What is employee onboarding and why does it matter?

Employee onboarding is the structured process of settling new hires into their roles by providing them with tools, information, and team introductions. Rather than a one-day orientation event, effective onboarding is a long-term framework that helps shape the employer-employee relationship and sets clear performance expectations.

Focusing on a structured onboarding process can benefit your business in several areas:

• Higher retention rates: Recruiting can be expensive, with costs averaging 1.25 to 1.4 times an employee’s base salary. A strong onboarding experience helps secure your talent investment early on.
• Faster time-to-productivity: Providing the right tools and clear job expectations from day one allows new staff members to fast-track their training and actively demonstrate their skills.
• Increased employee engagement: Gallup reports that only about one-third of employees feel actively engaged at work. A warm, well-organized introduction directly combats this, fostering a supportive work environment that improves long-term job satisfaction.

How long should onboarding last?

The onboarding process typically lasts the first 90 days, but some companies extend it to one year. Rather than stretching out the timeline just for the sake of it, the length of your onboarding process should depend on the complexity of the role and the time required for a new employee to achieve full autonomy.

Each segment of an effective onboarding plan has milestone-driven objectives and goals, with activities that help managers track progress, deliver structured evaluations and identify where a new hire might need additional training or resources. 

What to include in a new hire onboarding checklist

Setting up a structured onboarding process gives managers a repeatable roadmap, but its success depends on consistent execution and open communication. Using a standardized checklist helps keep your team on track and prevents crucial administrative and training steps from slipping through the cracks during a busy hiring cycle. 

“New hires really appreciate having a detailed onboarding plan that outlines specific job expectations, available resources, company org charts, training materials and scheduled checkpoints.” 

—Kathy Gusich, executive recruiter

Consider organizing the onboarding process into a clear timeline and incorporating the following items into your checklist that are relevant to your organization:

Before the first day

Pre-arrival onboarding helps set expectations for the first day and provides necessary information before starting. It helps put new employees at ease and makes the first day run smoothly. The following components can ease the process:

• Email new hires a welcome packet with essential paperwork
• Provide an itinerary for the first day and week
• Set up logins and equipment requests
• Prepare the workstation
• Send a new employee announcement to your team
• Consult with team members, trainers and mentors

First day

On the first day, help new hires, including managers, become familiar with the company. It’s an opportunity to complete orientation tasks, introduce them to the team and set them up for their first work assignments. For example, consider the following:

• Schedule orientation
• Welcome them and show them to their workstations
• Provide a tour of the facility
• Plan a team lunch or other informal introduction
• Introduce them to their assigned mentors
• Deliver a high-level overview of job duties
• Request that they complete a new hire onboarding survey

First week

The first week balances structured job training with early operational exposure, helping new hires become more familiar with their workplace, colleagues and specific duties. It also eases them into assignments and gets others involved in helping them learn their new roles. Consider the following steps:

• Introduce programs or equipment necessary for their roles
• Guide them through various parts of their jobs
• Start specific training programs
• Have mentors and managers check in to answer questions
• Check in at the end of the week for feedback

First month

During the first month, the onboarding process can transition to support comprehensive role mastery and deep diving into broader organization policies. Early evaluations help track progress and keep the employee on pace. The following components can be useful:

• Schedule weekly one-on-ones with a manager
• Train them on more advanced job duties
• Increase work assignments
• Have mentors check in at least once per week

First 90 days

By the 90-day mark, employees often begin to feel more comfortable with their job duties and understand how things work around the office. Focus on employee development and continued work independence, including the following:

• Continue weekly or biweekly one-on-ones
• Increase the number and complexity of job assignments
• Provide regular performance feedback
• Set short-term goals at the beginning
• Toward the end of the 90 days, work on employees’ career paths
• Hold a formal performance review at the three-month mark
• Have mentor meetings regularly for continued development
• Introduce them to formal and informal social events within the company

90 days+

As employees cross the 90-day threshold, support organically transitions into long-term development while maintaining consistent channels for feedback and guidance. You can implement the following:

• Schedule regular quarterly evaluations during the first year to align with your internal performance tracking
• Ensure they fully integrate into the team and workflow
• Provide additional support to help new hires reach expected performance levels
• Invite employees to join committees or take on other responsibilities

Tips for a successful new hire onboarding process

Effective onboarding helps new employees integrate into the company and align more closely with company goals. Here are several things to consider when creating an onboarding plan for your business to effectively welcome new hires:

Confirm the new hire with human resources

If your company has a human resources (HR) department, you may need to submit a job requisition document for approval before hiring. The HR team may also request a completed background check and drug screening before officially hiring a new employee. Be sure to close any open positions and remove live postings on internal and external job boards.

Prepare new hire paperwork

Gather all electronic or hard-copy documents that new hires need to complete on their first day. This paperwork typically includes tax documents, contracts or agreements, payroll information and other new employee forms. You can print the employee handbook or provide them with a link to a copy on your internal company website.

Provide information about compensation packages for review, with a point of contact highlighted in case they have questions about benefits or pay. You might also include the job description as a reminder of your company’s expectations for their roles.

Procure devices and equipment

Request all devices and equipment several days in advance to ensure they are ready on day one. Ensure everything from their computer and phone to keyboard and mouse is connected and ready to use from the moment they arrive.

Set up accounts and create logins

Contact your IT team, facilities manager and accounting department to set up relevant logins and credentials the new hire will need. This is also a good time to set up company email accounts and login information for tools and platforms so the new hire can access the applications and software they’ll need to do their jobs.

Set up a workspace

Put together a clean, comfortable workspace equipped with a desk, chair and basic office supplies. You can also gather company-branded merchandise, a mug or other simple gift, to create a welcome kit. If you’re hiring remote employees, you can mail a welcome kit to their home office so that it arrives on their first day on the job.

Schedule new hire orientation

Set aside time on the first day for new-hire orientation. Ideally, this gives employees time to sign paperwork and provides an opportunity to learn about the company culture, review the organizational chart and discover how various departments interact.

Send a welcome email to your new employee

Before a new hire’s first day, consider sending them an email welcoming them to the company. This welcome email also provides important details about what they can expect when they arrive, such as a start-date reminder, parking and dress code information and their first-day schedule. Use these new employee welcome email examples to create your own customized version.

Perform a building tour

If your business has a physical location, offer new employees a tour of the workplace and introduce them to key personnel. Provide them with a map of the building and their access code or key so they can get to their workspaces and find their way around. This tour can explain any security protocols and identify common areas such as bathrooms, break rooms and meeting spaces.

Assign a peer mentor

Introduce new hires to a peer or buddy in their department who can serve as a mentor during their first few weeks on the job. Ideally, this peer is comfortable answering questions, introducing the team and assisting with training. Having a mentor offers support and guidance as they navigate new roles in an unfamiliar environment.

Send a new employee announcement

Welcome new hires to the team by sending a new employee announcement email or sharing the news during a company meeting. Let current employees know the positions new hires fill and help them feel comfortable. For example, you might share new hires’ hobbies, interests and a brief professional background.

In your announcement, encourage other team members to say hello and extend a personal welcome to new hires in the workplace. Consider inviting new hires out to lunch with their teams on the first day so they feel welcome and valued from day one.

Schedule time for onboarding feedback

Arrange a time to meet with new employees after their first week or two. This meeting helps you gauge how they’re adjusting and whether they have any input concerning their onboarding plan. This conversation could reveal areas of opportunity in your onboarding process or items to add to your checklist.

Set up a 30-, 60- and 90-day check-in plan

Schedule time to check in with new hires at regular intervals, including after their first month, second month and first quarter. These meetings offer employees opportunities to share concerns or feedback about their training and discuss how well they’re adapting to their roles.

Depending on your objectives, add or remove items from your new-hire onboarding process. Creating a well-organized onboarding checklist can ensure a smooth experience for new hires, managers and coworkers alike.