Onboarding a new employee is one of the most important stages of the employment journey. You’ve already invested significant time and money into finding the right person, so the last thing you want is for them to feel underwhelmed, uncertain, or worse, question their decision to join.
First impressions really do count. Much like a first date or a first order with a new customer, those early experiences shape how people feel about your organisation. Research shows that organisations with a structured onboarding process can improve new-hire retention by up to 82%, and employees who experience effective onboarding are around 69% more likely to stay with a company for three years.
Without a clear onboarding process, uncertainty can slow productivity and contribute to early turnover, with studies suggesting that up to 20% of employee attrition happens within the first 45 days. A well-planned onboarding process supports new starters through their first day, first week, and first month, helping them feel confident, included, and able to contribute more quickly.
What is employee onboarding?
You may have heard the term on-boarding and wondered what exactly does it mean? Employee on-boarding is the structured process hat helps new starters gain the knowledge, skills, and confidence they need to succeed in their role.
It goes far beyond an induction day or a stack of policy documents. Effective onboarding is a planned journey that supports new employees as they learn how the organisation works, understand their responsibilities, and settle into the team and company culture.
A strong onboarding process helps new starters to:
- Understand their role and what’s expected of them
- Learn how teams work together and where they fit
- Feel supported, welcomed, and valued
- Become productive more quickly
Why is employee onboarding important?
Getting onboarding right plays a crucial role in retention, engagement, and performance.
Without clear onboarding, new employees can spend unnecessary time trying to work out processes, expectations, or even who to ask for help. This uncertainty can slow productivity and, in some cases, lead to early disengagement or resignation.
A well-designed onboarding process helps new hires build confidence more quickly, feel comfortable in their role, and contribute sooner. This is especially important for remote or hybrid teams, where informal, face-to-face support is limited and structure becomes even more important.
When you consider the time and cost involved in recruiting and training new employees, effective onboarding is one of the simplest ways to protect that investment and support long-term retention.
When does onboarding start?
Onboarding doesn’t begin on day one, it starts much earlier.
From the moment a candidate begins researching your company, they start forming expectations about what it will be like to work there. Job descriptions, interview conversations, and pre-start communication all play a part in shaping how new employees feel before they arrive.
Clear and consistent messaging around company values, culture, and role expectations during the recruitment stage helps ensure new starters arrive informed, prepared, and confident in their decision to join.
Structuring the onboarding journey
Breaking onboarding into clear phases helps new employees absorb information without feeling overwhelmed.
First day
The first day should focus on welcome and orientation:
- A warm introduction to the team
- Workspace or system setup
- An overview of the role and how the team works
- A clear outline of what the first week will look like
First week
The first week is about learning and settling in:
- Role-specific training and shadowing
- Meetings with key stakeholders
- Time to observe, ask questions, and understand processes
- Early check-ins to answer questions and offer reassurance
First month
The first month builds confidence and independence:
- A deeper understanding of responsibilities
- A gradual increase in workload
- Ongoing support and development conversations
- Clear expectations around performance and priorities
Practical onboarding ideas to support new starters
To support the onboarding journey, here are several practical ideas that can be adapted for businesses of any size.
1. A welcome message before day one
Before the new employee starts, send them a personal pre-recorded welcome message. It can be a quick 30 seconds filmed on a phone from the Head of Department or from the individuals team or line report. Let them know you are looking forward to them starting and welcoming them to the team. You could also have a pre-recorded welcome message from the CEO that is sent to all new starters. This simple gesture reassures them that they’ve made the right choice and helps reduce first-day nerves.
2. Early team time
Informal activities, such as a coffee catch-up help new employees get to know colleagues on a personal level and build relationships early on. Why not have breakfast together as a team and throw in a get to know each other icebreaker?
3. Leadership visibility
Occasional lunches or group sessions with senior leaders help new starters understand the bigger picture of the organisation’s direction and values. It will make the new starter feel more connected to the business as a whole.
4. Thoughtful touchpoints
Some organisations include a small welcome gesture, such as a handwritten note or a pack of essentials, to help new starters feel part of the team. These touches should support the onboarding experience rather than distract from it.
5. Wellbeing check-ins
Scheduling a check-in after the first couple of weeks with someone who is objective, gives new employees space to talk openly about how they’re settling in and raise any concerns they may not feel comfortable sharing elsewhere.
Creating a consistent onboarding experience
A successful onboarding process is consistent, well-communicated, and flexible enough to suit different roles, locations, and working styles.
By setting clear expectations, providing regular support, and creating opportunities for connection, businesses can help new employees feel confident, engaged, and ready to succeed.
Investing time in onboarding doesn’t just benefit new starters – it helps build stronger teams, improves retention, and sets the foundation for long-term success.
New employee onboarding checklist
Use this checklist to support new starters through their first days and weeks:
✅ Before the first day
- Confirm start details and share paperwork in advance
- Provide practical information (dress code, access, parking or remote setup)
- Prepare workspace, equipment, and system access
- Let the team know and assign a buddy or point of contact
✅ First day
- Welcome the new starter and introduce the team
- Share an overview of the company, culture, and role
- Check IT systems and tools are ready
- Outline the plan for the first week
✅First week
- Begin role-specific training and shadowing
- Introduce key stakeholders and workflows
- Encourage questions and regular check-ins
- Set short-term goals and priorities
✅First month
- Gradually increase responsibility
- Review progress and provide feedback
- Address any gaps or uncertainties
- Discuss development and next steps
✅Ongoing
- Continue performance and development conversations
- Offer training or mentoring as needed
- Gather feedback and reinforce team connection
Related Reading: Welcome Pack Ideas for New Starters
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