How to Design an Onboarding Process That Drives Employee Success
An effective onboarding program can transform the new hire experience, prepare new employees for success and help fuel better business outcomes.
Attracting, engaging and hiring the right people is the foundation of employee success. However, without a strategic and effective onboarding process, new hires may feel disconnected and overwhelmed, contributing to higher quit rates. Research has consistently linked strong onboarding with lower turnover, higher productivity and better employee engagement rates.
Randall Rogers, senior director of global HR shared services at ADP, understands the crucial link between effective onboarding and overall business outcomes. "Onboarding ensures new hires are quickly contributing to the success of the company," he says. "For example, a new salesperson can start generating revenue sooner with effective onboarding, and a strong program can reduce the likelihood of unwanted attrition in the first year."
Read on to learn more about how onboarding sets new employees up for success and what every effective onboarding process should cover.
What is onboarding?
Some organizations may still think of onboarding as the technical or logistical steps of bringing on a new employee: new hire forms, account setup, building access and so on. Those are certainly necessary parts of the process. However, determining how onboarding programs can fuel employee success focuses more on the employee experience during hiring and their first days, weeks and months in their new role.
"Onboarding is typically from offer acceptance through the first 30 or so days of employment," says Rogers. "Onboarding is defined as ensuring the new hire has everything they need to quickly become successful in the role and that their individual needs are attended to, such as benefit enrollment, pay questions, etc. The goal is to accelerate the timeline to proficiency and productivity."
Common onboarding mistakes
Many organizations understand the need for onboarding programs but may struggle to find the right approach. With several shiny new tools available, organizations often want to "solve" the onboarding experience through technology alone. But Rogers notes, "What makes a great onboarding experience is the manager's personal involvement. Use tech to take care of the mundane tasks so that the manager can focus on the personal experience."
Ideal onboarding timeline
Rogers recommends HR leaders create an onboarding program that spells out each step and assigns a deadline. Timing is especially important to a successful onboarding program.
At offer acceptance
Early and frequent communication is key. "Hiring manager involvement helps in creating a sense of excitement," says Rogers. This is also the stage where distributing business-branded merchandise makes sense, helping your new hire feel like a part of your community.
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Before the first day
Personalization can drive engagement and enhance the new hire experience. "Share personalized details about the first day and what to expect," says Rogers.
First week
Offer assistance in navigating the early days of a new role, addressing both job-related tasks and individual needs. This might include introductions to online systems and office resources and meetings with benefits administration reps and other HR team members. Managers should introduce the new hire to their team and help foster a sense of belonging. The first week is also an ideal time to set clear expectations about a new employee's performance and goals.
First month
Managers should communicate frequently and update their new hires. "Ensure they are learning the role quickly and have taken care of their individual affairs (like direct deposit setup and benefits enrollment)," says Rogers.
He notes that even after the first 30 days in their new position, new employees still need support and guidance. Managers should continue to integrate new hires into the team and ensure they're building proficiency in their new roles.
Effective onboarding for remote employees
Onboarding programs for new employees can vary depending on work location. New hires who always work on-site may have a different experience from folks working in the field or in a traveling position. A fully remote employee and a new hybrid employee are likely to have more overlap in their onboarding processes, but there may be some differences as well. For onboarding to be effective, the process must be tailored to meet your new hires where and how they work.
Organizations with finely tuned onboarding programs for on-site employees may feel challenged to adapt their process for remote or hybrid employees, but planning can make a world of difference. "Logistics require more lead time, and making new hires feel at home is more challenging," says Rogers, who recommends leveraging conference and online chat technology to create connections and build a sense of belonging. However, managers should avoid overloading remote employees with meetings, so they still have plenty of time to complete their work and any training sessions.
Measuring and improving your onboarding program
As employees' needs and priorities change over time, HR leaders must update onboarding processes to stay relevant and effective. Asking new and recent hires for their feedback on the onboarding experience is a valuable way to uncover opportunities for improvement, streamline sticky areas and ensure the new hire experience aligns with your goals. Conducting surveys or face-to-face discussions are typical methods for gleaning insights on continuously improving your onboarding program, says Rogers.
He advises HR leaders to, at minimum, take an "annual step back and review" of the onboarding process. However, you may need to update your program more frequently. "The onboarding process should be changed or updated whenever there is a pattern of feedback from new hires, managers and HR business partners," Rogers says. In addition to employee feedback, consider new hire attrition rates, engagement surveys and weekly manager-employee check-in meeting results.
Prioritizing effective onboarding for long-term success
An effective onboarding program is more than just a checklist of logistical tasks — it's a strategic investment in your workforce's future. By prioritizing clear communication, personalization and consistent support throughout the onboarding process, organizations can foster a sense of belonging, accelerate productivity and reduce turnover.
Whether managing on-site, remote or hybrid employees, HR leaders must adapt their strategies to ensure every new hire feels equipped and engaged from day one. Regularly gathering feedback and refining the onboarding process can help maintain a strong, supportive environment that sets the foundation for long-term success.
Learn more
Organizations that prioritize people first will rise to the top. Find out how to make HR more personalized to adapt to today's changing talent landscape. Get our guide: Work is personal – Your guide to a people-centered approach to the workplace
