A Guide to the Employee Onboarding Process

• Onboarding helps new hires settle in, understand their role and start contributing.
• A clear onboarding process reduces early resignations and boosts engagement.
• Start before day one with pre-boarding. Welcome the new hires, share info, prepare the workplace and provide necessary equipment.
• Provide a proper orientation that covers the company’s rules and introduces key team members.
• Overloading new hires with too much information or setting unrealistic goals can push people away.

The employee onboarding process is the steps a company takes to help new employees settle in. It introduces them to the company, shows them how things work and provides the information and support they need to do their job well.

Starting a new job can be stressful. Without a proper onboarding process, employees can easily feel overwhelmed. This can lead to low engagement, early resignations and subsequent costly hiring cycles.

A good onboarding experience, on the other hand, helps new starters understand their role, connect to the company culture, build relationships with colleagues and develop the knowledge to perform well.

Good onboarding starts before the employee walks through the door.

Before the first day, send a welcome email with important details, such as the start time, location, or login instructions. Set up IT accounts, emails and any equipment the employee will need.

Make sure a workspace is ready or, for remote workers, ensure they have the tools to work from home. Share a schedule for the first week so they know what to expect.

These small steps will prevent disruptions and streamline the settling-in period.

The orientation phase happens during a new hire’s first day or week. It’s your opportunity to introduce them to your company’s mission, values and culture in a structured way.

During this phase, make sure you cover essential information. Share your company policies, procedures and compliance requirements. Give new employees a clear understanding of workplace expectations, including health and safety policies and any GDPR responsibilities.

Introduce them to key team members and managers. Organise a tour of your workplace or arrange a virtual walkthrough for remote employees. Help them understand how teams are structured, who they will work with and how their role fits into the wider business.

Orientation should also create a sense of belonging. Where possible, assign a mentor who can provide support and act as a first point of contact. Encourage early social interaction through team meetings, coffee chats or casual introductions.

A structured, welcoming orientation helps employees settle quickly, feel part of the team and build the confidence they need to perform.

The training phase helps new hires develop the skills and knowledge they need to do their jobs effectively.

Depending on the role, this phase usually lasts from one to eight weeks. During this time, run targeted training sessions that cover both job-specific tasks and broader company processes.

Focus on the skills and equipment new employees must use day-to-day, along with any systems or procedures they must follow.

The aim is to give new hires the tools they need to meet performance standards. Good training builds their confidence, speeds up their adjustment and makes sure their skills align with your business goals.

The transition phase starts when training ends. This is when new hires begin taking full responsibility for their tasks and working more independently.

You should give them real, hands-on work, involve them in projects and encourage collaboration with the team. This helps the transition from structured learning to active participation in daily tasks and team activities.

During this time, keep offering support and regular feedback. Check that they understand their role, feel part of the team and are contributing to business goals. A strong transition helps new hires feel confident, perform well and fully integrate into your workplace culture.

Don’t throw the whole knowledge base at new hires in the first week. It overwhelms them and they won’t remember most of it. Spend time picking what matters and keep it focused. It’ll stick better.

New hires want to get things right. They need to hear what’s working and what’s not. Good feedback helps them adjust fast and also keeps them engaged.

Don’t wait for them to ask. Bring it up early. Waiting too long may leave your new hire thinking they’ve started poorly.

Onboarding isn’t one meeting and done. It happens over weeks, even months. New hires interact with others every day. If your team isn’t ready to guide them, they’ll get lost.

Tell your team to be involved. It helps the new hire settle in and builds trust.

New people want to know if there’s a future in your company. Be clear about how they can move forward and what’s expected.

Goals matter. But if they’re unrealistic, you risk putting people off.

Don’t kill that early enthusiasm. Set clear, fair goals and check in. If it’s not working, change the plan.

Training plays a key role in getting onboarding right. It gives new hires the guidance they need to adjust quickly and start performing. Without proper training, even small gaps in onboarding can lead to confusion, delays or early exits.

We offer a comprehensive range of courses covering essential topics like workplace behaviour, equality and diversity, bullying and harassment, GDPR awareness and much more. Each course provides clear, practical guidance to help you manage people and processes more effectively.

Train your team and build a workplace that runs smoothly and meets compliance standards.