Employee onboarding is more than just a formal introduction to a new workplace—it's the foundation of your company's success. An effective onboarding program equips new hires with the necessary skills and knowledge, fosters engagement, enhances productivity, and improves retention rates.
Organizations that focus on thoughtful onboarding reap the rewards—engaged employees, increased productivity, and reduced turnover. An LMS simplifies this process, giving you the tools to create onboarding experiences that are impactful for every new hire. In this article, we’ll explore the definition of employee onboarding and outline its key stages. We’ll also provide essential checklists, best practices, and solutions to common challenges—all to help you create an onboarding process that benefits your employees and your organization.
What is employee onboarding?
Definition and purpose of onboarding
Employee onboarding is a comprehensive process designed to effectively integrate new hires into an organization. It involves training and learning activities that help employees understand their roles, responsibilities, and the company's culture. Unlike a brief orientation session, onboarding is an extended program that equips new team members with the knowledge and tools they need to succeed.
The primary purpose of onboarding is to acclimate new employees to your organization's mission, values, and goals. It boosts engagement by encouraging connections with colleagues and promoting a sense of belonging. At the same time, onboarding prepares employees with the training and resources they need to succeed in their roles. A good onboarding process increases employee satisfaction and retention, reducing turnover rates.
As the saying goes, "You never get a second chance to make a first impression." Good onboarding sets the first impression, laying the foundation for a positive, productive, and lasting relationship.
Importance of effective onboarding
The first 90 days of employment shape a new hire's experience and ultimately predict their long-term organizational success. This period offers a unique opportunity to solidify their commitment and set them up as valuable contributors to the organization.
While most companies acknowledge the value of onboarding, few have established a truly effective program that boosts satisfaction and engagement. A mere 12% of workers strongly agree that their organization's onboarding adequately prepares them for their role and the company culture. This gap can have lasting consequences, negatively impacting engagement and retention.
On the other hand, effective onboarding can improve employee retention by up to 82% and boost new hire productivity by over 70%. A well-structured process helps new hires quickly adapt to their environment, understand their role, and acquire the knowledge and skills to excel. When new employees feel supported and prepared, they’re more likely to be engaged, productive, and committed to the organization's success.
Inadequate onboarding, however, can lead to feelings of disconnect and uncertainty. New hires without proper guidance and support may struggle to grasp their responsibilities, feel isolated from their colleagues, and ultimately disengage. A lack of connection often results in higher turnover within the first year, highlighting the importance of investing in a comprehensive onboarding program.
A good onboarding program taps into the initial enthusiasm of new hires, providing them with opportunities to connect with the company and engage with their work. By creating a solid foundation for learning and development, organizations can establish a pattern of success that empowers employees throughout their tenure.
Effective onboarding is a strategic investment that pays off by improving employee retention, productivity, and engagement. It cultivates a thriving workplace where employees feel valued, supported, and motivated to contribute their best work.
How important is employee onboarding to new hires?
Data shows that 91% of new hires who received an effective introduction to company culture training felt connected to their job role and workplace—compared to 29% who claimed their onboarding experience was insufficient.
Key stages of the onboarding process
A successful onboarding process is structured and spans several critical stages. Each phase builds upon the previous one to provide a seamless transition for the new hire.
Preboarding (preparation before day one)
Preboarding occurs after the employee accepts the job offer before their official start date. This stage sets the tone and welcomes new hires before stepping into the office.
Key activities during preboarding include sending a welcome packet with essential information such as company policies, dress code, and the first-day schedule. Setting up accounts, equipment, and preparing all necessary technology and system access are also important.
Delivering initial training materials through a learning management system (LMS), like Absorb LMS, allows employees to review resources quickly, reducing first-day overwhelm.
Day one: Orientation and introduction
The first day is about making the new employee feel comfortable and excited about their new role. Activities could include a welcome meeting, a workplace tour, and introductions to team members and key stakeholders.
Providing an orientation on the company's history, mission, values, and culture sets a good foundation. Introducing the new hire to the company's online learning platform and assigning initial courses gives them immediate access to necessary training materials.
First week: Building familiarity and foundations
During the first week, the focus shifts to deepening the new hire's understanding of their role and how it fits within the organization. Role-specific training kicks off, tailored to the employee's position.
Effective onboarding at this stage involves several vital elements. First, setting clear goals and expectations outlines short-term objectives and performance metrics to aim for. Furthermore, providing networking opportunities with cross-functional teams encourages collaboration and gives employees a broader understanding of the company.
To help new hires feel at home, encourage participation in team events or social gatherings. Finally, offer diverse training content such as videos, interactive modules, and quizzes. This approach caters to different learning styles and keeps the new hire engaged.
First 90 days: Goal setting and development
The initial 90 days are important for the new employee to demonstrate their skills while the organization supports their growth. Regular check-ins create opportunities to discuss progress and address any concerns. Assigning a mentor or buddy adds an extra layer of guidance and ensures questions are answered promptly.
Performance feedback during this period is essential. Constructive insights help refine skills and recognition of achievements builds confidence. Continuous learning opportunities should be provided to support ongoing development.
By setting clear goals and offering consistent support, organizations help new hires become productive team members more quickly.
First year: Ongoing support and review
Onboarding doesn’t stop after the first few months. Ongoing support throughout the first year provides sustained engagement and development. Formal performance reviews at the six-month and one-year marks offer valuable windows to evaluate progress.
Identifying opportunities for professional development and career advancement will keep employees motivated. Also, encouraging open dialogue about the onboarding experience allows for adjustments and improvements.
Updating training plans based on the employee's progress and goals ensures they continue to grow within the company.
Next, let’s outline the employee onboarding checklists for each stage mentioned above.
Employee onboarding checklists
To streamline the onboarding process, using checklists guarantees that all critical steps are completed at each stage.
Preboarding checklist
Before the new hire's first day, ensure a smooth transition by completing the following tasks:
- Send the offer letter and receive signed acceptance
- Provide a welcome packet with company information
- Set up email accounts and system access
- Prepare the workspace and equipment
- Assign initial LMS training courses
- Introduce the new hire to their mentor or buddy via email
First-day checklist
Make the new hire's first day memorable and informative by following these steps:
- Greet the new hire upon arrival
- Provide an office tour and introductions to team members
- Complete necessary HR paperwork
- Review the agenda for the first week
- Conduct an orientation session covering the company mission and values
- Walk through the LMS and assign day-one training modules
- Schedule initial meetings with key colleagues
30/60/90-Day checklist
Use these checklists to track the new hire's progress and provide them with feedback and support:
30-Day milestones
- Review progress on initial training modules
- Set short-term performance goals
- Provide feedback on the first month's achievements
- Address any questions or concerns
60-Day milestones
- Assess integration into the team and company culture
- Update training plans as needed
- Discuss long-term objectives
- Offer additional resources or support
90-Day milestones
- Conduct a formal performance review
- Evaluate goal attainment and set new targets
- Discuss career development opportunities
- Solicit feedback on the onboarding experience
Best practices for employee onboarding
Implementing best practices enhances the success of the onboarding process and contributes to employee satisfaction.
Creating a welcoming experience
Effective onboarding involves creating a personalized and supportive experience for each new hire. Personalizing the welcome, such as tailoring communications and materials to the individual, demonstrates attention to detail and respect, making them feel valued.
Furthermore, fostering inclusivity by encouraging participation in team activities and promoting an open culture helps new employees integrate smoothly. In addition to a welcoming environment, providing all necessary resources and tools, ensures they can work without delay.
Moreover, showing appreciation for the new hire's decision to join the company and expressing excitement about their future boosts morale and engagement. By taking these steps, organizations can create a welcoming onboarding experience that prepares new hires for success.
Role-specific training and resources
The best onboarding programs prioritize role-specific training and resources to help new hires feel prepared and confident. A key strategy is using an LMS to customize learning paths according to the employee's role and experience level.
Data shows that access to online training and learning increases employee retention by up to 60%. Using LMS guarantees that new hires receive relevant and targeted instruction, focusing on the specific knowledge and skills required for their position.
For example, a new sales representative might complete training in product knowledge, sales techniques, and customer relationship management. In contrast, a new software developer might focus on coding languages, development tools, and company-specific coding practices.
Beyond personalized learning paths, role-specific resources such as databases, internal documents, style guides, or specialized software enables new hires to perform their duties well.
Providing job aids, checklists, and quick reference guides can further support new hires in their day-to-day tasks, allowing them to find answers to common questions and challenges quickly. By tailoring training to specific roles, organizations show a commitment to employee success and foster a sense of belonging.
When new hires feel equipped with the necessary tools and knowledge to excel, they’re more likely to stay engaged, productive, and committed to the organization's success. This targeted approach accelerates the learning curve and creates a positive, fulfilling onboarding experience.
Assigning mentors and buddies
Mentorship programs are a cornerstone of successful onboarding, offering new hires guidance, support, and a sense of belonging. Selecting appropriate mentors involves choosing experienced team members with relevant advice and, ideally, with similar career paths or backgrounds.
For effectiveness, the mentor's role should be clearly defined, with clear expectations for both mentors and mentees. This includes establishing open communication channels and encouraging regular interactions through scheduled meetings, informal check-ins, or online platforms.
Mentorship programs also promote knowledge sharing, giving new hires insights into company culture and best practices. This fosters a sense of community and speeds up their integration.
By pairing new hires with mentors, organizations provide a reliable support system for new hires that builds their confidence and sets the stage for long-term success.
Common challenges in onboarding and solutions
Even with the best intentions, onboarding can come with challenges. Identifying and addressing these issues is crucial for success.
Addressing information overload
New hires often face a common challenge during onboarding: information overload. Being bombarded with vast amounts of information in a short time can lead to confusion, stress, and, ultimately, poor retention. On the opposite side, providing too little information can leave employees feeling lost and unsupported. Striking the right balance is crucial for effective onboarding.
A good strategy for combating information overload is prioritizing content delivery. Focus on need-to-know information, gradually introducing additional topics as the employee settles in. This phased approach allows new hires to absorb and process information better.
Microlearning is another valuable technique. Organizations can make learning more digestible and engaging by breaking down training into bite-sized, manageable modules. This approach caters to shorter attention spans and accommodates busy schedules, allowing new hires to learn at their own pace.
An LMS can simplify microlearning by offering on-demand courses and a user-friendly platform with clear navigation. It enables employees to access the resources they need, when they need them, without feeling overwhelmed. This approach not only reduces stress but also builds new hires’ confidence, ensuring a smoother transition into their roles.
By strategically managing the flow of information and using tools like an LMS, organizations can create a more balanced and effective onboarding experience.
Ensuring cross-departmental communication
A consistent and cohesive onboarding experience across all departments builds a sense of unity and belonging among new hires. Inconsistent practices can cause confusion and frustration, creating a disconnect between teams.
To address this, organizations should standardize onboarding processes with a company-wide framework. Implementing a unified experience for all new employees guarantees everyone receives the same foundational information and has the exact expectations from the start.
At the same time, onboarding should also be tailored to specific roles. New hires should gain the knowledge and skills needed for their positions, balancing a cohesive company culture and individual employee success.
Beyond standardized training, encourage interaction between departments. Cross-departmental meetings, collaborative projects, or mentorship programs connect new hires with experienced employees. Cross-functional work promotes understanding, breaks down barriers, and encourages collaboration.
Finally, gathering regular feedback on the onboarding experience allows organizations to quickly identify and address inconsistencies. Employee input leads to continuous improvement and a positive onboarding experience for all. Organizations can cultivate a welcoming environment and set new hires up for success by creating a structured yet adaptable onboarding process.
Conclusion
Employee onboarding lays the groundwork for a new hire's success within an organization. Companies can significantly enhance employee engagement, productivity, and retention by understanding its importance and implementing structured stages—from preboarding to ongoing support.
Best practices like creating a welcoming environment, offering role-specific resources, and assigning mentors help new employees feel supported and valued. Addressing common challenges proactively and maintaining open communication channels fosters a positive work environment where employees can thrive. Ultimately, investing in effective onboarding is a win-win for employers and employees, leading to sustained organizational growth and success.
With Absorb LMS, you can deliver initial training that fuels employee engagement, confidence, and productivity. Our intuitive, scalable online employee training software helps you bring new hires up to speed faster, and it uses AI to customize the learner experience for each employee.
For more information about Absorb LMS, reach out to our experts or request a demo today.
Frequently asked questions (FAQs)
Q: How long does the onboarding process typically take?
A: While orientation may last a day or two, effective onboarding can span the first year of employment. The most critical phases occur within the first 90 days, but ongoing support and development are essential for sustained success.
Q: What’s the difference between orientation and onboarding?
A: Orientation is a one-time event focused on administrative tasks and basic company information. Onboarding is an extended process that integrates new hires into the company culture and equips them with the skills and knowledge to succeed in their roles.
Q: How can a learning management system (LMS) improve the onboarding process?
A: An LMS streamlines onboarding by providing centralized access to training materials, enabling personalized learning paths, tracking progress, and ensuring consistency across the organization. It caters to different learning styles and allows for self-paced learning.
Q: What are the benefits of personalized learning paths during onboarding?
A: Personalized learning paths cater to individual employee needs, accommodate different learning styles, and focus on role-specific skills. This leads to increased engagement, faster productivity, and a more effective learning experience.
Q: How does effective onboarding impact employee retention?
A: Effective onboarding significantly improves employee retention by making new hires feel valued, supported, and well-prepared for their roles. According to SHRM, organizations with solid onboarding processes improve new hire retention by 82 percent, reducing turnover rates and associated costs.
Q: What role do mentors play in onboarding?
A: Mentors provide guidance, answer questions, and help new hires navigate the company culture. They accelerate integration, offer support, and contribute to a more positive onboarding experience by sharing insights and best practices.
Q: How can we measure the success of our onboarding program?
A: Success is measured through metrics such as employee retention rates, time-to-productivity, feedback surveys, and performance evaluations. Regular assessments help identify areas for improvement and ensure that the onboarding program meets employee and organizational needs.
