How To Onboard New Employees Successfully 

Employee onboarding shapes first impressions and long-term engagement for every new joiner. Before diving into the full details, here’s a quick summary of what effective onboarding entails.  

In Short

• Onboarding begins before day one with pre-onboarding, setting the tone through clear communication and a personal welcome as part of the employee onboarding process.
• A structured first day and ongoing integration help new hires feel confident, connected and aligned with company goals.  
• Measuring success through feedback, surveys and checklists supports continuous improvement and stronger employee retention.  
• Common mistakes include lack of preparation, poor communication and treating onboarding as a one-time event.  

What is Employee Onboarding? 

Employee onboarding is the process of welcoming a new hire into a company. It includes steps that help them settle into their role, meet the team, and learn about the company’s culture and goals. Onboarding is not a one-day event; it is a longer, intentional process that helps new employees feel supported and prepared to contribute. Although HR plays a key role, the responsibility is shared across the organisation as managers, team leaders and colleagues all contribute to helping new starters feel connected and confident in their role.  

Onboarding can make or break the employee experience. Done well, it explains what the process involves, outlines its key stages, and shows how it can help your business grow.  

What Are the Different Onboarding Phases?  

A successful onboarding plan usually has several phases. Each one helps ensure a smooth transition for the new hire. Here are the key stages:  

Pre-onboarding  

The onboarding journey begins before the first day. When pre-onboarding is done well, new employees arrive feeling informed, valued, and eager to begin.  

• Share practical information in advance: Informing your new hire about things like schedules, contacts, and what to expect before their first day can help them feel prepared and less nervous to join.  
• Personal touch: Send a personalised welcome email or package with company materials or schedules. This helps the employee feel valued and excited to join the team.  

The First Day

The first day, often referred to as the induction day, sets the tone for the employee’s experience. It is important to make them feel included and confident in their decision to join. An induction day goes beyond paperwork; it is the formal introduction to the company, the team and the role.

• Avoid common pitfalls like not organising a team lunch on the first day or missed introductions.  
• Instead, make sure to assign a buddy, provide a clear agenda, and host a welcome event. These steps can make a big difference.
• Many ask ¨how long is an induction day? ¨ It usually lasts a single working day, but its impact should extend far beyond.

Integration 

This phase relies heavily on managers and peers to provide ongoing guidance and connection.  

• Practical knowledge: Share company goals, codes of conduct, workplace ethics, and software tools.  
• Personal development: Set role-specific goals and offer mentorship or coaching.  
• Social integration: Invite new hires to company events, team lunches, and informal gatherings. This helps them build relationships.  
• Remote Onboarding: Onboarding remote employees can be more difficult at times. Boost engagement with virtual meetups, onboarding buddies, and creative welcome kits.  

According to Small Business Trends, the average onboarding process typically lasts between three to six months. Some companies may extend onboarding beyond six months to ensure deeper employee integration and long-term success.  

Remote Onboarding

Virtual onboarding can be less effective without intentional effort.  

• Use video calls, digital welcome kits, and virtual buddies to build connection. 

Onboarding typically spans several months. Some companies extend it further to ensure deep integration and long-term success.  

Measuring Success & Driving Continuous Improvement  

Measuring the success of onboarding helps create a supportive environment, reduces turnover, and accelerates new hire contribution. It also identifies what’s working and what needs improvement to make the experience more effective.  

Here are ways to measure and improve onboarding:.  

• Onboarding feedback: Ask new hires to share their thoughts. Use their insights to make the process stronger.  
• Surveys: Check how employees feel about their onboarding. Ask about clarity, support, and team integration.  
• Checklists: Keep a checklist of all key steps. Ensure every new hire has a consistent experience.  
• Continuous improvement: Act on the feedback you collect. Review and refine onboarding regularly to keep it up to date.  

How Can You Help New Hires Succeed from Day One?    

First impressions matter. Common mistakes like sending paperwork without context or treating onboarding as a one-off task can leave new starters feeling uncertain and disconnected. A clear, well-planned onboarding process helps avoid these issues and encourages stronger engagement from day one.  

Here are practical ways managers can create a strong start:  

• Be prepared: Set up tools, access, and a clear agenda before the employee arrives. Assign a buddy to guide them through the first week.  
• Build connection: Schedule informal chats, team lunches, and social introductions. These moments help build trust and a sense of belonging.  
• Clarify expectations: Define goals early and explain how the role contributes to the team's success.  
• Check in regularly: Frequent feedback helps new hires feel supported and gives managers a chance to adjust and improve the experience.  

A thoughtful onboarding plan builds confidence, strengthens engagement, and boosts retention. It provides a structured approach that sets every new hire up for long-term success and helps them feel supported from day one.