If you've ever gone through the process of applying for a job, gotten selected for the role, and have begun working at that company, you've gone through the onboarding process for that company.

In this article, we'll discuss all the basics you need to know about employee onboarding.

We'll also walk you through creating an effective onboarding process that transforms new hires into passionate advocates for your organization.

What is Employee Onboarding?

Employee onboarding is the process of transitioning new hires into their roles, while making sure they have a comfortable and seamless experience.

The onboarding journey typically begins before a new hire’s first day (known as pre-boarding) and continues through their first few months on the job. A structured onboarding program usually includes three key stages:

  • Pre-boarding: Getting paperwork, tools, and logistics sorted before the start date.
  • Orientation: Introducing the company’s mission, policies, and culture.
  • Training: Equipping new hires with the skills and knowledge to succeed in their roles

More on this later.

With a good onboarding program, you can ensure that every new hire gets the best experience while entering your company.

Goals of an Employee Onboarding Program

An employee onboarding program is the process of integrating new hires into their roles by providing them with the necessary tools, support, and resources. Onboarding programs ensure new employees become productive as quickly as possible.

A successful onboarding program starts with identifying its goal and purpose.

Each objective helps new hires transition smoothly, feel confident in their roles, and align with the company’s long-term vision. Here are the key goals every onboarding strategy should include:

1. Setting Clear Expectations

The foundation of effective onboarding lies in setting transparent expectations from day one. This means:

  • Communicating performance standards and success metrics
  • Outlining behavioral expectations and workplace etiquette
  • Clarifying how the new hire’s role contributes to larger company goals

Clear expectations help employees understand what’s expected of them, reduce uncertainty, and encourage accountability. When new hires know exactly how to succeed, they start performing with confidence and focus.

2. Communicating Cultural Norms

Beyond policies and processes, employees need to understand how people actually work and interact within the company. During orientation, explain your organization’s communication style, decision-making approach, and unwritten rules.

Introduce them to company traditions, collaboration habits, and values in action. When new hires grasp the cultural “how” and “why,” they're more likely to adapt quickly and feel more connected to the workplace.

3. Reducing Time to Productivity

A strong onboarding process shortens the time it takes for new employees to reach full productivity. Equip them with the right tools, access, and information early on.

Assign mentors, provide clear workflows, and set achievable short-term goals to help them contribute meaningfully within the first few weeks. The sooner employees feel capable and supported, the faster they’ll add value to the team.

4. Acclimating Them to the Team

Onboarding isn’t just about understanding the company — it’s also about building human connections. Encourage introductions across teams, schedule one-on-ones with key stakeholders, and promote informal interactions.

These early relationships create a sense of belonging and make collaboration easier down the line. When employees feel socially integrated, they’re more likely to stay engaged and loyal to the organization.

5. Supporting Future Hiring

A well-structured onboarding process leaves a lasting impression, one that directly impacts employer branding and future hiring. When new hires have a great experience, they often become advocates for the company.

As a result, they spread a good word-of-mouth to others. Over time, this consistency strengthens your reputation as a people-first employer.

The Stages of the Employee Onboarding Process

The onboarding process doesn’t begin on an employee’s first day — it starts well before that. From pre-boarding to training, each stage plays a crucial role in helping new hires settle in, build confidence, and connect with your organization.

1. Pre-boarding

Pre-boarding begins the moment a candidate accepts their offer. It’s the bridge between recruitment and their first day at work.
During this stage, your goal is to make the new hire feel welcomed, informed, and ready to start confidently.

What it includes

  • Sending a warm welcome email and introducing them to the team.
  • Sharing essential company documents and their first-week schedule.
  • Handling all paperwork digitally — tax forms, contracts, ID verification, etc.
  • Setting up work tools, access credentials, and workspace essentials.
  • Assigning a buddy or mentor before day one.

A thoughtful pre-boarding experience removes uncertainty, reduces first-day anxiety, and builds excitement about joining your company.

2. Orientation

Orientation is the official introduction to your organization — it’s where new hires learn about your company’s mission, culture, and values. This stage helps them understand the bigger picture and how their role fits into it.

What it includes

  • A welcome session from leadership or HR.
  • Overview of company policies, employee benefits, and procedures.
  • A tour of the office (or virtual walkthrough for remote employees).
  • Introduction to company culture, values, and team rituals.
  • Q&A sessions to clarify doubts and make them feel at ease.

Orientation sets the tone for the employee’s overall experience. When done right, it replaces first-day nerves with motivation and belonging.

3. Training

Once orientation ends, the focus shifts to helping new hires build the skills they need to perform effectively. Training ensures that employees are not only confident in their roles but also aligned with the company’s goals and expectations.

What it includes

  • Role-specific skill training and shadowing opportunities.
  • Hands-on sessions with tools and systems they’ll be using daily.
  • Regular check-ins with managers to discuss progress.
  • Microlearning modules and learning resources for continuous growth.
  • Performance milestones to track early progress and productivity.

Structured training accelerates time-to-productivity and helps new hires feel capable and supported — two key drivers of long-term engagement.

How to Create an Engaging Onboarding Experience?

A great onboarding experience does more than introduce new hires to their roles — it helps them feel connected, confident, and aligned with your company’s purpose. When done right, onboarding accelerates learning, boosts engagement, and turns new hires into loyal advocates.

Here’s how to make that happen:

1. Use Technology to Simplify the Experience

In a hybrid and fast-paced world, technology makes onboarding smoother and more efficient. Use digital onboarding platforms to handle documentation, introductions, and early learning — even before the employee’s first day.

Automating repetitive tasks saves HR time and ensures every new hire starts with clarity and confidence.

And the best way to keep improving your onboarding process?

Listen to your employees.

With tools like ThriveSparrow, HR teams can collect onboarding feedback, measure engagement, and refine every step of the journey. Its analytics and real-time surveys reveal how new hires feel and where you can make adjustments — so your onboarding evolves with every experience.

Try ThriveSparrow for free to see how data-backed feedback transforms onboarding.

2. Add a Personal Touch

Small gestures create big impact. A handwritten note from leadership, a short team welcome video, or even a customized desk setup can instantly make new hires feel seen and valued.

You can use a video editor like Veed, or Clideo to craft quick, professional welcome messages that feel human and warm — not corporate or generic.

3. Prepare Everything Before Day One

Nothing dampens a first day like missing equipment or login access. Ensure workstations, software credentials, and tools are all ready before the employee walks in.

This simple act of preparation communicates one powerful message: we’ve been expecting you, and we’re excited you’re here.

4. Build a Structured Onboarding Curriculum

Onboarding isn’t just paperwork — it’s education. Create a structured plan that goes beyond role-specific training to include company vision, values, and cross-functional knowledge.

Mix things up with interactive workshops, short videos, and hands-on sessions. This variety keeps new hires engaged and helps them retain information better.

5. Avoid Overloading New Hires

Too much information too soon can overwhelm anyone. Space out your onboarding content. Start with essentials — who’s who, how things work, what’s expected — and gradually introduce deeper topics.

Think of onboarding as a paced learning journey, not a crash course.

6. Ask for Feedback — and Act on It

Don’t wait until the 90-day review to ask how onboarding went. Collect feedback at every stage — end of week one, after the first month, and at the 90-day mark.

Then, act on what you hear. When employees see their suggestions put into practice, it builds trust and reinforces a culture of openness and improvement.

7. Pair New Hires with Mentors or Buddies

Assign a mentor or buddy who can answer questions, share company norms, and make introductions. It’s a simple but powerful way to make onboarding more human.

Mentors benefit too — they feel valued for their experience and get a chance to strengthen leadership and coaching skills.

8. Evaluate and Improve Your Onboarding Program

Measure success, don’t guess it. Track metrics like:

  • Retention rates for new hires
  • Time to reach full productivity
  • Onboarding task completion rates
  • New hire engagement scores

Pair this data with one-on-one check-ins and surveys for a complete view of how effective your onboarding truly is. Use the insights to refine, simplify, and personalize your process further.

A thoughtful onboarding experience shows new hires that your organization values their success from day one. When you balance structure with empathy — and back it with data — you create an environment where people feel ready to grow, contribute, and belong.

Creating a 30-60-90 Day Check-In Plan

A structured 30-60-90 day plan helps HRs and managers support new hires as they adjust, grow, and start contributing meaningfully. Each stage has its own focus — from helping employees settle in to giving feedback and setting future goals.

Here’s how to make each phase count:

Day 1 to 30: Laying the Foundation

The first month is all about easing new hires into their roles and culture. HRs and managers should focus on helping them feel welcomed, confident, and informed.

Key Actions for HR and Managers

  • Schedule a proper orientation that covers company values, policies, and tools.
  • Assign a buddy or mentor to answer questions and build early connections.
  • Set short-term goals for the first month — small wins build confidence fast.
  • Conduct an informal check-in after the first week to understand how they’re settling in.
  • Share a “getting started” checklist that includes key tasks and introductions.

Goal: Reduce first-week anxiety and help employees understand how their role fits into the company’s bigger picture.

Day 31 to 60: Building Confidence

By this stage, employees should feel comfortable with their daily work. Now’s the time to deepen their understanding, encourage initiative, and check for alignment.

Key Actions for HR and Managers:

  • Conduct a 30-day feedback survey or one-on-one check-in to identify challenges.
  • Review role clarity — make sure new hires fully understand their KPIs and deliverables.
  • Encourage them to shadow peers or attend team meetings to strengthen cross-functional awareness.
  • Provide constructive feedback and acknowledge early wins.
  • Introduce short training sessions or learning resources to fill skill gaps.

Goal: Strengthen their confidence, clarify expectations, and reinforce how their contributions impact the team.

Day 61 to 90: Refining and Growing

This phase transitions new hires from learning to performing. HRs and managers should focus on refining performance, identifying development opportunities, and ensuring long-term engagement.

Key Actions for HR and Managers:

  • Schedule a 60- or 90-day review meeting to assess progress and gather feedback.
  • Recognize milestones — whether it’s a completed project or positive feedback from teammates.
  • Discuss career development goals and align them with business objectives.
  • Identify ongoing learning or mentorship opportunities to maintain growth momentum.
  • Collect feedback on the onboarding experience to improve future programs.

Goal: Turn new hires into confident, engaged employees who feel supported and clear about their next steps.

A well-executed 30-60-90 day check-in plan ensures that onboarding doesn’t stop after week one — it evolves with the employee. Regular check-ins, feedback, and support transform new hires into motivated contributors who are aligned with your company’s goals and culture.

Common Onboarding Challenges and How to Overcome Them

The onboarding process serves as a crucial foundation for an employee's organizational journey, significantly influencing their long-term success and satisfaction. However, organizations frequently encounter several common obstacles that can potentially impede a new hire's successful integration.

Recognizing these challenges represents the initial step toward developing a more robust and effective onboarding experience. Let's examine these common hurdles and explore practical solutions to address them.

Challenge 1: Information Overload

New team members often experience overwhelming stress when presented with excessive information in compressed timeframes. This cognitive burden can impair their ability to effectively process and retain crucial role-related and organizational knowledge.

Solution: Implement a structured, progressive information delivery system throughout the onboarding period. Utilize diverse learning methodologies combining personal interactions with digital learning platforms. This approach enables new hires to absorb information at a comfortable pace while maintaining access to resources for future reference.

Furthermore, structure the information flow to prioritize essential knowledge during initial weeks, gradually introducing more complex concepts as employees build confidence and competence.

Challenge 2: Lack of Engagement

Maintaining new hire engagement throughout the onboarding process presents significant challenges, particularly in remote or hybrid working environments. Without proper engagement strategies, employees may struggle to develop meaningful connections with company culture and colleagues.

Solution: Design interactive onboarding components including virtual networking sessions, collaborative training modules, and team-building exercises.

Implement a structured mentorship program to provide personalized support and foster organizational integration. Maintain regular communication through scheduled check-ins to monitor engagement levels and promptly address emerging concerns.

Challenge 3: Insufficient Manager Involvement

While managers play a pivotal role in successful onboarding, they often lack adequate time or preparation to provide optimal support. This deficiency can leave new employees feeling disconnected and uncertain about their roles and expectations.

Solution: Develop comprehensive manager training programs emphasizing onboarding's strategic importance and provide practical tools for effective participation.

Establish regular one-on-one meetings between managers and new hires to align expectations, deliver constructive feedback, and explore professional growth opportunities. Implementing a structured checklist system for managers ensures comprehensive coverage of all essential onboarding elements.

Challenge 4: Cultural Integration

For organizations, particularly those with remote workforces, facilitating cultural assimilation presents unique challenges. New team members may encounter difficulties adapting and flourishing without a comprehensive understanding of the company's core values, mission statement, and workplace dynamics.

Solution: Weave organizational culture seamlessly throughout the entire onboarding experience.

Highlight real-world examples and narratives that demonstrate company values in practical applications.

Foster active involvement in organization-wide activities and programs that exemplify cultural elements. Additionally, arrange virtual social interactions or informal meetings with colleagues across departments, enabling new hires to grasp the broader organizational landscape and identify their role within it.

Challenge 5: Measuring Onboarding Success

Organizations often struggle to quantify onboarding effectiveness without robust measurement systems, making it difficult to pinpoint improvement areas or evaluate impact on employee retention and performance metrics.

Solution: Implement specific onboarding-related key performance indicators (KPIs), including metrics such as new employee retention rates, productivity achievement timelines, and satisfaction measurement scores.

Deploy strategic surveys throughout various onboarding phases to collect comprehensive feedback regarding new hire experiences. Leverage this valuable data to implement strategic modifications to the onboarding framework, ensuring alignment with both employee and organizational requirements.

Try our free 30-60-90 day feedback template to evaluate new hire experiences effectively.

End Note

A strategic, well-orchestrated onboarding approach transforms potentially overwhelming experiences into empowering journeys. Consider these key takeaways:

  • Strategic goal-setting combined with technological integration ensures smooth cultural adaptation and effective onboarding.
  • Thoughtful, personalized gestures significantly impact new hire experiences from their first day.
  • Addressing common challenges like information management and engagement creates a nurturing environment for newcomers.
  • Continuous onboarding process optimization maintains relevance and effectiveness.
  • Recognizing onboarding as a strategic investment yields substantial returns in employee engagement and retention.

Effective onboarding implementation forms the foundation for enduring, productive relationships between new employees and organizations, fostering enhanced satisfaction and loyalty.