A good onboarding experience sets the stage for productivity, culture alignment, and long-term employee retention. Yet, many companies still treat this program as a one-day orientation session followed by a login email and a benefits brochure.

In today’s competitive job market, effective onboarding can be a key differentiator between high-performing organisations and those plagued by high turnover. This article explores onboarding best practices that help you create a welcoming, productive, and scalable experience for every new hire.

Why Onboarding Matters

First impressions last. Research shows that a structured onboarding process improves new hire retention by 82% and productivity by over 70% (source: Glassdoor). Employees with a poor induction experience are twice as likely to search for a new job soon after starting.

A well-structured onboarding strategy saves money on recruiting and rehiring, reinforces your brand promise, and sets your talent up for success.

What Is Employee Onboarding?

Employee onboarding is the structured process of integrating new employees into your company culture, systems, and teams. It spans from the moment they accept the offer to the point where they are fully productive in their roles, often 90 days or longer.

Unlike orientation (typically a short administrative overview), onboarding is continuous and strategic. It involves:

  • Setting expectations
  • Establishing relationships
  • Providing tools and access
  • Delivering early wins
  • Embedding cultural norms

The Four Phases of a High-Performing Onboarding Process

To build a scalable framework, structure your program around these four key stages:

1. Preboarding (Before Day One)

Preboarding is the time between offer acceptance and the employee’s first day. It’s often overlooked, but this phase builds early momentum.

Best Practices:

  • Send a welcome package with branded merchandise or a handwritten note.
  • Share access to a preboarding portal with the necessary paperwork, FAQs, and company resources.
  • Introduce their manager and team via email or a welcome video.
  • Set up email accounts, software access, and workspace logistics.

Pro Tip: Automate repetitive admin tasks like document signing and system provisioning using an HRIS or other platforms like BambooHR or Workday.

2. Orientation (Day 1–Week 1)

Orientation lays the foundation for company knowledge and logistics.

Best Practices:

  • Host a welcome session covering the company’s history, values, and mission.
  • Walk through tools, platforms, and communication norms.
  • Provide a checklist with clear day-one goals.
  • Assign an onboarding buddy or mentor.

Remember, this is also the emotional peak of the new hire experience. Build excitement and clarity, not information overload.

3. Role Enablement (Week 2–Month 2)

Once the basics are covered, shift the focus toward role-specific onboarding. This phase is about enabling new hires to do real work confidently.

Best Practices:

  • Define the first 30-day, 60-day, and 90-day objectives with your manager.
  • Offer micro-learning paths tailored to their role (e.g., sales training, customer success).
  • Schedule regular check-ins for feedback, clarification, and coaching.
  • Encourage cross-functional collaboration early through introductory meetings.

4. Cultural Integration and Engagement (Month 2–Month 6)

A great onboarding experience transitions into long-term employee engagement.

Best Practices:

  • Highlight company rituals, team traditions, and unwritten rules.
  • Include DEI initiatives, ERG (Employee Resource Group) involvement, or volunteer opportunities.
  • Celebrate milestones: 30 days, 90 days, first major project delivery.
  • Use engagement surveys to capture their early impressions and improve continuously.

According to SHRM, 69% of employees are likelier to stay with a company for three years if they experience a great onboarding process.

Must-Have Elements of a Scalable Onboarding Program

A scalable onboarding program requires repeatable systems and thoughtful design, especially across multiple teams or geographies. Here are the elements to prioritise:

1. Standardised Onboarding Checklists

Whether you use spreadsheets or onboarding software, a checklist ensures everything is completed—from laptop setup to team introductions.

Tools to explore: Trello, Asana, ClickUp, Sapling, BambooHR

2. Manager Enablement

Train managers on how to lead onboarding effectively. Their role is critical in reinforcing clarity, culture, and coaching.

Create guides or training for:

  • Running first-week one-on-ones
  • Giving early feedback
  • Aligning new hires to business goals

3. Use of Automation

Automating repetitive tasks—like equipment requests, benefits enrollment, or scheduling orientation—frees up HR teams and creates consistency.

Popular platforms with onboarding automation:

  • Rippling
  • Gusto
  • Zenefits
  • Deel (for global teams)

Virtual Onboarding Best Practices

With remote and hybrid work now standard, companies must adapt their HR practices for virtual employees. The fundamentals remain the same, but the delivery needs to be intentional.

Best Practices:

  • Use video calls for team introductions and check-ins.
  • Create an “Onboarding Hub” on your company’s intranet or Notion page.
  • Record welcome videos from leadership.
  • Host virtual social events (e.g., trivia, coffee chats, or Slack channels for new hires).

Common Onboarding Mistakes to Avoid

Even with a well-documented onboarding plan, inevitable missteps can lead to disengagement:

  1. Lack of clarity on expectations or performance metrics.
  2. Too much, too soon — overwhelming the new hire with excessive info.
  3. Unprepared teams — no one welcomes the new hire or knows they’re starting.
  4. Inconsistent experiences across departments or offices.
  5. One-size-fits-all approach — ignoring personalisation based on role or location.

Metrics to Track

To continuously improve this process, track performance against the following metrics:

  • New hire satisfaction score (NPS or survey)
  • Time to productivity (how soon they contribute meaningfully)
  • Retention rate at 90 days and 6 months
  • Manager’s satisfaction with the process
  • Engagement survey scores among new hires

Final Thoughts

Creating an effective onboarding process is more than ticking boxes—it’s a chance to shape how your employees experience your organisation from the start. With clear structure, thoughtful design, and continuous iteration, onboarding becomes a strategic tool for improving employee experience, accelerating productivity, and building long-term loyalty.

In a world where top talent has options, your onboarding experience can decide between thriving teams and endless churn.