Human resources (HR), direct managers, and team members must provide a engaging onboarding process to help employees acclimate to their new roles.
Onboarding new hires or internal transfers helps them
become productive faster by reducing the learning curve and promoting engagement. Studies show that
70% of new hires decide within the first month whether a job is the right fit, and 29% do so within the first week, making those first few days critical. Additionally, companies with a formal onboarding program demonstrate a
50% higher retention rate among new hires than those without.
The initial days of employment set the tone for a new employee’s experience, offering a key opportunity to build connections and foster a sense of belonging. Here are some onboarding best practices to make a great first impression and set the stage for a successful relationship.
What is employee onboarding?
Onboarding is a new employee orientation program that gives people the knowledge and skills required to integrate into their roles successfully. This can include tutorials on tools, time-off policies, or how to access benefits. The HR department typically handles related administrative tasks, while direct managers and their team handle role-specific training and help new employees connect with their colleagues.
Why is onboarding important?
Establishing a comprehensive HR onboarding experience benefits new employees and employers alike.
For employers
Improved performance. By establishing goals and milestones early and providing access to vital information through various channels, onboarding reduces the learning curve, allowing new hires to become self-sufficient faster with less stress.
Deeper engagement. Nearly
90% of hires who complete an effective onboarding process report feeling “very engaged” at work.
Stronger employer reputation. A positive first impression increases loyalty and job satisfaction. This means new hires are more likely to speak positively of the
employee experience, helping to attract high-quality candidates.
For new employees
Connected teams. Onboarding helps new hires build relationships through introductions and networking opportunities. These interactions foster greater collaboration and ease newcomers into company culture.
Faster integration. New hire onboarding connects people with peers who can answer questions about company values and work practices, speeding up the transition into their roles.
Higher satisfaction. Studies show that employees who participate in a well-rounded onboarding process are
more likely to feel satisfied and will stay with the employer for at least three years.
11 key onboarding best practices
Here are some best practices to help employers create successful onboarding strategies:
1. Start before the first day
To allow new hires to focus on learning, organizations should avoid overwhelming them with paperwork on their first day. Instead, begin administration work as soon as they sign a contract — a process also known as preboarding.
Preboarding lets new employees complete routine tasks at home and build confidence for their first days. HR should provide:
An onboarding checklist of paperwork to complete on the first day
A directory of team members
A welcome message from their direct manager
A copy of the employee handbook
A detailed description of the office location and where to report on their first day
An overview of current company goals
Recommended software or apps to download before the first day
The onboarding schedule for the new hire
2. Create a structured onboarding plan
Collaborating with the HR department and current employees, managers usually create a personalized onboarding plan to prepare a new hire for their role. Here are some key steps:
Share company and department goals. Employees will have an easier time making meaningful contributions from day one if they know what they’re working toward. Communicate what the team, department, or comapny aims to achieve that year and how the new hire’s contributions contribute to those goals.
Outline key materials. Joining a new team involves meeting new people, learning new communication methods and channels, attending ne meetings, and more. Make sure the resources that employees need, from reading materials to key contacts, are available to them.
Create a 30/60/90 day plan. Clarify the new hire’s role by outlining the specific tasks, responsibilities, and expectations they must deliver within the first few months of employment. This document is usually based on the job description and guides future performance evaluations.
Define performance metrics. Define success by establishing measurable, relevant, and achievable performance targets based on the 30/60/90 day plan. Take the time to communicate what the new hire’s priorities are and what timeline they’re expected to meet.
Draft a training schedule. Plan a progressive series of training activities to help the new hire build the skills and knowledge necessary to succeed, including meetings they need to attend or introductions to make. Personalize the cadence to gradually introduce them to their responsibilities without overwhelming them. Wherever possible, include which key skills employees should have learned by what time.
Follow up. Conduct regular check-ins to assess progress and support any challenges. These are also opportunities to solicit feedback about the effectiveness of the onboarding plan.
3. Communicate benefits clearly and effectively
New hires should receive a copy of the
employee benefits package and its value proposition. Host group onboarding sessions with HR to review available benefits, explain how to access them, discuss salary breakdowns and deductions, and outline the enrollment timeline. End the session with Q&A and offer one-on-one support to provide further guidance.
Employees can’t use benefits they aren’t aware of, which is why at EarnIn, we support the companies we work with by providing resources such as posters, digital slides, emails, and more about how EarnIn works and the benefits for employees.
4. Set clear goals and expectations
The onboarding process is an opportunity for direct managers to outline expectations, provide guidance, and reduce uncertainty. Here are some tips:
Use past experience to provide concrete examples.
Set qualitative expectations to measure performance, such as key performance indicators (KPIs) and objectives and key results (OKRs).
Establish a “Good/Better/Best” scale to set expectations for the new hire and then evaluate their results. For example, new hires may deliver a “Good” performance of three sales in their first month of employment, but employers expect them to work up to a “Best” result of eight sales by the end of the third month.
Keep new hires on the right track by gathering feedback about roadblocks and proactively addressing them.
5. Incorporate company culture
Employee onboarding is about more than paperwork and processes. It introduces new hires to company values, mission, and workplace norms to help them excel within the organization.
Host social events like a team lunch or coffee meeting to help employees connect and experience the company culture. These gatherings create a comfortable space for team members to get acquainted.
6. Assign an onboarding buddy
A survey of new hires showed that
56% of employees assigned an onboarding buddy were more productive. That number rose to 97% when new hires interacted with their buddy more than eight times within the first three months.
Onboarding buddies introduce employees to company culture, new team members, and day-to-day processes. They’re also available to answer questions and provide support throughout the onboarding period.
7. Involve the whole team
Successful onboarding requires interactions with the entire team, not just HR and management. Assigning team members to show employees around and get them settled builds crucial relationships that support a smooth transition.
Managers should keep the onboarding process transparent by regularly communicating with existing employees ahead of the new hire’s arrival. Regular communication helps the group follow onboarding best practices, minimizes role confusion, and increases harmony — all while
improving retention and engagement.
8. Utilize different training methods
Mix up training methods to keep new employees engaged with their onboarding plans. Not everyone takes in information the same way, so incorporating gamification, multimedia, and other formats can improve focus and information retention.
9. Focus on the big picture
Most focus on just the teams that new hires will be a part of. However, understanding entire business operations can help them understand their roles within the greater company. Connecting their work with each department provides insights into their contributions and how they impact long-term goals and overall success. This awareness further increases
employee motivation, engagement, and retention.
10. Gather feedback
New hires can provide a wealth of knowledge about the effectiveness of onboarding plans. By regularly soliciting feedback about the process through check-in meetings and online surveys, companies can improve the program for future additions to the team while helping new hires feel heard and valued.
11. Don't stop onboarding
An effective onboarding process extends beyond the probationary period, continuing for months and sometimes years. An extended process gradually builds a new hire’s capacity rather than overwhelming them with new responsibilities, increasing confidence and job satisfaction. Taking time with onboarding also allows managers to get to know the employees, customize expectations, and effectively evaluate their performance.
Another way to extend the onboarding period is to assign a senior team member as a mentor. Mentors offer long-term support, helping employees plan professional development while providing insights and answering questions after initial onboarding.
Engage employees from day one with EarnIn
Onboarding is one of the first chances to show new hires that your company genuinely cares about their well-being—and a thoughtful benefits package is a key part of making that impression.
By introducing financial wellness tools like EarnIn early on, you can help employees feel supported from day one. With EarnIn’s no-employer cost, no-integration Earned Wage Access solution, employees can get paid the same day they work—starting at just $2.99 per transfer—and access up to $150 per day, with a max of $750 between paydays. Additional tools like Tip Yourself encourage saving habits, while Balance Shield helps protect against overdrafts. It’s a simple, seamless way to help reduce financial stress, build trust, and show new hires you’re invested in their success from the start.
Please note, the material collected in this post is for informational purposes only and is not intended to be relied upon as or construed as advice regarding any specific circumstances. Nor is it an endorsement of any organization or services.
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