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People management

What Is the Onboarding Process? A Complete Guide for HR

Nguyen Thuy Nguyen
7 min read
#People management
What Is the Onboarding Process? A Complete Guide for HR

Introduction

In today's dynamic workplace, employee onboarding is more than a routine administrative task - it's a strategic imperative shaping the success of new hires and organizations alike. Understanding what is onboarding and how to implement best onboarding practices is essential for organizations striving to boost retention, enhance productivity, and cultivate a thriving workplace culture.

As 2025 approaches, shifting workforce expectations and rapid technological advancements are transforming the onboarding process. This comprehensive guide explores the latest research, actionable strategies, and practical tools to help you design an onboarding program that positions your employees - and your organization - for long-term success.

The Importance of Effective Onboarding

Impact on Retention and Productivity

A thoughtfully designed onboarding process is a primary driver of both employee retention and productivity. Organizations with robust onboarding programs experience an 82% increase in new hire retention and more than a 70% boost in productivity among new employees (Blagojevic, 2025). These results highlight the importance of investing in onboarding not just as a short-term orientation, but as a strategic, long-term initiative.

In contrast, inadequate onboarding can have immediate negative consequences. Approximately 20% of employee turnover occurs within the first 45 days of employment, often due to insufficient onboarding experiences (Sumner, 2024). Such early departures disrupt team dynamics and result in significant costs related to recruitment, training, and lost productivity.

Top Strategies to Reduce Employee Turnover Rate

Employee Satisfaction and Engagement

Beyond retention and productivity, a comprehensive onboarding process is closely linked to higher levels of job satisfaction and engagement. Employees who participate in thorough onboarding are 2.6 times more likely to express extreme satisfaction with their organization (Lunendonk, 2025). Additionally, 69% of employees are more likely to remain with an organization for at least three years if they have a positive onboarding experience (Lunendonk, 2025).

Satisfaction and engagement are foundational for building a motivated, high-performing workforce. When employees feel supported and informed from day one, they contribute more meaningfully, collaborate effectively, and align with the organization's mission.

Key Components of a Successful Onboarding Program

Preboarding: Engaging Employees Before Day One

The onboarding process begins well before a new hire’s first official workday. Preboarding - engaging employees between offer acceptance and start date - is critical for reducing anxiety, increasing excitement, and minimizing the risk of no-shows or “ghosting.”

A robust preboarding experience can increase new hire retention by up to 82% (AIHR, 2025). Leading organizations are 35% more likely to begin onboarding before day one compared to their peers (AIHR, 2025). Effective preboarding can include:

  • Sending personalized welcome messages and introductory materials
  • Providing access to onboarding software or digital portals
  • Sharing logistical details, such as parking, dress code, and first-day schedule
  • Initiating paperwork and compliance documentation digitally

These steps ensure new hires feel valued and prepared, setting a positive tone for their upcoming journey.

Structured Onboarding Phases

A common pitfall is treating onboarding as a one-time event rather than an ongoing, phased process. Only 25% of organizations extend onboarding beyond the first month, yet those with a 90-day onboarding program report 33% higher productivity (Lunendonk, 2025). The most effective programs last at least six months, allowing for gradual assimilation and cultural integration (Lunendonk, 2025).

A phased onboarding approach typically includes:

  • Week 1: Orientation, introductions, and initial training
  • Month 1: Deeper role-specific training, networking, and performance feedback
  • Months 2–3: Ongoing development, goal setting, and regular check-ins
  • Months 4–6: Continued support, mentorship, and integration into organizational initiatives

Extending onboarding in this way ensures new hires have ample time and resources to become fully productive and engaged team members.

Clear Role Definition and Goal Setting

Clarity is critical during onboarding, yet 60% of organizations fail to include career development in their onboarding process, and 45% of employees feel their onboarding lacked clear role definition (Lunendonk, 2025). Ambiguity can lead to confusion, frustration, and disengagement.

To address this, organizations should provide a detailed onboarding a new employee checklist that includes:

  • A clear job description and explanation of responsibilities
  • A 30-60-90 day plan outlining key milestones and expectations
  • Regular feedback sessions to address questions and realign goals

This structured approach helps new hires understand both their immediate tasks and long-term career trajectory, fostering confidence and motivation.

Incorporating Company Culture and Values

Introducing new hires to company culture and values is a vital step in the onboarding process. Nearly all new employees (96%) want onboarding to include an overview of the organization’s mission and values (First Day, 2024). Cultural integration helps employees see how their work contributes to broader organizational goals and fosters a sense of belonging.

Effective cultural onboarding may involve:

  • Sharing stories of organizational history and achievements
  • Facilitating introductions to key team members and leaders
  • Engaging in team-building activities
  • Providing resources that explain company values, ethics, and community initiatives

This focus on culture ensures new hires are not only informed but also inspired to contribute meaningfully.

Leveraging Technology in Onboarding

Digital Onboarding Tools

The rise of onboarding software and digital platforms has revolutionized how organizations welcome and train new hires. Seventy-two percent of organizations now use digital onboarding tools to streamline paperwork, deliver training, and facilitate communication (Lunendonk, 2025). The benefits of digital onboarding include:

  • Efficiency: Digital checklists can reduce onboarding time by 30% (Lunendonk, 2025).
  • Accessibility: Onboarding portals improve information access by 40% (Lunendonk, 2025).
  • Consistency: Automated workflows ensure every new hire receives the same high-quality experience.

Essential features in onboarding software include electronic document management, customizable training modules, progress tracking, and integration with HR systems. These solutions simplify administration and enhance the onboarding experience.

Remote Onboarding Strategies

Remote and hybrid work arrangements are now commonplace, making virtual onboarding a necessity. Remote onboarding programs can increase retention by 20% (Lunendonk, 2025), but they require deliberate strategies to overcome challenges such as isolation and miscommunication.

Best practices for remote onboarding include:

  • Using video conferencing for orientations, team introductions, and training
  • Providing digital access to all necessary resources and onboarding checklists
  • Scheduling regular one-on-one check-ins with managers or mentors
  • Encouraging participation in virtual team-building activities

By leveraging technology and maintaining clear communication, organizations can ensure remote employees feel connected and engaged from the outset.

Common Onboarding Challenges and Solutions

Information Overload

One of the most frequently cited onboarding challenges is information overload. Eighty-one percent of employees report feeling overwhelmed by excessive information during onboarding (flair, 2024). This can lead to decreased retention of critical details and hinder early productivity.

To address this, organizations should:

  • Prioritize essential information for the first week
  • Stagger the delivery of additional resources over several weeks or months
  • Use onboarding software to organize and track completion of tasks
  • Offer just-in-time learning opportunities for complex topics

A phased approach ensures new hires absorb information at a manageable pace.

Lack of Personalization

Personalization is a hallmark of best onboarding practices, yet 35% of new hires still feel overwhelmed and unsupported (Lunendonk, 2025). Generic onboarding processes may not address individual needs, backgrounds, or learning styles.

To enhance personalization:

  • Tailor onboarding content to specific roles and departments
  • Assign a mentor or buddy to guide the new hire
  • Solicit feedback and adjust the onboarding plan as needed
  • Recognize and celebrate milestones unique to the individual

These strategies foster a sense of inclusion and belonging, leading to higher engagement and retention.

Measuring Onboarding Effectiveness

Despite its importance, 55% of organizations do not measure the effectiveness of their onboarding programs (Withe, 2024). Without data, it is difficult to identify areas for improvement or demonstrate return on investment.

To optimize the onboarding process:

  • Implement regular employee surveys and feedback loops
  • Track key performance indicators such as retention rates, time to productivity, and employee satisfaction
  • Review completion rates of onboarding a new employee checklist items
  • Use onboarding software analytics to monitor engagement

Continuous measurement and improvement ensure that the onboarding process evolves alongside organizational needs.

Building Your Onboarding Process: A Step-by-Step Checklist

An effective onboarding a new employee checklist provides structure, clarity, and consistency for both HR teams and new hires. Below is a comprehensive sample checklist, adaptable for organizations of any size or industry:

  1. Preboarding (Before Day One)

    • Send welcome email with orientation details
    • Provide access to onboarding software/portal
    • Complete digital paperwork and compliance forms
    • Share company handbook, mission, and values
    • Introduce team structure and organizational chart

  2. First Day

    • Personal welcome from manager and team
    • Office/workspace setup or remote access instructions
    • Overview of job responsibilities and expectations
    • Initial training on key systems and tools
    • Assign a mentor or buddy

  3. First Week

    • Deep dive into department functions and workflows
    • Begin role-specific training modules
    • Schedule introductory meetings with key stakeholders
    • Review 30-60-90 day goals
    • Discuss company culture and community involvement

  4. First Month

    • Ongoing training and skill development
    • Regular check-ins with manager to review progress
    • Solicit feedback on onboarding experience
    • Encourage participation in team events and activities

  5. Beyond the First Month (Up to 6 Months)

    • Continued mentorship and support
    • Career development planning and performance feedback
    • Integration into cross-functional projects
    • Final review and transition to regular performance management

Customizing this checklist to reflect your organization's unique needs ensures every new hire receives a thorough, engaging, and supportive onboarding experience.

Best Onboarding Practices for 2025 and Beyond

As the workplace continues to evolve, so too must the onboarding process. Here are some of the best onboarding practices to implement for 2025 and beyond:

  1. Start Early with Preboarding: Engage new hires immediately after offer acceptance to build excitement and reduce uncertainty (AIHR, 2025).
  2. Leverage Onboarding Software: Use digital tools to streamline processes, track progress, and personalize experiences (Lunendonk, 2025).
  3. Extend Onboarding Duration: Move beyond the first week or month to support long-term integration and development (Lunendonk, 2025).
  4. Emphasize Culture and Values: Embed organizational mission and values throughout the onboarding journey (First Day, 2024).
  5. Prioritize Role Clarity and Development: Set clear expectations and provide structured growth opportunities from day one (Lunendonk, 2025).
  6. Support Remote and Hybrid Teams: Develop specialized remote onboarding programs to ensure inclusivity and engagement (Lunendonk, 2025).
  7. Measure and Iterate: Use employee feedback and analytics to continuously refine your onboarding process (Withe, 2024).
  8. Personalize the Experience: Adapt the onboarding plan to individual needs, learning styles, and backgrounds (Lunendonk, 2025).

By adopting these best onboarding practices, organizations can create a welcoming, productive, and engaging environment for every new hire.

Conclusion

A strategic, well-structured onboarding process is a critical investment in organizational success. By focusing on preboarding, extending onboarding phases, clarifying roles, integrating culture, leveraging technology, and continuously measuring effectiveness, organizations can maximize the potential of every new hire. The most successful onboarding programs are dynamic, data-driven, and deeply personalized, ensuring that employees feel valued, informed, and motivated from day one. As the future of work evolves, refining your onboarding process with best onboarding practices and the latest onboarding software will be key to maintaining a competitive edge.

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References

Nguyen Thuy Nguyen

About Nguyen Thuy Nguyen

Part-time sociology, fulltime tech enthusiast