New employee onboarding: Steps you can’t afford to miss

What is employee onboarding and why is it important?

Employee onboarding is the process of integrating a new hire into a company by introducing them to the company's teams, culture and operations.

While training a new hire teaches them the basics of a job role, onboarding is more focused on introducing them to your company’s teams and culture.

A solid onboarding program can increase employee retention and engagement. Extending a warm welcome and giving your new hires everything they need to do their jobs is essential.

Steps for a successful onboarding experience

Before the first day

Make a plan

Create an orientation plan that covers the first few weeks and months on the job.

Carol-Ann Lavoie, Senior Advisor, Employee Experience at BDC, notes that AI tools can be helpful at this stage: “It can improve the onboarding experience by automating certain administrative tasks.” For example, some AI tools can generate a generic onboarding timeline that you can then adapt to your business.

You can also download our staff onboarding checklist to help guide you through the first 90 days of onboarding.

Spread orientation and integration activities over a few days or weeks to avoid overwhelming new employees with too much information on the first day.

Onboarding remote or hybrid workers

According to Carol-Ann Lavoie, remote onboarding needs more planning to be successful.

“Whether the employee is remote or in-person, the key moments that make a difference in successful onboarding are the same,” she says. “However, the distance adds an extra layer of complexity. It requires planned touchpoints.”

This is where a mentor can make a real difference.

Assign a mentor

With the help of the employee’s supervisor, pick a mentor or buddy. They can supervise your new hire for the first few weeks or months, answer questions and help them integrate into the team. If needed, give the mentor time off from their other tasks. Also ask other team members to help welcome and settle the employee.

The mentor’s role is crucial. There is more to onboarding than learning how to do the job. “Managers and team members play a vital role in the onboarding process,” Lavoie says. “Many elements of success in a role are intangible.”

Big things, like workplace culture, take time to learn. “Having strong relationships is crucial for retention, engagement and satisfaction with the process.”

Set up the workspace

Prepare a neat and organized workspace for the employee with all needed equipment or material: a desk, computer, phone, tools, pens, notebook, safety equipment or company attire.

Check-in

Contact the employee before their first day to see if they have what they need to begin and to discuss any concerns.

Day one

Greeting

Make sure the mentor and supervisor are there to greet their new colleague. The employee should get a tour of the premises, including their workspace, equipment, bathrooms, eating areas and parking spots.

Make introductions to your team, especially people they will work with directly, union representatives if applicable and, when possible, the president and senior executives.

Present an orientation package

Give your new employee an orientation package.

It can include:

• a welcome message
• the job offer letter or employment contract
• policies and procedures
• and company background material, such as your vision, mission statement, marketing material and an overview of your strategic plan

Lavoie suggests turning to technology to help with specific human resources duties. “You can use AI tools to automate certain administrative tasks, like sending standardized information and forms to new employees.” For example, your orientation package could be emailed automatically on your employee’s first day.

Also, provide passwords, badges, business cards, keys, company attire, devices or equipment.

Introductory meeting

The mentor should review the orientation material, meeting schedules, production requirements, training, administrative processes and unique aspects of the company culture.

Employees should also be given time to fill out paperwork, like employee information forms, tax forms and non-disclosure agreements.

Lunch and informal gathering

Encourage the supervisor, mentor and other team members to have lunch with the employee for the first few days. Also, consider holding an informal lunch or after-hours gathering for the employees to welcome them aboard.

Week one and beyond

Train and integrate

During the first week and after, as needed, the supervisor and mentor should ensure the employee gets training on equipment and processes. Then, they can assign tasks to their new colleague.

Follow up

Supervisors and mentors should check in with the employee daily during the first week to see how integration is going, answer questions and monitor training.

During the second week, a more in-depth meeting with the new hire can be held to review integration, ensure a good understanding of responsibilities and business processes, and ask if they’ve had any surprises.

Remember to get feedback on your orientation process and overall operation—the employee may have valuable input. Their feedback can help improve your processes for future hires.

Follow up again at regular intervals. Best practice can involve checking in after one, three, six and 12 months.

Review performance

After 90 days, hold a formal meeting with the employee, which may include a performance review. Aim to complete this before the probationary period ends and review the mentor’s and supervisor’s contributions to ensure accountability.

Measure success

It’s good business practice to determine whether your company’s onboarding process is successful. According to Lavoie, companies can use surveys to check how new employees work in their roles and within the company.

Still, she adds, onboarding is a continuous process. Supporting new hires beyond the initial orientation period means helping them establish “formal and informal relationships, understand the team’s informal culture, and develop a network of contacts,” notes Lavoie. Once new employees reach those milestones, they’re well on their way to positively contributing to your company for many years.

Download our free guide on employee hiring and retention for more practical advice.