What is employee onboarding? 

Employee onboarding is the structured process of welcoming and integrating new hires into a company.

Onboarding includes training, introductions, and support to help new team members become productive, engaged, and confident in their roles.

First impressions matter, and onboarding is the first real experience a new hire has as a team member. According to Brandon Hall Group’s HCM Outlook 2024 report, 71 percent of organizations believe they need to do a better job providing equitable onboarding for on-site and remote team members. A thoughtful, well-structured onboarding program signals to new joiners that they’ve made the right choice and sets the foundation for long-term engagement and retention. 

Employee onboarding aims to integrate new joiners smoothly into a company and its culture. Effective onboarding accelerates adaptation to company processes and procedures so new joiners can quickly become productive team members.

This article explores onboarding, its purpose, phases, best practices, and how to create an effective onboarding process.

Key insights

• Employee onboarding helps new hires understand their roles, expectations, and company culture
• Effective onboarding improves retention, engagement, productivity, and team member satisfaction
• The onboarding process typically includes preparation, orientation, training, and team integration
• Personalized support, mentorship, and regular feedback help people succeed long-term
• Onboarding software streamlines paperwork, communication, and training administration

What is employee onboarding? 

Onboarding is a people-first experience that helps new hires connect with the company culture, build relationships, and learn the tools, processes, and responsibilities needed to succeed in their role. A thoughtful onboarding journey helps new hires build confidence and become productive members of the team more quickly. 

Onboarding programs ideally help new hires:

• Understand their roles and responsibilities
• Get comfortable in their new setting
• Meet their teammates
• Learn company policies and protocols

At the same time, successful onboarding supports workforce management by creating a smoother transition for new hires, reducing early turnover, and setting team members up for long-term success.

<< Use this free checklist to create an effective onboarding process >>

How long does onboarding last?

New hire onboarding can last anywhere from a few months to a full year, depending on the role, organization, and level of training required. The company’s size and role complexity can affect how much time and ongoing support a new hire requires.

Why is employee onboarding important?

A great onboarding program helps with: 

• Retention: Poor onboarding is one of the leading drivers of early turnover. Research from SHRM found that team members who experience a structured onboarding program are 69 percent more likely to stay with a company for up to three years. Given that replacing a team member can cost anywhere from 50 to 200 percent of their annual salary, investing in a quality onboarding experience pays for itself many times over.
• Engagement from day one: Team members who connect with their colleagues and engage with their teams early on are more likely to become engaged contributors. According to Gallup’s 2024 State of the Global Workplace report, low team member engagement costs the global economy an estimated $8.9 trillion, highlighting the importance of creating a positive experience from day one. 
• Long-term loyalty: New hires who feel connected to their team and aligned with company values are more likely to stay and grow with the organization. Research cited by SHRM found that organizations with a strong onboarding process can improve new-hire retention by as much as 82 percent. 

Phases of employee onboarding

Whether a new hire goes through remote onboarding or goes through the process in the office, the phases will generally remain the same. 

Preboarding 

Preboarding is the period between accepting the job offer and the first day of work. It can include: 

• Helping new team members complete all necessary paperwork 
• Helping them relocate, when applicable 
• Sharing company traditions, achievements, and team stories to help new hires feel welcomed and connected. 
• Sending documents, videos, and other materials that show how your organization works and what they can expect 

Orientation 

Orientation typically starts on the team member’s first day and involves introducing them to the company’s policies, procedures, and benefits. For in-person onboarding, it also includes a tour of the office and in-person introductions with colleagues and managers.

Well-structured new joiner orientation allows people to be productive as early as possible, collaborate effectively with their team, and quickly learn relevant systems, tools, and processes. Orientation can include:

• A welcome from leadership or a senior team member
• An overview of company values, mission, and culture
• Introductions to key colleagues and cross-functional partners
• A walkthrough of tools, systems, and internal platforms
• An explanation of benefits, policies, and key HR processes

Training 

Training takes place in the first three months and provides the new hire with the skills, knowledge, and resources they need to carry out their work effectively.

Effective training programs are role-specific and follow a well-structured process that guides new people through everything they need to succeed in their roles. To help them learn comfortably, training can include:

• One-on-one coaching with a manager or senior colleague
• Blended learning, combining live sessions with self-paced modules
• Job shadowing to observe best practices in action
• Microlearning for complex or technical topics
• Role-specific walkthroughs of tools, workflows, and processes

Integration 

Integration is the final phase of onboarding and focuses on helping the new person become a productive, engaged member of the team through ongoing support, feedback, and opportunities.

During integration, encourage managers to set up regular check-ins, provide continuous feedback, and create ample opportunities for social interaction with the team. Integration can include:

• Weekly or biweekly one-on-ones with the manager
• 30-, 60-, and 90-day performance and progress reviews
• Participation in team-building activities or social events
• Continued access to mentorship or buddy support
• Opportunities to take on new responsibilities as confidence grows

<< Download free onboarding templates to create a welcoming experience >>

How to create an employee onboarding program

To streamline onboarding of new team members, businesses can use a structured program that provides clear expectations, supports engagement, and accelerates the integration of new joiners into their roles.

1. Define your onboarding goals

Set specific goals to track and manage the onboarding process. Ensure each goal remains clearly defined, realistic, and measurable. For example, you may create time-bound goals, like finishing preboarding documentation in one day and completing training sessions within the first month.

When onboarding different roles, such as a salesperson or an IT specialist, HR teams can adjust the goals to account for variations in onboarding processes and timelines.

2. Help the new hire connect with team members and leadership

Building connections early is one of the most effective ways to accelerate a new hire’s sense of belonging. Before a new joiner’s first day, consider scheduling a brief call or sending a video introduction from their future team. Once they start, facilitate introductions with key colleagues across departments—not just their immediate team.

Initiate the preboarding process by using the time between signing the contract and the official start date to start building relationships. Send a welcome video from the team, share bios or a “who’s who” of the people they’ll be working with, and schedule an informal call between the new joiner and their future colleagues before day one. This gives them familiar faces to look for on day one and a head start on feeling connected.

Pair new hires with a buddy or mentor from day one, and encourage managers to make themselves accessible for informal conversations as well as structured meetings. This kind of relationship-building accelerates trust, improves collaboration, and helps new hires feel like they genuinely belong.

3. Guide the first 30 days

The first 30 days are about orientation. New hires need time to absorb information, build relationships, and find their footing, so this phase should prioritize clarity over output.

During the first month, focus on:

• Completing orientation and role-specific training
• Facilitating introductions with cross-functional teams
• Setting clear short-term goals and explaining how you measure success
• Scheduling regular check-ins to answer questions and address any confusion early

Use this period to ensure new hires have everything they need, including access to tools, relevant documentation, and a clear understanding of their role and responsibilities. A well-structured feedback loop from the start helps identify blockers before they become bigger issues.

4. Support the 60–90 day integration period

The first few months after hire play an important role in retention and long-term success. According to SHRM, organizations should track retention thresholds during the first 90 days, as this is often when new joiners are most likely to leave if expectations, support, or onboarding fall short. The 60–90 day period provides an opportunity to strengthen integration and help new hires build confidence in their role.

Managers can guide new team members to embrace the company culture as quickly as possible, starting from preboarding. Try sharing stories of company traditions, values, and successes; organizing informal meet-and-greets or virtual coffee chats for remote joiners; and encouraging participation in team-building activities or social events.

Existing team members play an important role during this period. When their actions reflect the company culture, new team members align more quickly, strengthening trust and transparency. At the end of the first 90 days, new hires should feel capable in their role, connected to their team, and confident in the company’s direction. 

5. Implement a feedback system

A structured feedback system ensures new team members get the support they need throughout their onboarding journey. It also helps HR and managers spot issues before they affect retention.

Start by scheduling formal check-ins at the 30-, 60-, and 90-day marks. During each session, ask targeted questions: Is the new hire making enough progress in their training? What roadblocks might be preventing full assimilation into their role? Do they feel supported by their manager and team?

To implement an effective feedback system:

• Use structured survey tools or pulse check-ins to collect regular, honest input from new hires
• Establish clear performance metrics to measure progress at each stage
• Schedule dedicated one-on-ones between the new hire and their manager to discuss progress, concerns, and goals
• Encourage employee feedback in both directions—new hires should feel safe sharing what’s working and what isn’t

Providing new team members with continuous support and feedback helps them feel recognized, valued, and connected to their work. According to Gallup’s 2024 workplace research, team members who receive high-quality recognition are 45 percent less likely to leave their organization after two years. This highlights the strong relationship between engagement, recognition, and retention, making regular feedback an important part of a successful onboarding experience.

6. Automate your employee onboarding process

Automating employee onboarding can make the process easier and more efficient while also giving new hires a consistent, positive experience. Here are some tips for onboarding automation:

• Offer online tools and resources, such as videos, webinars, and e-learning modules for training and orientation
• Use digital forms and workflows to automate paperwork
• Create an onboarding portal or platform that new hires can access to find information about the company, their roles, and the onboarding process
• Implement technology that makes communication and collaboration between new hires, managers, and HR easier
• Use automation tools to send reminders and follow-up messages to new team members and their managers throughout the onboarding process

<< Download a free onboarding checklist so you don’t miss a thing >>

Employee onboarding best practices to create a positive first experience

A great onboarding experience is the result of deliberate planning, consistent communication, and a genuine commitment to people. Before day one even arrives, a well-crafted onboarding email template sets the tone, covering arrival time, dress code, parking details, and whom to connect with upon arrival. From there, each touchpoint should reinforce that the new hire made the right choice.

1. Welcome new hires and introduce company culture

According to Oxford College of Management, adjusting to a new company culture can take up to 90 days, but first impressions still make a major impact. Start welcoming new hires before their first day with a personalized message from their manager, a small welcome gift, or a short video introducing the team.

During preboarding, share stories about company traditions, milestones, and values. For remote joiners, organize virtual coffee chats or informal video introductions to help bridge the distance. On day one, run an orientation that brings the company’s mission, culture, and purpose to life as real examples of how the team operates rather than talking points.

Existing team members play a powerful role here. When they visibly model the company culture, new hires align more quickly, which can help them feel like they truly belong.

2. Provide necessary tools and resources

Getting new hires set up quickly and confidently is essential to early productivity. Before their first day, ensure all equipment, system access, logins, and key links are ready. An unprepared workstation or missing credentials on day one creates unnecessary friction and undermines confidence.

Once onboard, avoid overwhelming new hires with information all at once. Instead, introduce tools progressively—starting with the platforms they’ll use daily and expanding from there. Pair each new tool with a walkthrough or tutorial, and consider using self-paced e-learning modules so new hires can revisit information as needed.

Provide new hires with the passwords, links, and relevant documentation they need from day one, and designate a clear point of contact for technical questions so no one feels stuck.

Offer access to learning and development opportunities early on so people can continue building skills and confidence in their new role. 

3. Assign an onboarding buddy

An onboarding buddy is one of the simplest and most effective ways to help new hires settle in quickly. Microsoft research shows that people who build strong workplace connections early are more likely to feel supported, engaged, and productive in their roles. 

A buddy’s role is to be an approachable, informal resource—someone who can walk the new hire through unwritten norms, help them navigate company expectations, and answer the questions they might be too self-conscious to ask their manager. Pair new hires with someone in a similar or adjacent role who has been with the company long enough to offer genuine insight, but recent enough to still remember what it felt like to be new.

Set clear expectations for the buddy relationship from the start: how often they should meet, what topics to cover, and how long the arrangement will last.

4. Encourage open communication

Open communication is the backbone of a successful onboarding experience. From their first week, invite new team members to participate in team lunches, virtual coffee breaks, and informal social events. These low-pressure interactions build the kind of trust that formal meetings rarely do.

Consider pairing new hires with a mentor who can provide longer-term guidance, feedback, and advocacy within the organization. Mentorship programs have been shown to improve retention and accelerate career development, particularly for early-career team members.

Create channels—whether through regular manager check-ins, pulse surveys, or open-door policies—where new hires feel safe raising concerns and asking questions without judgment. Schedule regular check-ins throughout the first 90 days to answer questions, provide feedback, reinforce expectations, and ensure new hires are integrating successfully into their role and team. 

What is employee onboarding software?

Employee onboarding software is an HR tech tool businesses use to integrate new team members into their organization. It automates the onboarding process from the pre-hire phase to the first six months on the job, making it easier for HR teams to manage and track new hires’ progress. 

How to choose employee onboarding software

When choosing new onboarding software, consider:

• Features: Look for software that offers the features you need to manage your onboarding process effectively, such as digital forms, automated workflows, and training resources. You can get customizable software to fit your organization’s policies, procedures, and brand.
• User experience: User experience determines how well and fast your people will adopt the software. Choose software that prioritizes intuitiveness and accessibility and is easy to use and navigate for new hires and HR teams.
• Integration: Think about how well the software integrates with other HR tools and systems, such as your HRIS and payroll software. Integration helps to centralize data and processes to avoid information silos and also streamline your work.
• Support and training: Ongoing development can help with successful implementation and drive adoption. Look for software providers that offer training resources to help you get the most out of the software.

Improve company culture with a supportive onboarding program

A strong onboarding program is a series of deliberate moments: pre-boarding outreach, first introductions, buddy pairing, and the 90-day check-in. Getting each of these right signals to new hires that they matter before they’ve proven anything, which is exactly when it counts most.

Companies that treat onboarding this way build the foundation for a culture where people choose to stay and do their best work.

<< Download HiBob’s free employee onboarding templates and checklists to streamline every stage of onboarding and help new team members feel supported from day one >>

Employee onboarding FAQs

What is the 30-60-90 onboarding rule?

The 30-60-90 rule is a structured framework that breaks the onboarding period into three distinct phases, each with its own goals and milestones.

In the first 30 days, the focus is on learning: understanding the role, getting familiar with tools and processes, and building initial relationships. In the next 30 days (days 31–60), new hires begin to contribute more independently, apply what they’ve learned, and start owning parts of their work. After days 61–90, the goal is full integration—the new hire is performing confidently, contributing to team goals, and building toward longer-term objectives.

Managers can use this framework to set clear expectations at each stage, provide structured feedback, and identify any gaps before they become retention risks.

How does onboarding relate to employee retention?

Onboarding has a direct and measurable impact on retention. As discussed earlier, structured onboarding programs can help organizations retain team members over the long term. Conversely, poor onboarding is one of the top reasons new hires leave within their first six months. 

When team members feel welcomed, well-prepared, and connected to their team and company culture from the start, they’re far more likely to develop the engagement and loyalty that drives long-term tenure. Think of onboarding as the foundation: the stronger it is, the more stable everything built on top of it will be.

What are the 5 Cs of onboarding?

The 5 Cs of onboarding are a widely used framework for designing a comprehensive new hire experience:

1. Compliance: Ensuring new hires understand and complete required policies, legal documentation, and workplace rules
2. Clarification: Helping new joiners understand their role, responsibilities, and performance expectations.
3. Culture: Introducing new hires to the company’s values, mission, norms, and ways of working.
4. Connection: Facilitating meaningful relationships with teammates, managers, and mentors.
5. Check-in: Providing regular feedback, support, and opportunities to flag concerns throughout the onboarding journey.

Together, these five elements create a well-rounded onboarding experience that addresses both the practical and relational needs of new hires.

What is the purpose of onboarding?

Onboarding helps new hires become familiar with their roles and feel welcomed, valued, and supported by the company. This can reduce a team member’s time to productivity—the time it takes to become familiar enough with their role to work effectively.

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