A structured onboarding process is an important part of HR practices, ensuring new hires settle in and contribute effectively from the start. This guide will help you create a comprehensive onboarding process by building the necessary elements step-by-step. Each section includes clear instructions on what to prepare and how to implement it in your company.

Research shows that organizations with strong onboarding processes improve new hire retention by 82% and productivity by over 70%. On the other hand, a poorly executed onboarding process can lead to 20% of new employees leaving within the first six months.

Onboarding is just one of 9 parts of a well-rounded HR strategy. Together, these strategies will support your business growth and team success. instructions on what you need to prepare and how to implement it in your company.

6 Steps To Build an Effortless Onboarding Process

1. Before Day One: Lay the Foundation
   

   Onboarding starts before a new hire’s first day. Preparing in advance ensures they feel welcome and sets the stage for a smooth transition.

   What to Do:

   • Build a Checklist for Tools and Equipment:
     Create a checklist of everything your new hire will need. Include hardware (laptops, monitors), software (Slack, email, project management tools), and account credentials. Keep this checklist in a shared document so it’s easy to update and reuse.
   • Organize Key Documents:
     Prepare templates for contracts, tax forms, NDAs, and employee handbooks. Group these into folders by employee type (e.g., permanent, contract, intern) for easy access.
   • Draft Welcome Email Templates:
     Create standardized emails that include all necessary details: start date, agenda, dress code, or virtual meeting links. Personalize the email for each hire by adding a note from their manager or a colleague.

   Example Implementation:
   A small startup can use Google Sheets to create a checklist for new hire setup. For larger teams, tools like Notion or Trello can help track tasks and assign responsibilities to team members.
   
   Why It Matters:
   Research shows that engaging employees before their start date (preboarding) can increase their sense of connection to the company by 30%. This early engagement sets a positive tone and helps new hires feel prepared. 

2. Develop a Structured First Day Plan
   

   The first day is about making new hires feel welcome and giving them a clear understanding of what to expect.

   What to Do:

   • Create a Standardized First-Day Agenda Template:
     Build a framework that includes an introduction to the company, team introductions, and initial tasks. Adjust this template depending on the role or department.
   • Set Up a Buddy Program:
     Define the role of a buddy and create a guide for them. Include responsibilities like giving a tour, introducing team members, and sharing company norms.
   • Plan a Warm Welcome:
     Include small gestures like a welcome kit with company swag or a handwritten note. If you’re remote, a quick virtual welcome meeting can be just as impactful.

   Example Implementation:
   At a marketing agency, the first-day agenda might include an overview of company goals, an introduction to creative tools, and a brainstorming session with the team.

3. Build Training and Development Plans
   

   New hires need to learn about their roles, responsibilities, and tools to succeed. A clear training plan ensures this happens efficiently.

   What to Do:

   • Outline a Role-Specific Training Checklist:
     Break down what the new hire needs to know in their first 30, 60, and 90 days. Include tasks like tool training, process overviews, and key project introductions.
   • Provide Access to Learning Materials:
     Build a library of resources such as video tutorials, FAQs, and guides. Organize these in an easily accessible format, such as a shared drive or a learning management system.
   • Develop a Shadowing Program:
     Pair new hires with experienced employees to observe tasks and workflows. Create a guide for mentors, including specific responsibilities and timelines for shadowing sessions.

   Example Implementation:
   An engineering team could create a GitHub repository with onboarding instructions, coding standards, and documentation to help new developers get started.
   
   Why It Matters:
   Companies with structured training programs report that 77% of employees achieve their first performance milestones more efficiently. 

4. Customize Department-Specific Onboarding
   

   Different roles and departments require unique onboarding processes. A tailored approach ensures employees get the training they need.

   What to Do:

   • Collaborate with Department Heads:
     Work with team leads to develop specific onboarding checklists that align with department needs. For example, sales might include CRM training, while tech teams may focus on coding environments.
   • Create Department Guides:
     Develop department-specific materials, such as workflow overviews, tool tutorials, and key performance expectations.
   • Integrate With General Onboarding:
     Ensure department-specific tasks flow seamlessly into the overall onboarding process.

   Example Implementation:
   A customer support team might include live call shadowing and ticket management training, while the design team could focus on brand guidelines and creative tools.

5. Build Connections and Foster Team Integration
   

   Onboarding isn’t just about logistics—it’s also about building relationships and making new hires feel part of the team.

   What to Do:

   • Plan Social Integration Activities:
     Create opportunities for team bonding, such as coffee breaks, team lunches, or virtual meet-and-greets.
   • Provide a Team Directory:
     Share a directory with photos, roles, and contact information for key colleagues to help new hires connect with the right people.
   • Encourage Informal Interactions:
     Set up Slack channels or informal chats for team members to welcome the new hire and share advice.

   Example Implementation:
   A remote-first company could organize a virtual happy hour during the new hire’s first week to help them get to know their team in a relaxed setting.

6. Gather Feedback and Refine the Process
   

   No onboarding process is perfect from the start. Collect feedback from new hires to continuously improve your approach.

   What to Do:

   • Create Feedback Surveys:
     Develop surveys to gather insights from new hires after 30, 60, and 90 days. Include questions about what worked well and what could be improved.
   • Measure Onboarding Metrics:
     Track metrics like time-to-productivity, retention rates, and survey scores to evaluate the effectiveness of your process.
   • Hold Regular Reviews:
     Schedule quarterly meetings with department heads and HR to assess feedback and refine the onboarding process.

   Example Implementation:
   A startup noticed through feedback that new hires struggled with tool training. They added a hands-on workshop to the first week, which improved time-to-productivity by 20%.

Employee Onboarding Process Checklist To Copy

Here’s a simple and easy-to-use template for creating a structured onboarding process for your company. Copy and customize it to fit your needs.

Pre-Onboarding Checklist (Before Day One)

1. Prepare Documents
   • Employment contract
   • Tax forms (W-4, I-9, etc.)
   • NDA or confidentiality agreement
   • Employee handbook
2. Set Up Equipment and Tools
   • Laptop/desktop and peripherals (mouse, keyboard, etc.)
   • Email account setup
   • Access to software/tools (Slack, Trello, CRM, etc.)
   • Workspace setup (if in-office)
3. Send Welcome Email
   • Include:
     • Start date and time
     • Dress code (if applicable)
     • First-day schedule
     • Contact person for questions

First Day Agenda

1. Welcome and Orientation
   • Greet the new hire and provide a tour of the office (or virtual tools overview).
   • Hand over welcome kit (swag, note, etc.).
2. Introduction to the Team
   • Schedule a team meeting or lunch.
   • Assign a buddy and explain their role to the new hire.
3. Tools and System Setup
   • Walk through email, project management tools, and communication platforms.
   • Provide login credentials and instructions for accessing tools.
4. Company Overview
   • Discuss the company’s mission, values, and goals.
   • Explain the organizational structure.

Training and Development Plan

1. Role-Specific Training
   • Introduce job responsibilities and expectations.
   • Schedule initial tasks or projects.
2. Shadowing Opportunities
   • Assign a mentor or buddy for job shadowing.
   • Provide a checklist of skills to observe and practice.
3. Provide Learning Materials
   • Training manuals
   • Video tutorials
   • FAQs
4. Set 30/60/90-Day Goals
   • Define short-term and long-term objectives.
   • Schedule weekly check-ins with the manager to track progress.

Social Integration and Team Bonding

1. Plan Team Activities
   • Organize a welcome lunch or virtual coffee.
   • Schedule team-building activities.
2. Share Team Directory
   • Provide contact information for key colleagues.
   • Explain communication norms and team dynamics.

Feedback and Follow-Up

1. Gather Feedback from New Hire
   • Conduct surveys after 30, 60, and 90 days.
   • Ask about their onboarding experience and any challenges.
2. Track Onboarding Metrics
   • Time-to-productivity
   • Retention rates of new hires
   • Satisfaction scores from feedback
3. Iterate and Improve
   • Adjust the onboarding process based on collected feedback.
   • Hold quarterly reviews of the process with HR and team leads.

Tips

• Make sure this template evolves as your company grows and new needs arise.

• Collaborate with department leads to ensure onboarding covers both general and role-specific needs.

Final Thoughts

Building an onboarding process is about creating a framework that helps new hires feel prepared and connected. By focusing on preparation, training, and integration, you can ensure your onboarding experience is both effective and adaptable as your company grows.