Employee onboarding: The definitive guide to welcoming new hires (2024)

You can easily navigate this guide by using the table of contents to jump to the sections that interest you most.

Onboarding definition: What is onboarding?

So, what does employee onboarding mean, exactly? In HR terms, onboarding is the process of getting a new hire familiar with their role, the organization, and the company culture. The goal is to help them become effective, contributing, and happy members of the team. 

A good onboarding process not only provides new employees with the information and tools they need to start strong but also ensures their successful integration into the team and organization.

Onboarding vs. Induction vs. Orientation vs. Training: What’s the difference?

These terms are often used interchangeably, but they each have a distinct purpose in welcoming new employees.

• Orientation: This is the initial phase, typically a one-day session, where new hires learn the essentials—company policies, their role, and any administrative tasks. It’s designed to get them familiar with the basics quickly.
• Induction: Induction goes a step further by helping new hires integrate into the company culture and work environment. It includes meeting colleagues, understanding workplace norms, and easing into their new role.
• Training: Training is all about equipping new employees with the skills they need to succeed in their jobs. It can be short-term, focused on specific tasks, or ongoing, aimed at broader skill development.
• Onboarding: Onboarding is the most comprehensive process, starting when a new hire signs their contract and continuing until they’re fully settled in their role. It includes orientation, induction, and training, and can span several months to a year.

No matter what term you use, make sure everyone in your organization understands what it means.

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Employee transitions: From preboarding to offboarding

A successful employee journey goes beyond simply welcoming new hires; it encompasses essential phases like preboarding, onboarding, and offboarding to create a smooth and supportive experience. In some cases, this journey also includes reboarding and crossboarding when employees return after a break or transition into new roles. These key moments are known as “employee transitions.” 

Let’s explore each stage and see how they work together to ensure a seamless and positive experience for everyone involved.

1. Preboarding: Laying the groundwork before day one

When? From the moment your new hires sign the contract until their first day.
What's it about? Preboarding is like warming up before the big game—it’s all about getting new hires excited and ready before they even walk through the door. This is the time to answer their initial questions, share some company info, and maybe even send a welcome kit or a friendly email. The goal? To make them feel like part of the team right from the start and set the stage for a smooth and successful first day.

2. Onboarding: Welcoming and integrating new employees

When? From day one until they're fully up to speed.
What’s it about? Onboarding isn’t just a catch-all term for the whole process—it’s also the name of a key phase that starts on day one. This is where the real journey begins. Onboarding is more than just giving a tour or handling paperwork; it’s about helping new hires fit into the company culture, understand their job expectations, get comfortable in their role, and ensure they have everything they need to succeed.

3. Offboarding: Saying a proper goodbye

When? From the time they give notice until their last day (and beyond).
What’s it about? Offboarding is about giving a proper and respectful goodbye. It ensures a smooth transition, wraps things up neatly, and keeps the door open for future connections. This phase includes exit interviews, transferring responsibilities, and maintaining a positive relationship after they've left.

4. Reboarding: Easing back into the flow

When? When someone returns after an extended leave.
What’s it about? Reboarding is all about helping employees smoothly transition back into the workplace after some time away. Whether they’ve been on parental leave, medical leave, or a sabbatical, reboarding ensures they’re up to speed on what’s new, what’s changed, and what they need to know to get back into the swing of things. It’s a quick refresher that helps them hit the ground running and feel ready to contribute again.

5. Crossboarding: Navigating new roles within the company

When? When an employee moves to a different department or role within the company.
What’s it about? Crossboarding is all about helping employees smoothly transition to a new role or team within the same company. It’s similar to onboarding but tailored to the new position or department. This phase ensures they understand new processes, team dynamics, and expectations to hit the ground running in their new role.

By working through these phases, you’ll make the whole experience smoother and more supportive for your employees—whether they’re joining, coming back, or shifting roles. And don’t forget, each phase is a great opportunity to strengthen your connection with your team!

[.callout-small]Check out all the 8 stages in the employee lifecycle.[.callout-small]

Why is onboarding so important?

Onboarding isn’t just a box to check—it’s a game-changer for your company’s success and your employees’ experience. Here’s are some benefits of getting onboarding right:

Fast-track productivity

A good onboarding program helps new hires get up to speed quickly. It gives them the knowledge, skills, and tools they need to start contributing right away. In fact, companies with a strong onboarding process see new hire productivity jump by up to 70% (Brandon Hall Group).

Stronger engagement

Onboarding sets the tone for an employee’s relationship with the company. A well-structured program makes employees feel valued and connected from the start, leading to higher engagement and job satisfaction.

Higher retention
First impressions matter, and onboarding is your chance to make a great one. A poor onboarding experience can make 64% of employees consider leaving within their first year (Hibob). On the flip side, organizations with an effective onboarding process boost new hire retention by 82% (Brandon Hall Group).

Lower costs
Hiring is expensive— a study by the Society for Human Resource Management (SHRM) found that replacing an employee can cost six to nine months of their salary. For someone earning $60,000 (€54,000), that’s $30,000 to $45,000 (€27,000 to €40,500). A strong onboarding process can help reduce these costs by lowering turnover.

Save time
By automating onboarding processes, HR managers can save up to 14 hours per week (CareerBuilder). That’s valuable time that can be spent on more strategic initiatives, improving overall efficiency.

[.callout-small] For more surprising onboarding statistics, visit our blog [.callout-small]

How onboarding improves the employee experience

A well-executed onboarding process does more than just benefit the company—it also enhances the employee experience in meaningful ways. 

• It builds confidence and reduces stress by giving new hires the tools and information they need to feel secure in their roles.
• It provides clarity through clear communication, helping employees understand their responsibilities and ensuring a smoother start. 
• It creates connections, allowing new employees to quickly build relationships and find their place in the company’s culture.
• It encourages development by offering training and growth opportunities from day one, boosting both satisfaction and loyalty.

The ROI of successful onboarding is clear: faster productivity, better retention, lower costs, stronger engagement, and significant time savings—all while greatly enhancing the employee experience.

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How much does it cost to onboard a new employee?

The cost of onboarding a new employee can vary significantly depending on factors like company size, industry, role complexity, and the specific onboarding plan in place. While it’s hard to pinpoint an exact figure, typical onboarding costs include training hours, administrative tasks, equipment, software, and the time invested by IT, HR, buddies, team members, and managers to get new hires up to speed. Factoring in these elements will help you estimate your onboarding expenses. 

Investing in a well-structured onboarding process, however, leads to higher employee retention and increased productivity, making it a valuable investment that can even save costs in the long run.

Save costs with Employee Onboarding Software

In addition to boosting employee retention and productivity, onboarding software can significantly reduce costs by automating essential tasks and improving efficiency. Here’s how an onboarding platform can help:

• Automatic welcome emails: Make new hires feel valued from day one with personalized, automated messages.
• Time-based & progress-based triggers: Automate workflows by setting triggers based on time or onboarding milestones, like releasing new content.

• Reminders for critical tasks: Send automatic reminders to both new hires and managers to complete important tasks on time.
• Digital forms to collect key info: Easily collect all necessary information with digital forms before the new hire’s first day.
• System integration: Connect onboarding with payroll, HR, and communication tools for a smooth process.
• Digital signing: Speed up paperwork by allowing new hires to sign contracts and forms electronically, saving time and reducing administrative work.

By automating these steps, employee onboarding software helps reduce manual tasks.

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How long does it take to onboard a new employee?

The length of the onboarding process can vary, but typically, a good program lasts anywhere from 90 days to a year, depending on the role and company needs. 

For more complex roles or specific industries, onboarding might stretch up to 12 months to make sure everything clicks into place. This longer approach helps new employees fully settle in and feel confident in their roles.

At Appical, we like to kick things off with a 30-day preboarding phase before the new hire even starts, giving them a head start and making day one less overwhelming.

[.callout-small]Want a simple guide to help your new hires succeed? Check out our 30-60-90 day plan, which breaks down the first three months into clear goals and tasks.[.callout-small]

Who should be involved in employee onboarding?

Onboarding is a team effort, and different roles play a part in making it a success. Here’s who should be involved and is responsible for the success of the onboarding process:

Recruitment

It all starts with recruitment. They’re the first point of contact and help make the move from candidate to new hire smooth, setting the stage for a positive experience right from the beginning.

The manager

Managers are key—they know the ins and outs of the role and the team. Because they spend so much time with the new hire, they can make the onboarding process more personal and help the new employee feel welcomed and supported from day one.

The team

The whole team has a role to play. When team members pitch in—whether it’s by inviting the new hire for a coffee or just showing a little extra interest—it helps the newcomer feel at home faster.

The buddy

A buddy is an experienced colleague who helps the new hire navigate their first days and weeks, offering guidance and being a go-to for any questions. This support is invaluable, whether you're in the office, remote, or somewhere in between.

HR 

While HR kicks things off, their role continues beyond the paperwork. Regular check-ins ensure that everything’s going smoothly and that the new hire has the support they need from all sides.

With everyone pitching in, onboarding becomes an effective and welcoming experience that helps new employees feel at home and ready to succeed.

[.callout-small]How can you make sure these roles work well together? Learn from a global onboarding expert.[.callout-small]

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Core components of a strong onboarding process: the 6 C’s

The 6 C’s of employee onboarding are the building blocks of a great onboarding process, designed to make sure new employees feel welcome, informed, and ready to succeed. 

This framework was originally created by Talya Bauer, who identified the first 4 C’s—Compliance, Clarification, Culture, and Connection—as the essentials:

• Compliance covers all the mandatory tasks that need to be completed, like the necessary paperwork and legal details.
• Clarification ensures that new hires understand their roles and responsibilities clearly, avoiding confusion.
• Culture helps them get acquainted with the company’s values and everyday practices.
• Connection focuses on building meaningful relationships with colleagues, making the workplace more enjoyable.

As onboarding evolved, two more C’s were added to enhance the process:

• Confidence provides the support new hires need to feel secure and capable in their new roles.
• Checkback involves regular check-ins to see how new hires are settling in and gathering feedback from them to assess and improve the onboarding process.

Recognizing the need for a bit of fun in the process, Appical introduced a 7th C:

• Creativity brings a fun and engaging element to onboarding, making the experience more memorable and enjoyable.

Together, these 7 C’s create a well-rounded onboarding experience that helps new hires settle in and thrive in their new roles. 

[.callout-small]If you want to dive deeper into each C, you can find more in our blogs.[.callout-small]

How to start designing your onboarding journey (in 7 steps)?

Designing an effective onboarding journey involves more than just ticking off tasks—it requires a strategic approach. Use this seven-step guide to get started, and keep the 7 C’s in mind as you craft your plan.

Step 1) Begin by setting clear goals for your onboarding program. What do you want to achieve? Whether it's boosting engagement, accelerating productivity, or enhancing satisfaction, your objectives will shape your design.

Step 2) Identify key stakeholders who will be involved in or impacted by the onboarding process. Their insights will help tailor the program to better meet the needs of new hires (and the organization).

Step 3) Create a detailed timeline covering each stage of the onboarding process - from before they arrive, to the first day, the first few weeks, and beyond. This clear plan helps everything run smoothly and keeps the process organized and engaging.

Step 4) Gather all necessary resources, such as company information, training materials, and videos. Make sure everything is up-to-date and relevant to make the onboarding experience as effective as possible.

Step 5) Decide how you’ll deliver the onboarding content—whether through an onboarding platform, email, or another method. Consider the benefits of each option, such as ease of access or integration with existing systems.

Step 6) Design content that captures attention and keeps new hires engaged. Use a variety of formats—like videos, interactive quizzes, and personalized messages—to accommodate different learning styles and make the information more digestible (and fun!).

Step 7) Plan how to integrate the onboarding approach into your workplace. Test the process with a small group before a full rollout to refine and perfect the experience, and gather feedback from new hires to identify areas for improvement.

[.callout-small]Need help mapping your ideal onboarding journey? Our free onboarding assessment helps you evaluate and improve your current process for the best results.[.callout-small]

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How to onboard new hires effectively (expert tips)

Now that you've learned the theory and basics of onboarding, it's time to explore best practices and tips from experts at Appical and the companies we work with. Here’s a quick look at some key strategies:

Break the silence with preboarding

Our number one tip: keep the excitement alive after your new hire signs the contract! Stay in touch with a welcome message and share useful info like parking, lunch options, and dress code. This helps ease any first-day nerves and avoids awkward surprises, like showing up in a suit when everyone else is in sneakers.

It’s also a great opportunity to share some company information early on, helping new hires feel more connected and informed before their first day.

Assign a buddy

Pair new hires with a buddy to guide them through their first days, explain the company’s ins and outs, and introduce them to colleagues. In fact, new hires with an onboarding buddy report 36% higher satisfaction than those without one (HBR). A senior buddy, even from a different team, can offer valuable support while also developing their own leadership skills.

Set clear goals and tasks

When designing your ideal onboarding journey, use a 30-60-90 day plan to lay out clear goals and tasks for each stage. This approach helps you set expectations for what new hires should accomplish and learn in their first three months on the job, making the onboarding process more organized and focused. 

Plan the first day to perfection

Make sure everything is in place, from a working laptop to a well-organized schedule. Begin with a warm welcome - such as an introduction round, a tour, and a welcome kit - and map out clear tasks and events for the first week.

Avoid information overload

It’s one of the most common onboarding mistakes: overwhelming your new hire with too much information at once. Instead, spread it out over several days, and share details when they’re actually needed. I mean, does your new hire really need to know your complete strategy on day one?

Personalize the onboarding experience

One-size-fits-nobody. Tailor the onboarding process to match the new hire’s specific role, location, and experience level. Adding personal touches not only makes them feel truly welcomed but also shows that you value them as an individual.

Virtual onboarding: how to onboard remote employees? 

Do you have employees working remotely or from different locations? Want to ensure they get a fantastic onboarding experience as well? Onboarding remote employees requires a slightly different approach, but with the right strategies, you can make it just as effective as in-person onboarding. Here are some starting points:

• Use the right tools: Start with video calls (via Zoom/Teams/Google Meet) and use platforms like Slack or Asana for collaboration to help remote hires feel part of the team.
• Keep communication open: Ensure new hires know how to reach their manager, buddy, or HR, and set clear communication channels for support.
• Bring the culture to them: Use virtual tours, meet-and-greets, and remote team-building activities to integrate new hires into your company culture.
• Be structured but flexible: Have a clear onboarding plan, but be ready to adjust for time zones or different learning speeds.
• Check in regularly: Frequent check-ins prevent isolation and ensure new hires have the support they need.

By following these tips, remote onboarding can be effective and welcoming, no matter where your new hires are located.

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Employee onboarding best practices

When it comes to onboarding, there's no need to reinvent the wheel—many organizations have already developed great practices that can serve as inspiration. And trust me, some have truly mastered the art of welcoming new hires! Let’s dive into standout examples and creative ideas you can adapt to make your own onboarding process shine.

Onboarding case studies

Dutch Ministry of Defence

The Dutch Ministry of Defence wanted to reduce dropout rates and keep recruits engaged while they waited for their training to start. They tackled this with a digital onboarding platform that offers a mix of general and tailored info in an easy-to-navigate format. The platform features interactive elements like quizzes, visuals, FAQs, and simple explanations to keep recruits informed and connected before their training starts.

[.callout-small]Check out the case study[.callout-small]

Allianz Trade

With a global team of 1,700 employees spread across 15+ countries (and growing), Allianz Trade needed an onboarding process that worked across different regions. They created a simple, standardized program with key company info, but teamed up with local HR teams to add relevant local details. This made sure new hires across Northern Europe got a consistent but personal experience, helping the company grow and making onboarding smooth for everyone.

[.callout-small]See the case study[.callout-small]

Eurofins

Eurofins, a leader in bioanalytical testing, had to expand rapidly during the COVID period. New hires came from a variety of sectors, but thanks to their dynamic and flexible onboarding, they were well-prepared for their new roles right from the preboarding phase. Eurofins even uses their own employees as actors in training videos, making the onboarding process more personal and engaging. The result? Satisfied employees, accelerated productivity, and smooth transitions.

[.callout-small]Discover how they did it[.callout-small]

Creative ideas to welcome the new employee

To make onboarding even more engaging, here are some creative ideas inspired by some leading companies:

Bingo! by New10

Bingo isn’t just for retirees—it’s a fantastic onboarding activity! New10 wowed us at Onboard Amsterdam 2021 with their inventive bingo idea. How does it work? Create a bingo card with tasks like taking a polaroid at the office, going for a coffee, or sending out a first meeting invite. The goal is, of course, to complete as many tasks as possible and achieve bingo. It’s a fun spin on the traditional onboarding checklist. Plus, you can up the excitement by giving small prizes for completed bingo cards!

Talkshow by Capgemini and Radboudumc

Ever thought of hosting a talkshow at work? It’s a fun way to connect with new hires! Set up a format, invite a board member to join the conversation, and let a new employee co-host. Companies like Radboudumc and Capgemini have tried this with great success!

Board game by the Province of Drenthe

At the Province of Drenthe’s new hire introduction day, new employees play a custom board game: "The Drents Province Game." It’s a fun and engaging way to learn about the company and the area and connect with other colleagues. The game blends online elements (via an app) with offline activities, offering a great balance of learning and interaction. Want more details? Check out the Province of Drenthe case study!

And there you have it: a comprehensive guide to employee onboarding, covering what onboarding is, why it’s important, how to do it effectively, and best practices to follow.

If you want more tips or need personalized advice, don’t hesitate to reach out or explore further resources. 

Happy onboarding! 👋