How to avoid information overload when onboarding new hires

What's the deal with information overload? 

Picture this: you’re starting a new job. Day one is a whirlwind of emails about company policies, meet-and-greets with new colleagues, and stacks of guides to read. Every team is eager to make sure you get their essential info—HR wants you to know the rules, IT walks you through the software, and your own team fills you in on how things work and what’s expected of you.

Meanwhile, you’re also trying to adjust to a new routine, learn the tools, and figure out where everything is. It’s a lot to process, and it’s easy to feel swamped.

For those managing this, the challenge is significant. How do you make sure the important stuff actually reaches the new hires? And how do you ensure it sticks? 

Without a clear plan, critical details can get lost, leading to frustration and stalled productivity for everyone involved. But the good news is, there are ways to manage the chaos and make the onboarding process smoother and less stressful for everyone.

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11 Practical tips to minimise information overload

1. Prioritise key information 

Start with the essentials. Identify what new employees absolutely need to know in their first few days. Rather than overwhelming them, focus on immediate needs and gradually introduce more as they settle in. Ask yourself: What does this hire need to know about the company and their role? 

Tailor the onboarding process to include both general information and role or department-specific info. When you eliminate unnecessary information, you allow your new hires to concentrate on what’s important for them. 

[.callout-small]💡Digital platforms can help; use tags for location, role, or department to customise the information.[.callout-small]

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2. Spread out the information

Don’t give all the info at once; spread it out over a few weeks. This helps new hires digest and remember it better. Think about what they need to know and when. For example, start with basic company policies, then move on to role-specific details.

[.callout-small]💡Creating a clear timeline for these phases and information helps simplify the process, giving you a better overview.[.callout-small]

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3. Start onboarding before day one

To complement spreading out information, begin onboarding before the first day. In the preboarding phase. Send essential materials and welcome messages in advance. This early start helps new hires start absorbing information slowly, making it easier for them to feel prepared and less overwhelmed from the get-go. By the time they officially begin, they’ll have a better grasp of the basics.

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4. Centralize resources

Set up a central place to store all key documents, guides, and relevant information, like a shared drive, company intranet, or onboarding app. This way, new hires have an easy-to-find, reliable source to find and review resources they need. Plus, you won’t have to hunt down that one missing document each time.

[.callout-small]💡Include a FAQs section to quickly address commonly asked questions.[.callout-small]

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5. Diversify learning options

Use a mix of content types like videos, quizzes, and open questions. Different formats can help cater to different learning styles, making it easier for new hires to understand and remember information. It also helps to keep things interesting and avoid boring repetition.

[.callout-small]💡 One way of building engaging learning experiences is using short videos. Research shows they increase student engagement by 24.7% and boost exam scores by 9.0% compared to long videos. So why not give it a try for onboarding?[.callout-small]

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6. Provide a clear overview of tasks and milestones

Give new hires direction by outlining their tasks and goals, creating a roadmap for their first months. This clarifies what's expected and structures their onboarding. Work together with the new hire to align with their needs and goals.

Consider creating an agenda for the first week, including key meetings, one-on-ones, and learning sessions. Remember not to jam the schedule to the max; leave some space for breaks and absorb all the new information.

[.callout-small]💡A 30-60-90 day plan can be particularly effective, allowing you to track progress and celebrate achievements as they reach each milestone. [.callout-small]

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7. Create clear checklists

Create simple checklists that outline the tasks and milestones for new hires (if you want, with the help of the 30-60-90 day plan). This gives them a clear view of what’s expected and a sense of accomplishment as they tick off each task. Divide the list into different phases, such as before the first workday and day one, to keep it manageable.

[.callout-small]💡Include deadlines and set up automated reminders to ensure nothing is overlooked, for both your new hires and your managers.[.callout-small]

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8. Assign a mentor and buddy

Pair new hires with both a mentor and a buddy to support them during their transition. Mentors can provide guidance and answer questions about their role, while buddies offer friendly support and help with day-to-day adjustments. This team support helps new hires feel more connected and less alone, leading to a warmer, more welcoming start.

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9. Track progress and offer support

Keep an eye on new hires' progress to identify any learning gaps early. Use tools or platforms to track their progress online and check-in, and refer back to the roadmap you created to track how things are going. 

Regular one-on-one meetings are a great way to catch any issues early. By addressing concerns quickly, you offer the support they need to thrive and feel confident in their new roles.

[.callout-small]💡Ask for feedback on the onboarding process and make adjustments as needed to enhance the experience. In the Appical app, you can ask open-ended questions, but you can also get answers using Likert scales.[.callout-small]

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10. Give some space to process 

Allow new hires some breathing room to let all the new information sink in. Whether it's letting them leave a bit earlier on their first day or starting a bit later, giving them time to process can reduce stress and make the transition smoother.

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11. Make it fun!

Combat information overload by adding elements of fun to the onboarding process. Activities like team lunches, social events, or creative icebreakers can make the experience feel less daunting. By breaking up the information with enjoyable moments, you help new hires absorb details more easily and feel more relaxed as they start their journey.

💡Encourage new hires to grab coffee with their colleagues and get to know each other better. You could even throw in conversation starter cards with fun questions on both work stuff and personal topics to make chatting easier.

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Using onboarding apps to tackle information overload

A great start begins with the right tools. With employee onboarding software—like Appical’s—you can simplify the process for both new hires and yourself. No information overload—just a smooth, effective experience. Here’s how an onboarding app can make all the difference:

• Phased information release: Unlock info based on milestones or timelines (like a few days before the start). This structured approach helps new hires absorb details gradually, not all at once.
• Tailored content (tagging): Not everyone needs the same info. With tagging, everyone gets the perfect mix of general knowledge and role-specific details about their position, department, or location.
• Progress monitoring: With a handy dashboard, HR and managers can keep track of how new hires are doing. See where they’re at, where they might need help, and where they might be stuck. 
• FAQs section: An FAQ section provides instant answers to common questions and explains company terms (what does ‘KPI’ mean again?)
• Task lists:  No missed deadlines or miscommunication. Interactive task lists guide new hires and managers step by step through the process. Everyone knows what needs to be done—and when.
• Push notifications: Deadline approaching? New info available? A push notification gives a friendly nudge. 
• Interactive experience: A fun and engaging onboarding app makes the learning process enjoyable, helping new hires settle into their new roles with ease and enthusiasm.

By combining these practical tips with digital solutions, companies can transform the onboarding experience from overwhelming to engaging. This will help new hires start (and end) their journey motivated and informed.

[.callout-small] Further reading: Onboarding New Employees: The definitive guide to welcoming new hires [.callout-small]

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Concluding thoughts: From chaos to managing the flow of information

Starting a new job usually involves receiving a flood of information. By prioritizing key details, focusing on relevance, and spacing out the delivery, you can turn this process from overwhelming to welcoming. For both you and your new hire. 

Digital tools can help manage information overload by automating processes, spreading out the information, and making onboarding interactive. This way, the onboarding process becomes less overwhelming for both the new employee and yourself.