First impressions count – and nowhere is this more true than for new employees. Onboarding is far more than an induction on the first day of work: it is a structured process that begins before the employee even sets foot in the building and can span many months. A professional onboarding programme is one of the most decisive factors in whether new employees stay long-term, become productive quickly and develop a genuine connection to the organisation. Research shows that companies with structured onboarding programmes see employee retention rates up to 82% higher and productivity gains of over 70%. This article explains what onboarding is, which phases it encompasses, what a successful onboarding process looks like and which best practices actually work.
What Is Onboarding? Definition
Onboarding (also referred to as employee onboarding or induction) describes the structured process of integrating new employees into an organisation. The process begins as early as the contract signing (preboarding) and extends across the first weeks and months in the role. The goal is to integrate new employees professionally, socially and culturally so that they become productive quickly and develop long-term loyalty to the organisation.
Onboarding vs. Induction
Induction: Focused on job-specific training and familiarisation with tasks and processes. Typically covers only the first few days or weeks.
Onboarding: A holistic approach that encompasses professional, social and cultural integration. Often lasts 3–12 months. Includes preboarding (before the first day) and follow-up conversations.
Important: Induction is one component of onboarding – but onboarding goes far beyond it.
Onboarding vs. Offboarding
Onboarding: Integrating new employees into the organisation.
Offboarding: The structured departure of employees from the organisation. Includes knowledge transfer, return of equipment, employment reference and exit interview.
Why Does Onboarding Matter?
For Employees
- Orientation: A quick overview of the company, team and responsibilities
- Confidence: Clarity on expectations and accountability
- Social integration: Faster connection with the team
- Motivation: Positive early experiences strengthen commitment
- Productivity: Faster ramp-up, earlier contribution to organisational success
For Organisations
- Higher retention: 82% higher retention rate with effective onboarding (Glassdoor)
- Faster productivity: 70% higher productivity in the first months (SHRM)
- Lower early turnover: 50% fewer resignations during probation with structured onboarding
- Stronger employer brand: Positive experiences get shared
- Cost savings: Fewer failed hires, lower recruiting costs
- Cultural transmission: Company values are embedded from day one
Key Statistics
- 25% of new employees resign within the first year without structured onboarding
- 88% of employees rate their employer's onboarding as inadequate
- 90 days: The window in which most employees decide whether to stay
- 3–6 months: The average length of an effective onboarding programme
The 4 Phases of the Onboarding Process
Phase 1: Preboarding (Before the First Day)
Onboarding does not begin on the first day – it starts at the moment the contract is signed.
Timeframe: From contract signing to the first day (typically 2–8 weeks)
Goals:
- Build anticipation and reinforce commitment
- Resolve administrative matters in advance
- Establish initial contact with the team
- Reduce uncertainty and nerves
Preboarding measures:
- Welcome pack: Welcome email with key information (contact person, first day details, dress code, directions)
- Digital documents: Employment contract, data protection policy and works agreements provided digitally
- Equipment preparation: Laptop, mobile phone and access cards ordered in advance
- Workstation setup: Desk, IT access and email address created
- Team notification: Colleagues informed of the new arrival; buddy or mentor assigned
- Personal contact: Phone or video call with the manager before the first day
- Event invitations: Invite to company events or social gatherings before the start date
Digital preboarding:
- Online portal with all relevant information
- Video introductions from the team
- Digital forms (less paperwork on day one)
- FAQ section for common questions
Phase 2: Orientation (First Day / First Week)
The first day sets the tone for everything that follows.
Timeframe: First day through to end of first week
Goals:
- Create a positive first experience
- Provide orientation within the organisation
- Resolve administrative formalities
- Begin building social connections
First day measures:
- Personal welcome: Manager or buddy greets the new employee on arrival
- Tour of the workplace: Desk, kitchen, meeting rooms, facilities
- IT setup: Laptop, email, tools, passwords
- Team introduction: In person or in a team meeting
- Welcome lunch: Shared lunch with the team
- First task: A small, achievable task to get an early win
- Week overview: Walk through the agenda for the coming days
First week measures:
- Company tour: Departments, sites, locations
- Welcome sessions: Presentations on company history, vision, values and products
- HR meeting: Benefits, leave entitlement, time tracking, compliance topics
- IT training: Tools, software and internal systems
- First meetings: One-to-one with the manager, team meetings
- Onboarding plan: Structured plan for the first 90 days
Phase 3: Integration (First 90 Days)
The critical phase – this is where employees decide whether to stay or leave during probation.
Timeframe: First 3 months (often the length of the probationary period)
Goals:
- Deepen professional knowledge and skills
- Build towards independent working
- Consolidate social integration
- Understand and embody the company culture
Measures:
- Job shadowing: Accompanying experienced colleagues in their day-to-day work
- Training and development: Role-specific training and tool workshops
- Mentoring: A dedicated contact for questions (including the "silly" ones)
- Regular check-ins: Weekly or fortnightly conversations with the manager
- Goal setting: Clear objectives for the first months
- Two-way feedback: Constructive feedback given and received
- Team building: Team events and informal get-togethers
- 30-60-90 day conversations: Structured milestone reviews
Phase 4: Stabilisation (Up to 12 Months)
Long-term engagement and commitment are established.
Timeframe: 3–12 months
Goals:
- Reach full productivity
- Discuss long-term development opportunities
- Strengthen identification with the organisation
- Establish fully autonomous working
Measures:
- Development conversations: Discuss career perspectives and growth paths
- Training opportunities: Professional and personal development
- Project ownership: Taking on first independent projects
- Network building: Connections across departments
- Feedback culture: Regular, constructive feedback
- Onboarding close-out: Formal conclusion after 6–12 months with a feedback conversation
Digital Onboarding
Since the COVID-19 pandemic at the latest, digital onboarding has become a reality for many organisations – particularly for remote teams or hybrid working models.
What Is Digital Onboarding?
Digital onboarding uses digital tools and platforms to integrate new employees remotely or in a hybrid setting – from video calls and online training to dedicated onboarding portals.
Tools for Digital Onboarding
- Onboarding platforms: A central hub for all information, documents and tasks
- Video conferencing: Zoom, Teams or Google Meet for virtual meetings
- E-learning platforms: Online training, tutorials and self-guided modules
- Digital personnel file: All documents available digitally
- Messaging tools: Slack or Teams for quick communication
- Wiki / intranet: Knowledge base with FAQs, processes and contacts
Best Practices for Digital Onboarding
- Virtual welcome day: Video call with the team on day one
- Send equipment in advance: Laptop, headset and welcome pack by post
- Digital scavenger hunt: Gamified exploration of the company via quiz
- Virtual coffee breaks: Informal video calls to get to know colleagues
- Video introductions: Team members introduce themselves on camera
- Online mentoring: Dedicated contact via Slack or Teams
- Regular check-ins: Even more important in a remote onboarding context
Challenges of Digital Onboarding
- Lack of personal connection: Relationship building is harder at a distance
- Isolation: Risk of not feeling part of the team
- Technical barriers: Remote IT setup can be more complicated
- Information overload: Risk of overwhelming new starters with too much digital content
Solution: Hybrid onboarding – a mix of digital and in-person elements. For example: first day in the office, then continuing remotely.
Onboarding Checklist: The Key To-Dos
Before the First Day (Preboarding)
- ☐ Send welcome email (information about the first day)
- ☐ Provide employment contract and documents digitally
- ☐ Order equipment (laptop, mobile, access card)
- ☐ Set up workstation (desk, IT access)
- ☐ Create email address
- ☐ Inform the team about the new arrival
- ☐ Assign a mentor or buddy
- ☐ Create an onboarding plan (90-day plan)
- ☐ Make personal contact (call or video call)
First Day
- ☐ Personal welcome from the manager
- ☐ Show around the workplace (desk, kitchen, facilities)
- ☐ Hand over equipment and set up IT
- ☐ Introduce to the team (in person or in a meeting)
- ☐ Company tour
- ☐ Welcome lunch with the team
- ☐ First small task (quick win)
- ☐ Walk through the agenda for the first week
First Week
- ☐ Welcome session on the company, vision and values
- ☐ HR meeting (benefits, leave, time tracking)
- ☐ IT training (tools, software, systems)
- ☐ One-to-one with the manager
- ☐ First team meetings
- ☐ Discuss 90-day onboarding plan
First 90 Days
- ☐ Regular check-ins (weekly or fortnightly)
- ☐ Job shadowing with experienced colleagues
- ☐ Role-specific training and workshops
- ☐ Goal setting for the first months
- ☐ 30-day review (initial reflection)
- ☐ 60-day review (mid-point check)
- ☐ 90-day review (probation feedback)
- ☐ Give and receive feedback
After 3–12 Months
- ☐ Development conversation (career perspectives)
- ☐ Discuss training and development opportunities
- ☐ Hand over first independent projects
- ☐ Onboarding close-out (after 6–12 months)
- ☐ Gather feedback on the onboarding process
Best Practices: What Makes Onboarding Successful?
1. Start Early (Preboarding)
Onboarding doesn't start on day one – it starts at contract signing. Use the time before the start date for preboarding measures.
2. A Structured Plan (90-Day Plan)
Create a detailed onboarding plan with clear milestones, responsibilities and timeframes. Everyone involved should know what needs to happen and when.
3. Personal Support (Mentor/Buddy)
Assign every new employee a mentor or buddy – a dedicated go-to person for all questions, including the ones they're embarrassed to ask.
4. Regular Check-ins
Weekly or fortnightly conversations with the manager in the first months. Give feedback and invite it in return.
5. Social Integration
Professional induction matters – but so does social integration. Team lunches, informal gatherings and team events build cohesion.
6. Enable Quick Wins
Give new employees small, achievable tasks in the first few days. Early successes build confidence and motivation.
7. Convey the Culture
Onboarding is the best opportunity to embed company values from the outset. Show how those values are lived day to day.
8. Gather Feedback
Ask regularly: How is the onboarding going? What's missing? What could be better? Continuously improve the process.
9. Think Long-Term
Onboarding doesn't end after the first week. Plan for at least 3–6 months – ideally 12.
10. Use Digital Tools
Leverage digital tools (onboarding platforms, e-learning, digital personnel files) to structure and streamline the process.
Common Onboarding Mistakes
Mistake 1: No Structured Plan
Problem: The new employee is left to figure things out alone with no clear structure.
Solution: Create a 90-day plan with clear milestones.
Mistake 2: Information Overload on Day One
Problem: Too much information at once leads to overwhelm.
Solution: Spread information out over weeks and set clear priorities.
Mistake 3: No Personal Support
Problem: The new employee doesn't know who to turn to.
Solution: Assign a mentor or buddy as a dedicated contact.
Mistake 4: Only Professional Induction
Problem: Social integration is neglected.
Solution: Organise team events, informal meet-ups and a welcome lunch.
Mistake 5: No Feedback
Problem: The new employee doesn't know how they're performing.
Solution: Regular feedback conversations at 30, 60 and 90 days.
Mistake 6: Workstation Not Prepared
Problem: Equipment is missing or IT access doesn't work on day one.
Solution: Prepare and test everything before the first day.
Frequently Asked Questions (FAQ)
How long does onboarding take?
A good onboarding programme lasts at least 3 months (often aligned with the probationary period), and ideally 6–12 months. The first 90 days are the most critical phase.
Who is responsible for onboarding?
Onboarding is a team effort: HR coordinates the process, the manager leads the induction, mentors and buddies provide support, and the team handles social integration. Everyone has a role to play.
What does poor onboarding cost?
A great deal. A failed hire costs on average 1.5–3 times the annual salary, plus recruiting costs, lost productivity and the knock-on effects on the team.
What goes into an onboarding plan?
A good onboarding plan includes: a timeline (90 days), responsibilities, milestones, training sessions, contacts, objectives for the first months and scheduled feedback conversations.
How do I measure onboarding success?
Key metrics include: time-to-productivity (how quickly is the person performing?), early turnover (resignations during probation), employee satisfaction (surveys), feedback from new starters and goal achievement in the first months.
Do I need dedicated software for onboarding?
Not necessarily, but it helps significantly. Onboarding software – or an HR platform with an onboarding module – structures the process, automates tasks and creates transparency for everyone involved.
Conclusion: Onboarding as an Investment in the Future
Onboarding is not a bureaucratic obligation – it is a strategic investment in organisational success. The first weeks and months determine whether new employees stay long-term, ramp up quickly and genuinely connect with the company. A structured onboarding process – from preboarding through the first day to long-term integration – demonstrably improves retention, productivity and employee satisfaction. Organisations that invest in professional onboarding reap the rewards: lower turnover, faster productivity, a stronger employer brand and happier people. The effort is absolutely worth it – because first impressions are the ones that last.