The Ultimate Guide to Onboarding New Hires
By Marta Gongos Onboarding new hires isn’t just paperwork; it’s the foundation for long-term employee success. This guide breaks down the onboarding process from pre-boarding through the first 90 days (and beyond), with practical steps for day one, week one, 30/60/90-day milestones, and remote employee onboarding tips that help new team members feel supported, clear on expectations, and connected to your company culture.
Employee onboarding carries significant weight as it lays the foundation for a new hire’s future success or failure. Any miscommunications or errors during onboarding can lead to detrimental repercussions that affect not only the individual but also the entire team and company.
The general goal of the new employee onboarding process is to facilitate the seamless integration of new hires into the organization. This welcoming process provides them with the necessary tools, knowledge, and support they need to fulfill their responsibilities in their new roles.
Additionally, an effective onboarding process fosters employee engagement and introduces the company culture, while also communicating vital information. It sets your new team members up to build their career at your company.
During this phase of recruitment, HR professionals ensure that all documentation regarding regulations, compensation, perks, and policies is properly prepared, signed, and filed. Additionally, they oversee orientation sessions and provide supplementary resources to enhance the onboarding experience.
Set New Employees Up for Success
This guide takes you from a new hire’s first day all the way through their three-month milestone and beyond. By following these tips, you can help new employees settle in smoothly and create a more productive and engaged team!
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Creating an Effective Onboarding Process
Identifying top candidates for a position is only the beginning. The onboarding experience plays a pivotal role in the success of a new team member.
So what is the onboarding process, and what does it entail?
Pre-Boarding
The hiring manager typically oversees the pre-onboarding and onboarding phases, with senior team members assisting as needed. The former focuses on the period from job offer acceptance to the employee’s first day, involving administrative tasks such as document verification, contract signing, and sharing essential details to orient the new hire within the company.
This is also the time to set up the new hire’s workspace with everything they’ll need to perform their job effectively. Ensure that all essentials, such as a desk, email credentials, and any other necessary tools, are ready for them when onboarding begins.
Improve the employee onboarding experience with Ad Culture
The First Day
The data has spoken: Employees are 69% more likely to stay with a company for three years or longer if they have a positive onboarding experience. The first day gives new hires a glimpse of future possibilities at a new job, so make it a good one!
Simplify the onboarding process by providing a guided tour of the office and facilitating introductions to your new hire’s new colleagues. Since they’ll be spending most weekdays in this workspace, encouraging familiarity with the space and relationship-building with colleagues is an ideal first step.
Orientation
While ongoing on-the-job training sessions will help integrate new employees, orientation is a singular event in the onboarding process that introduces the new hire to your company.
Orientation gives them essential info to feel at ease in their new job.
When done properly, the orientation process helps employees adjust to their new work environments. Make sure not to overlook even the smallest details. Meeting colleagues, learning about company culture and values, and understanding company policies and organizational structure will help new hires feel at home in your organization.
Provide Resources and Support
Every job comes with its own set of tools, software, and employee handbook. The work environment is new for your recruit, and they may use these resources for the first time. Explain everything in detail as you introduce it, and be ready for any questions they might have.
Sometimes, the best resource isn’t a computer or an app, but a person. Consider assigning a mentor or onboarding buddy to help answer questions, provide ongoing support, and address any concerns that may arise throughout the process.
Related Resources:
📝 Diversity and Inclusion: 5 Best Practices for the Workplace
📝 What Are The Stages of the Recruitment Process?
📝 The Top 5 Employee Retention Strategies
The First Week
Success in the first week at work comes down to how well your new employee adjusts to the work environment, and that’s up to you. This part of the new employee onboarding process is about getting a new hire comfortable with their new organization and role.
HR Procedures
Now is a great time to check in on the new hire paperwork from the first day. Double-check to ensure all essential info, such as emergency contacts and medical issues, is up-to-date.
You’ll also likely need this paperwork to set up payroll. Take the time when onboarding new hires to delve into the details of benefits, tax information, and other company policies related to total compensation, if it hasn’t already been covered.
Training and Development
Everyone is unique, so there isn’t a “perfect” way to train new hires during employee onboarding. While keeping the basis of your process the same, aim to customize training plans that help new employees master the ins and outs of their job descriptions and responsibilities.
- → To avoid overwhelming new employees, use their first week for meetings and workshops.
In one study, 23% of people who quit their jobs within the first six months said they’d have stayed had their responsibilities been clearer. Ensure you make responsibilities crystal clear.
Social Integration
The workplace may be a professional environment, but that doesn’t mean there isn’t room for fun. When onboarding new hires, week one should balance work and play, showcasing the unique company culture that makes your employees want to work for you. Not only does this boost employee retention, but it boosts morale.
In the spirit of fostering a work environment where every team member is motivated, plan engaging social activities. Organize a day of fun, whether it’s a park day, fitness class, or even a group lunch.
Choose a weekday instead of a weekend to impress your employees. In the end, everyone will benefit from this kind of engagement, but your new hire will definitely appreciate it when they have the opportunity to connect with their coworkers.
Related Resource: How To Motivate Employees as a Manager
The First 30, 60, and 90 Days
Setting SMART Goals
The first week was the new hire’s introduction to the organization, but the subsequent 30, 60, and 90 days of the employee onboarding program are a learning phase.
Help them set SMART goals (meant to be Specific, Measurable, Achievable, Relevant, and Time-Bound). Establishing attainable objectives within a defined timeframe boosts an employee’s confidence and demonstrates belief in their abilities. This approach provides them with a framework for learning, growth, and overcoming obstacles, fostering a sense of accomplishment.
Related Resource: How to Succeed at Work in the First 30/60/90 Days
Schedule Frequent Check-Ins
Whether your new hire works on-site or remotely, schedule regular check-ins. Exchanging feedback is a collaborative process that proactively addresses performance issues and recognizes achievements.
Weekly check-ins might work well, or perhaps biweekly if they’re already getting into the swing of things. The key is striking a balance between showing you care and not coming across as too overbearing in the employee onboarding process.
Related Resource: 6 Steps to Create a Performance Improvement Plan
Performance Review
Conclude the first 90 days with a comprehensive performance evaluation. As a manager, ensure your employee onboarding process concludes with commendation and constructive feedback. Provide a clear and succinct assessment, with actionable recommendations and guidance for the road ahead.
Discussing the past and present is valuable, but staying focused on the future is key. It’s important that employees gain actionable insights for their roles. First and foremost, ensure they understand the evaluation criteria and the timing of the next performance review.
Related Resources: 6 Steps to Create a Performance Improvement Plan
Tips for Onboarding Remote Employees
With an increasing number of employees working from home, effective remote onboarding has become more needed than ever. Consider this when hiring individuals who will be operating in international settings.
Assign an Onboarding Buddy
Just like in-person onboarding, assign your new hire an onboarding buddy. This first contact sets the tone for a new employee’s integration and introduces important information about organizational culture, company policies, job expectations, and responsibilities.
The individual responsible for onboarding remote employees should ideally possess a wealth of experience in the relevant area or department. Additionally, they should be adept at providing not only practical guidance but in cultivating a welcoming and supportive environment by providing resources and assistance.
Related Resources:
📝How to Create An Effective Employee Onboarding Process
📝The Pros and Cons of Employees Working From Home: The Employers’ Take
Contextualize Their Work
Working remotely is convenient and efficient in more ways than one. Still, it does come with the potential downside of feeling disconnected from the physical aspects of being part of a company. This can be especially noticeable in the onboarding process and can greatly impact a new employee’s experience.
Ensure you place their work within the broader context. Each employee plays a vital role in the smooth operation of a company’s processes. It’s your responsibility to illustrate to them how their efforts directly contribute to the company’s success.
Set Up Tech Before the Onboarding Process
If your remote employee needs office equipment, such as a computer or printer, ship it before their start date. Arrange for your IT manager to assist with software installation to ensure a smooth onboarding experience.
Facilitate 1-on-1 Meetings
To foster a sense of teamwork that transcends the four walls of a digital workplace, make it a point to have everyone meet their new colleague.
- → One of the most efficient ways is to set up a spreadsheet for meeting appointments or simply add calendar invites to Outlook for Zoom calls.
- → Another effective method is to send a group email to encourage everyone to say hello. Just be sure to follow up!
Key Takeaways
- Onboarding is a retention lever: A strong new employee onboarding experience can significantly increase the chances a hire stays long-term.
- Start before day one (pre-boarding): Handle admin early (documents, contracts, policies) and make sure tools + access (email credentials, workspace, equipment) are ready before the employee’s first day.
- Make the first day welcoming + structured: Office tour, introductions, and a focused orientation help reduce anxiety and set expectations around culture, values, and policies.
- Resources matter, but so do people. Provide tool walkthroughs and consider assigning an onboarding buddy/mentor to support questions and build confidence.
- Week one = clarity + comfort: Confirm HR procedures (payroll/benefits/tax information), begin role training without overwhelming the new hire, and support social integration so they feel part of the team.
- 30/60/90 days should be measurable: Use SMART goals, job-specific KPIs, and clear performance expectations to guide growth and accountability.
- Check-ins prevent early churn: Regular feedback loops (weekly or biweekly) help catch confusion early and reinforce progress.
- Wrap 90 days with a forward-looking review: End onboarding with a performance evaluation that includes recognition, constructive feedback, and next steps.
- Remote onboarding needs extra intentionality: Set up tech in advance, schedule 1:1 meet-and-greets, and consistently connect the hire’s work to the broader mission to prevent isolation.
Onboarding —> Company MVP
A successful onboarding sets the stage for a better employee experience. You’ll reap the rewards of improved performance, increased job satisfaction, employee retention, and a healthier company culture. Ad Culture is here to help with the onboarding process, and the hiring, too!
