- Setting long-term goals: Based on their progress, collaborate with the employee to set longer-term objectives. These might include mastering new skills, taking on leadership opportunities, or working on high-impact projects.
Continuous feedback and development: Beyond 90 days
Although the first 90 days are crucial for onboarding, the support and development shouldn’t stop there.
Regular check-ins, performance reviews, and growth opportunities should be a part of every employee’s journey.
The most successful companies invest in their employees' continuous development, offering them the tools and resources they need to thrive long after onboarding is complete.
Here are a few ways to continue supporting your employees:
- Regular one-on-one meetings: Continue scheduling periodic one-on-ones between managers and employees to provide ongoing feedback, discuss challenges, and celebrate successes.
- Mentorship programs: Encourage employees to participate in mentorship programs to learn from and share knowledge with peers or leaders within the company.
- Learning and development opportunities: Provide access to workshops, courses, and training programs that allow employees to grow their skills. Whether it’s leadership training or technical skill-building, ongoing development helps employees feel valued and engaged.
- Celebrating milestones: Recognize and celebrate significant achievements, whether completing a major project, reaching a key performance goal, or simply passing the 90-day mark. Employee recognition goes a long way in fostering loyalty and motivation.
Also read: 10 essential recruiting report templates every recruiter need
Creating a seamless remote onboarding experience: A step-by-step checklist
Remote onboarding can be a unique challenge, but it’s also an incredible opportunity to set the tone for a new hire’s experience right from their own home.
Just because a new team member isn’t physically in the office doesn’t mean they should miss out on feeling welcomed and equipped from day one.
A thoughtful, structured remote onboarding process will help them feel connected, supported, and confident in their new role.
Imagine walking into a bustling office on your first day—everyone’s there to greet you, your workstation is set up, and your manager is ready with a game plan.
With remote onboarding, we’re trying to virtually create a version of that experience.
It means giving new hires everything they need to succeed, from equipment to clear communication and regular check-ins.
Here’s a comprehensive remote onboarding checklist to ensure nothing slips through the cracks and to help your new hires feel like part of the team, no matter where they’re located.
Let’s break it down step by step.
1. Pre-onboarding preparation
- Personalized welcome email: Send a welcome email with essential first-day details—start time, login information, contact info for the manager, and introductions to key team members. Include a brief note about the company culture or something unique about the team to make it feel more personal.
- Paperwork completion: Provide all required forms, such as tax documents, direct deposit details, NDAs, and company policy acknowledgments. Use a secure digital platform to make completion easy and trackable. Outline any submission deadlines, and provide HR contact information.
- IT and equipment setup: Ensure all necessary equipment (laptop, phone, etc.) is prepared and shipped with clear setup instructions. Include instructions on basic security measures and a contact number for IT support. If specific software or access keys are required, ensure they’re included with the setup materials.
- Account and platform access: Coordinate with IT to set up the new hire’s accounts for email, Slack, project management tools, and any other software they’ll need. Check their access to shared drives, team calendars, and important documents. Test these beforehand to avoid first-day delays.
- Assigning a buddy or mentor: Pair the new hire with a current team member who will be their “go-to” for questions about company culture, processes, and unwritten norms. Send a brief intro to both parties before day one so the new hire knows who to contact immediately.
2. First-day essentials
- Welcome meeting: Start the day with a virtual meeting between the new hire, their manager, and key team members. This meeting should be informal yet structured, with a round of introductions, an overview of the first day, and a chance for the new hire to ask initial questions. Aim to set a welcoming and relaxed tone.
- Intro to tools and software: Walk them through essential software tools, including communication channels (e.g., Slack or Microsoft Teams), project management platforms, and other tools specific to their role. Demonstrate basic functions and guide where to find more detailed support if needed.
- Company mission, values, and culture: Discuss the company’s mission and core values, emphasizing how their role aligns with larger company goals. Include insights into the company culture to help them feel a sense of purpose and connection to the team.
- Setting first-week expectations: Outline goals and responsibilities for the week to give them a sense of direction. Share an overview of upcoming meetings, check-ins, and introductory tasks so they know what to expect and where to focus.
3. First week: Getting comfortable in the role
- Daily check-ins with the manager: Schedule brief meetings to help the new hire feel supported and address any immediate questions. Use this time to reinforce their understanding of their tasks, guide them through challenges, and celebrate small wins.
- Meetings with team members: Arrange virtual one-on-one meetings or small group calls with direct teammates and key contacts. This is an opportunity for the new hire to understand team roles, ongoing projects, and inter-team collaboration. Informal “coffee chats” can help foster connections.
- Role-specific training sessions: Provide dedicated training sessions on the tools, processes, and tasks specific to their role. Spread these sessions throughout the week, and allow time for questions to ensure they’re comfortable and not overwhelmed by information.
- Orientation to resources and documentation: Walk through the company’s knowledge base, shared drives, and any internal documentation, pointing out where they can find answers independently. Provide access to important company resources, such as the employee handbook, policy documents, and team guides.
4. Weeks 2-4: Deepening skills and connections
- Weekly check-ins with the manager: Move from daily check-ins to weekly one-on-ones, focusing on their progress, challenges, and any support they might need. Use these meetings to review goals, share feedback, and set priorities for the coming weeks.
- Encourage social interaction: Facilitate involvement in virtual social events or team-building activities to help them connect with colleagues beyond work tasks. Invite them to any informal team gatherings or virtual lunches to reinforce their sense of belonging.
- Provide ongoing learning resources: Share additional training materials, such as articles, video tutorials, or online courses, that align with their role and long-term growth. This shows investment in their development and gives them resources to deepen their expertise.
- Feedback and check-in at 30 days: Schedule a 30-day review meeting to discuss their onboarding experience, answer any lingering questions, and adjust the onboarding plan based on their feedback. Use this time to evaluate how they’re adapting to the role and address any gaps in training or support.
5. Beyond onboarding: Preparing for long-term success
- Establish a development plan: Work with them to outline a tailored development plan focused on building skills, taking on new responsibilities, and achieving long-term career goals within the company. Check in regularly to update and assess this plan as they grow in their role.
- Integrate into performance reviews: Include them in the company’s performance review cycle, providing feedback that recognizes progress and offers clear areas for improvement. Ongoing feedback reinforces their sense of direction and motivation.
- Encourage participation in mentorship programs: Suggest they join a mentorship program or take part in peer mentoring. This provides additional support and insight into the company’s structure, culture, and opportunities.
- Define career growth paths: Discuss potential career paths within the company, including the steps needed for future advancement. Be transparent about development opportunities and career milestones to help them see a future within the organization.
A great onboarding process does more than just welcome new hires—it lays the groundwork for their growth, engagement, and success within your team.
By prioritizing onboarding, you’re not just filling roles but building a committed, productive, and resilient team for the future.
