People

8 Onboarding Best Practices to Boost New Hire Engagement and Retention

Cat DiStasio

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A strong, effective onboarding process prioritizes the new hire experience and creates a supporting, engaging introduction to a person's first weeks and months on the job. Adopt these best practices to drive better new hire engagement and retention.

Effective onboarding is crucial for setting up new hires for success, boosting engagement and improving retention. The ADP Research Institute found that employees who have a formal onboarding process are 8.5 times more likely to say HR is value-promoting than those who don't go through formal onboarding.

However, many organizations struggle to build a program that goes beyond the basics. Melissa Scasny, senior director of HR operations at ADP, shares insights on the key elements of a successful onboarding program. From pre-start engagement to ongoing support, these eight onboarding best practices can help HR leaders create a seamless, welcoming and productive onboarding experience for every new employee.

1. Share relevant information gradually

During the recruitment process, highlight benefits, culture and development opportunities. All these elements help job seekers decide which potential employers to engage with and can help build excitement about a new position. After new hires accept the job, introduce information gradually to avoid overwhelming them — but ensure you're sharing essential details to prepare them for their first week on the job, such as information about the team and what to bring to work on their first day.

2. Engage new hires before their start date

Effective onboarding starts the moment a candidate accepts a job offer. Stay connected with new hires from offer acceptance until their start date. Simple gestures, like sending a welcome note or a small gift, can build excitement and help new employees feel part of a community.

"Look for key moments from offer acceptance until start where you can drop a 'hello' to foster a sense of belonging," says Scasny." It may be a note from the manager to say, 'welcome to the team,' gifts with the company logo to build excitement, or an email with parking details and a reminder to bring their favorite earpods for virtual trainings." She adds, "All of these actions can go a long way in keeping new hires engaged before they start. This is especially important if there's a longer period of time from offer acceptance until their start date."

3. Provide a thoughtful first-day experience

Make the first day welcoming and seamless by preparing equipment, ensuring the workspace is ready and providing a clear overview of the first few days. Setting expectations and providing resources are just the bare minimum. It's also crucial to ensure new hires know who their point person will be. "Don't forget that if a manager works in a different location, they should identify another point of contact to meet with their new hire and serve as a local go-to," says Scasny.

4. Assign a buddy

Even when the manager and new hire work in the same location, it's helpful to designate a friendly point of contact, such as a buddy who isn't the manager. This person can help the new hire acclimate to the organization's culture and navigate the workspace.

"It doesn't necessarily have to be a peer employee," says Scasny, "but a friendly person in the same office who is ready to give a tour of the building or answer questions on the culture." Don't rush to assign a formal mentor or trainer, which could feel overwhelming to a brand-new employee. Scasny suggests introducing those roles later.

5. Maintain connection beyond the first month

The onboarding process doesn't end after the first few weeks. Continuous check-ins during the first year can help the new hire integrate and adapt to new projects and challenges. "After the initial 30 days, new hires are shifting into integration and assimilation mode, which can be a year-long process of learning," says Scasny. "I'm still learning every day, after years in my role! During their first year, new hires will be introduced to cyclical and seasonal activities that require hands-on guidance, while also taking on new projects and initiatives that may require a change in approach. It's critical for managers to stay connected with their new employees, sharing feedback along the way to ensure expectations are aligned."

Managers can conduct weekly one-on-one check-in meetings to serve this purpose. These meetings can be in person, via videoconference, or even through email or instant messages. The crucial element is that managers and employees have consistent touch-base routines and the space to discuss priorities, goals and needed resources.

6. Incorporate personalization thoughtfully

Adding a personal touch can enhance onboarding, but over-customization can lead to a poor new hire experience, warns Scasny. Balance a consistent experience with personalized elements where appropriate.

"When enhancing your onboarding program, consider where you can scale to create a consistent experience for all new hires," says Scasny. "From there, identify the areas where you can personalize the experience — often an opportunity to prompt leaders to share information about the team, role or business."

7. Monitor and address early signs of disengagement

Even with thorough consideration and careful onboarding planning, some new hires will grapple with varying engagement levels as they adjust to their new position. Staying in close contact with new employees can help managers identify and address concerns, ensuring new hires feel supported and engaged. "Leaders should check in daily with their new hires for the first few weeks," says Scasny. "Ask how they are feeling, giving them an opportunity to surface questions and share onboarding progress by reviewing checklists or other tools."

8. Create a positive first impression

A well-structured onboarding program shows new hires that their experience matters and that the organization is invested in their success. "An informative and thoughtful program gives a professional first impression, ensures the new hire feels equipped and builds confidence," says Scasny. "This is important to ensure they feel successful and ready to tackle the work ahead."

Investing in onboarding for long-term success

A strong, effective onboarding program does more than just welcome new employees — it lays the foundation for their long-term success in the organization. These onboarding best practices shape a new hire experience, earmarked by early engagement, consistent support and a sense of belonging. With these strategies, organizations can build a more engaged and productive workforce, driving better business outcomes.

As Scasny highlights, onboarding is an ongoing process that extends well beyond the first few days. By prioritizing thoughtful and intentional onboarding, HR leaders and managers can help new hires feel confident, connected and ready to thrive.

Get more best practices and insights in our guide: Onboarding new employees