Onboarding: Building a Kick-Ass Process for Your New Employees

9 min read

An employee’s first few days on a new job can be overwhelming, as they are adjusting to a new environment, meeting new people, and learning about their roles and responsibilities. As a result, a kick-ass onboarding process is critical for ensuring that new hires feel welcomed, engaged, and prepared for success in their new position.

Developing a strong onboarding process is more than nice; it is critical to your company’s long-term success. According to a Society for Human Resource Management study, employees who undergo a structured onboarding process are 69 percent more likely to stay with an organization for three or more years. Additionally, companies with a strong onboarding process see a 50% increase in new hire productivity.

So, how can you make your onboarding process better? In this article, we’ll look at the best practices for designing an onboarding process and welcoming new employees that will make your new employees feel valued and empowered. We’ll review it all, from pre-boarding to post-boarding, with plenty of tips and tricks.


Effective onboarding begins long before a new employee walks in the door for the first time. Pre-boarding is integral to onboarding because it sets the tone for a positive and successful experience. Pre-boarding is when a candidate accepts a job offer and official start date. It allows employers to create a welcoming and engaging experience for new hires.

Pre-boarding new employees

During this stage, the employer can create excitement and anticipation for the new role while also assisting the new employee in feeling prepared and supported on their first day. Pre-boarding can include anything from sharing important information about the company’s culture, benefits, and policies to providing an employee onboarding pack of resources to help them get started in their new roles.

Creating an effective pre-boarding experience can make new hires feel valued and supported, improving their overall job satisfaction and retention. We will look at some pre-boarding best practices to help you lay a solid foundation for the rest of the onboarding process. These practices can help ensure your new hires are prepared and excited to start their new job immediately.

Communicate Early and Often

Communication is the foundation of everything. The key to a successful onboarding experience is early and frequent communication. Your new hire is probably excited about their new job and anxious to get started, so communicate with them early and frequently to alleviate their anxiety and build excitement.

Sending a welcome message to your new employee is the first step in communication. An email, a phone call, or a video message could be used. The message should be friendly and welcoming and express your delight at having them on board.

Consider introducing your new hire to their team members in addition to the welcome message. A simple email or message introducing the new employee and emphasizing their role and experience can help them feel welcomed and integrated.

Another critical aspect of communication is providing your new hire with a thorough overview of the company’s culture and values. This could include information about the company’s mission, vision, and values and any essential policies and procedures they must know. You can help your new hire feel more prepared and confident on their first day on the job by providing this information ahead of time.

Employers can help to ensure that new hires feel supported, valued, and engaged from day one by investing time and effort in the pre-boarding process. This can increase employee satisfaction, retention rates, and productivity.

Remember that communication is two-way. Encourage your new employee to ask questions and provide feedback throughout onboarding. This will assist you in identifying any gaps or areas for improvement in your onboarding process and ensure that your new hire feels heard and valued. You can help your new hire succeed by emphasizing communication and creating a welcoming and supportive environment.

Send an Employee Welcome Pack

Sending a new employee welcome pack to your latest hire is a great way to show them how happy you are to have them on board and how much you value their contributions. This employee swag pack could include branded merchandise, a personalized note from their manager, or a gift card to a nearby coffee shop.

Branded merchandise is a popular choice for welcome packs for new employees because it makes them feel like they’ve already joined the team. Consider including items that feature the company logo or branding, such as t-shirts, water bottles, or stationery. These items foster a sense of belonging and serve as a reminder of the company’s culture and values.

Consider including a personal note from their manager in addition to the swag pack of branded merchandise. This could be as simple as a welcome message, an overview of the team they’ll be working with, or some encouraging words. This small gesture can help your new employee feel valued and supported.

Communication is key to onboarding new employees

Finally, you could include a company handbook or other resources to assist your new hire in becoming acquainted with the company’s policies, procedures, and culture within the onboarding pack. This knowledge can help them feel more prepared and confident on their first day on the job.

A welcome pack for new employees is a thoughtful and practical way to make your new hire feel valued and set the tone for a positive onboarding experience.

First Day

Pre-boarding aims to establish a strong relationship with the new employee and provide them with the information and resources they need to feel prepared and excited for their first day. This procedure can also help to alleviate any pre-start day jitters or concerns the employee may have.

Prepare the Workspace

Ensuring the new employee’s workspace is set up and ready to go before their first day is critical. This includes providing them with the necessary equipment, such as a computer or phone, and keeping their desk clean and organized.

Having everything ready to go will help to calm their nerves and allow them to hit the ground running on their first day.

Consider adding personal touches to welcome the new employee, provide the necessary equipment, and maintain a clean workspace. This could include leaving a welcome note or a small gift on their desk, such as a company-branded water bottle or mug. Ensuring the workspace is fully functional, with all required tools and software installed and tested beforehand, is also critical.

Buddy a new employee as part of their onboarding process

If the employee will be working remotely, it is also critical that their home office is set up and equipped with the necessary technology, such as a reliable internet connection and any essential software. Consider giving them a detailed list of what they’ll need and any necessary preparation steps.

Another vital aspect of workspace preparation is ensuring employees can access necessary accounts or systems. Setting up their email account, granting access to company software and databases, and providing login credentials are all part of this. You will save the employee time and frustration by taking care of these details ahead of time, allowing them to get to work quickly and efficiently.

When preparing a workspace for new employees, it is important to go beyond just setting up email accounts and providing access to company software and databases. A critical step is implementing proper access control measures, such as distributing access control keycards where necessary. This involves managing permissions and ensuring employees have appropriate levels of access to sensitive information and systems, as well as distributing keycards for physical access. By prioritising access control and keycard distribution during onboarding, you can create a secure and efficient work environment for new hires, ultimately enhancing their overall experience.

Overall, ensuring that the new employee’s workspace is fully prepared and functional is an essential step in ensuring the success of their first day and overall onboarding experience. Getting everything in order ahead of time will make the employee feel welcomed and supported, allowing them to hit the ground running in their new role.

Introduce the Team

Welcoming a new employee to the team is an essential step in the onboarding process. This first stage can influence their engagement and productivity by setting the tone for their feelings about their role and colleagues. There are several ways to make the new employee’s introduction to the team meaningful and effective.

One way to introduce the new employee to the team is to have a team meeting or a lunch where everyone can get to know one another. This can be a great opportunity for new employees to learn more about their coworkers, roles, and team goals. This is also an excellent chance for team members to learn more about the new hire’s background, skills, and interests. This can help the team develop relationships and foster a sense of community.

Welcoming a new employee to the team is an essential step in the onboarding process

Another effective way to integrate new employees into the team is to assign them a buddy or mentor who will show them the ropes and answer any questions. Having someone to seek advice can help new employees feel more at ease and supported in their new environment. This can also assist them in navigating the workplace culture and norms and make them feel more connected to the team.

You can contribute to a positive workplace culture and a more engaged and productive workforce by creating a welcoming and engaging environment.

Introducing new team members is an essential part of the process, and there are numerous approaches to making this introduction effective and meaningful.

New Employee Onboarding Process

To ensure that new employees feel prepared and welcomed in their new role, the onboarding process should include a mix of orientation, training, and cultural integration. Creating an effective onboarding process entails a number of best practices, including setting clear job expectations, providing relevant training opportunities, and incorporating team-building activities to help new employees integrate into the company’s culture.

Employees who feel valued and supported in their new roles are more likely to stay with the company long-term. An effective onboarding process can increase job satisfaction and retention rates.


It’s critical to give new employees a thorough overview of the company’s mission and values during orientation. This helps them understand how their role fits into the bigger picture and can motivate them to do their best. Consider including a tour of the office or facility, introducing new hires to HR policies, company history, and key players in the company; this can consist of executives, department heads, and other key employees.

New Employee Onboarding

By the end of orientation, the new employee should have a solid understanding of the company’s culture and values and a sense of job security.


Training is an essential component of the new employee onboarding process. It enables new hires to gain the skills and knowledge required to do their job well. Classroom instruction, on-the-job training, and e-learning modules are all examples of training methods.

Providing employees with formal and informal training opportunities relevant to their roles and skill levels is critical. Job shadowing, mentorship, and coaching are all effective ways to provide new hires with ongoing support and guidance. Clear expectations and objectives for the training period and regular check-ins to monitor progress and provide feedback should be established.

Companies that invest in training and development provide their new hires with the necessary skills and demonstrate their commitment to employee growth and career advancement.

Cultural Integration

Cultural integration is an integral part of the onboarding process because it assists the employee in understanding and embracing the company culture. It entails fostering a sense of belonging and encouraging open communication. Team-building activities, social gatherings, and community service are excellent ways to integrate new employees and promote positive company culture.

Introduce new employees to the company culture

Introducing new employees to the company culture will help them understand the organization’s values, norms, and unwritten rules, making them more effective in their roles. Furthermore, by emphasizing the importance of diversity and inclusion, businesses can help employees feel valued and respected, increasing employee satisfaction and productivity.

A thriving cultural integration program should be ongoing and integrated into the company’s overall talent development and retention strategy.


Onboarding is a continuous process that should last at least a few months. Here are some pointers for developing a successful ongoing onboarding process:

Check-In Regularly

Maintain regular contact with your new employee. This could be through one-on-one meetings with their manager or team members or as simple as a quick check-in via chat or email. The goal is to make the employee feel supported and for any issues or concerns to be addressed as soon as possible.

Provide opportunities for continuous learning and development as well. Training sessions, workshops, or mentorship programs may be included. This will not only help the employee grow in their role, but it will also show that the company is interested in their professional development.

Ask for feedback from the new employee on their onboarding experiences

Finally, encourage new employees to share their thoughts about their onboarding experience. This feedback can assist you in identifying areas for improvement and modifying the onboarding process as needed. It also demonstrates to the employee that their ideas and opinions are valued, which can lead to increased job satisfaction and engagement.

Overall, a successful onboarding process should be a never-ending effort to integrate new employees into the company culture and prepare them for long-term success.

Provide Opportunities for Growth

Employee retention and development rely heavily on providing opportunities for advancement. Giving new employees access to training programs and professional development courses can help them learn new skills, improve their job performance, and gain confidence. Mentorship programs are also an excellent way to provide new employees with guidance and support as they adjust to their new roles.

You can make your employees feel valued and invested in the company’s mission and goals by providing opportunities for advancement. Furthermore, employees who believe they have a clear path to advancement are more likely to stay with the company in the long run. This can assist you in lowering turnover rates and ensuring that your team is made up of highly skilled and motivated individuals dedicated to your organization’s success.

Celebrate Milestones

Employee milestones must be celebrated to keep them engaged and motivated. Recognizing their accomplishments and work anniversaries can boost their morale and increase their loyalty to the company. Celebrations can take many forms, including giving small gifts, throwing a party, or publicly recognizing their success.

Celebrate employee milestones

By making these gestures, employers can demonstrate their investment in their employee’s growth and development by fostering a positive work culture that encourages hard work and dedication. Employee milestones can also boost team morale by fostering community and a collaborative work environment.

Developing an effective onboarding process is critical for ensuring new hires feel welcomed, engaged, and prepared for success in their new position. There are numerous ways to create a fantastic onboarding experience, from pre-boarding to post-boarding. Remember to communicate early and frequently, extend a warm welcome, prepare the workspace, introduce the team, and provide thorough orientation, training, and cultural integration.

It is also essential to remember that onboarding is not a one-time event, and the process should last much longer than the first few days or weeks of a new hire’s employment. Checking in regularly, providing opportunities for advancement, and celebrating achievements are all critical to keeping your employees engaged and motivated.


A kick-ass onboarding process is about making new employees feel welcome and preparing them for long-term success. Remember to check in regularly, provide growth opportunities, and celebrate achievements.

By adhering to these best practices, you can build a kickass onboarding process that will make your new employees feel valued and empowered from the start. So, bring out the red carpet for your new hires and welcome them with open arms!

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