A poorly executed employee onboarding process can leave new hires feeling disconnected, unprepared, and more likely to leave within months. A structured, engaging onboarding experience, on the other hand, improves retention, accelerates productivity, and helps new employees feel like valued members of the team from day one.
The employee onboarding process is a structured series of steps designed to introduce new hires to company policies, culture, and job responsibilities. It provides a clear framework to ensure consistency, helping new employees acclimate efficiently while setting them up for long-term success.
5 steps to build a killer employee onboarding process
Creating an effective employee onboarding process doesn’t have to be overwhelming. Whether you’re building from scratch or refining an existing approach, a structured plan ensures new hires feel supported, engaged, and ready to contribute. The following five steps will help you streamline your onboarding process, setting your team up for long-term success.
1. Identify your key onboarding players
Ready to start pulling out paperwork and mapping out a rough schedule? Not so fast. The best place to start is by figuring out everybody who needs to be involved in the onboarding of a new employee.
Yes, HR plays a major role here—but they shouldn’t be handling all of the onboarding responsibilities. Remember that this isn’t just your chance to get an employee up to speed, but also to let them get to know the people they’ll be working with regularly.
That means there will be a lot of different key players involved in welcoming a new employee to the team. This could include (but certainly isn’t limited to):
- HR department
- Manager
- Direct reports (if applicable)
- Close colleagues and team members
- Cross-functional team members
- Assigned mentor or buddy (more on this later)
Figuring out who’s involved is an important first step, as it will be helpful information as you move forward with mapping out the onboarding flow and assigning responsibilities.
2. Evaluate what is and isn’t working with your current process
You likely have some form of an onboarding process in place, even if it’s too unstructured to call a true “process.” However, it’s crucial to assess your current approach to identify what’s working and where improvements are needed.
You can do this by speaking with your existing employees, including:
- New hires who recently went through onboarding
- Managers and team members who are frequently involved in onboarding
- HR team members who handle onboarding tasks
Whether you want to send out a formal survey or just collect feedback through informal conversations is totally up to you. Your goal is to ask questions that give you insight into what needs to change with your current onboarding process.
Potential questions to ask include:
- What took you by surprise during your first week with our company?
- What’s one thing we could’ve done differently to improve your first week with us?
- Were there any major questions you still had after going through onboarding?
- What’s one thing about our current onboarding process that you think is working really well?
- What was the biggest challenge or frustration you frequently face during the onboarding process?
- If you had to describe our current onboarding process in one word, what word would you use?
Some of this might not be so easy to hear (constructive criticism rarely is!). But, since your goal is improving your process, it’s important to shine a light on what’s broken.
3. Figure out your core pieces
Building an effective employee onboarding process is like assembling a puzzle—you need to identify all the key elements before organizing them into a structured plan.
How to get started
- List every onboarding task—Write down everything a new hire needs to complete, from paperwork to desk setup.
- Include key activities—Consider IT setup, office tours, team introductions, company policies, job training, and manager check-ins.
- Capture both big and small tasks—Even minor details, like sending a welcome email, contribute to a smooth onboarding experience.
Once you’ve outlined all the pieces, you can begin organizing them into a structured, repeatable process in the next step.
4. Piece together a general structure
After identifying key onboarding tasks, organize them into a step-by-step process. Use this structure as a starting point:
- Start with pre-arrival tasks—Set up IT accounts, prepare paperwork, and ensure everything is ready before the new hire's first day.
- Identify simultaneous tasks—For example, while HR processes paperwork, the employee can meet with their manager or take a company tour.
- Group related activities—Combine tasks where possible, such as reviewing company policies during a team lunch instead of in a separate session.
- Create a flexible flow—Establish a general structure but allow for adjustments as needed. Onboarding should be consistent yet adaptable.
- Document the process—Use a checklist or onboarding guide to keep everyone on the same page and ensure nothing gets overlooked.
A well-structured employee onboarding process helps new hires integrate seamlessly, reducing confusion and improving their overall experience.
5. Get everybody on the same page
Mapping out your employee onboarding process is a great start, but it only works if everyone involved understands and follows it. A clear, consistent approach ensures a smooth experience for new hires.
How to ensure alignment
- Train your onboarding team—Provide clear instructions to HR, managers, and mentors on their roles and responsibilities.
- Make resources easily accessible—Create a central hub where team members can find onboarding checklists, policies, and training materials.
- Use online training—A simple online course can walk employees through the process, making it easy to stay informed without scheduling extra meetings.
- Reinforce the process over time—Regularly review and update your onboarding strategy based on feedback and evolving company needs.
A well-documented, well-communicated onboarding process keeps everyone on the same page, making it easier to provide a consistent and positive experience for new hires.
Pitfalls: 5 new hire onboarding mistakes to avoid
Mapping out your onboarding process is a big step—but a structured plan alone doesn’t guarantee success. Many companies still fall into common pitfalls that can lead to disengaged new hires and higher turnover. Being aware of these mistakes will help you refine your approach and create a seamless onboarding experience.
1. Forgetting about first impressions
An employee’s first day sets the tone for their entire experience—and it shouldn’t feel like a trip to the DMV. Endless forms, unclear instructions, and a lack of enthusiasm can make new hires question their decision before they even start working.
Instead, create a welcoming environment from the moment they walk in. Set up their workspace in advance, have a small welcome gift or company swag ready, and encourage team members to introduce themselves. Even simple gestures—like knowing their coffee order or planning a team lunch—can make a big impact. The goal is to make their first day engaging, memorable, and a true reflection of your company culture.
2. Neglecting actual job responsibilities
Employee onboarding often covers company policies, benefits enrollment, and workplace procedures—but what about the job itself? Too often, on-the-job training gets overlooked, leaving new hires uncertain about their daily responsibilities.
What tasks will they be expected to complete? What does a typical workday look like? How should they approach key responsibilities?
Dedicating a significant portion of onboarding to role-specific training ensures employees feel confident and prepared. In fact, 76% of employees say on-the-job training is the most valuable part of their first week—more important than policies or equipment setup. Prioritize:
- Hands-on learning—Give new hires opportunities to practice their tasks early.
- Job shadowing—Let them observe experienced employees in action.
- Clear expectations—Define key responsibilities and performance goals.
- Gradual workload increases—Start with guided tasks before full independence.
Focusing on job-specific training helps new hires integrate faster and perform effectively from day one.
3. Giving new employees only a few formal points of contact
New hires often hesitate to ask small but important questions, especially if their only points of contact are HR or their manager. Without multiple approachable connections, they may feel isolated or unsure where to turn for help.
Helpful tips
- Provide multiple points of contact—Include mentors, team members, and onboarding buddies to create a supportive network.
- Implement a buddy system—Pair new hires with experienced employees for low-pressure guidance and quick answers.
- Encourage friendly interactions—A welcoming environment helps new employees feel comfortable seeking help.
- Prioritize social integration—17% of employees who left a job early said a simple friendly interaction could have encouraged them to stay.
4. Using an outdated and antiquated approach
If your employee onboarding process involves handing new hires stacks of paperwork and printed manuals, it’s time to enter this millennium.
Today, a lot of the learning that has to happen during employee onboarding can actually be done online.
This streamlines the process, while also giving new hires some flexibility to cover those nuts and bolts elements when it works best with their busy schedule during their first week. Not only does efficient onboarding software simplify the process, but it also helps them retain crucial information.
The even better news? That information is more likely to stick with them. E-learning has been said to increase retention rates by anywhere from 25 to 60%. Plus, it takes less time. Learning through e-learning takes 40-60% less employee time than learning in a traditional classroom setting.
Consider bringing some of your onboarding elements online by creating online courses to cover various policies, procedures, and best practices.
GoSkills makes it easy to offer onboarding courses for your employees, to create the best possible experience for every new employee that comes on board.
5. Assuming onboarding only lasts a week or two
Here’s a pop quiz: How long is an employee considered “new”? For one day? A week? A month?
Unfortunately, way too many companies end the onboarding process far too early. Employees still feel uncertain and vulnerable, yet are thrown to the wolves and considered “experienced” in their positions.
For best results, your onboarding process should extend for at least the first 90 days of employment. It probably won’t continue to be as comprehensive as it was during that employee’s first week, but you should still be regularly checking in and feeding them important information that they might not have needed immediately.
That will help employees consistently feel engaged and supported as they continue to master their positions—and hopefully keep them around for the long haul.
Ace your employee onboarding process (because it really matters)
Imagine how different things would’ve turned out for our hypothetical employee, Sara, if her first day had involved a warm welcome and fun team traditions.
Maybe she wouldn’t have hit the road just a few short months later, and instead would’ve stuck with her company—and continued to advance, grow, and make an increasingly positive impact within the organization.
Of course, there are never any guarantees. But, having a rock solid employee onboarding process in place goes a long way in making the right impression, supporting your new employees, and transforming them into productive, stellar team members in record time.
Use this as your guide, and you’re well on your way to a process that swoons your new hires—rather than scares them.
Ready to take your employee onboarding process up another level? GoSkills can help you simplify your onboarding process with custom onboarding courses and essential skills training for your employees. Check out the Goskills LMS now.
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