Onboard your new employees easily with our step-by-step guide

In a small to medium-sized business (SME), people are your biggest asset. The way you bring new employees into your organisation can set the tone for their entire journey with your company. A positive onboarding experience boosts retention, productivity, and morale, while a poor one can lead to disengagement and high turnover.

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Here’s a step-by-step guide to creating an onboarding process that leaves a lasting positive impression:

Step 1: Start before day one

First impressions begin before the first day of work.

·      Send a welcome email or package: Include a personal note from leadership, the employee handbook, and practical details (dress code, parking, what to expect on day one).

·      Set up their workspace: Have their desk, laptop, software logins, and tools ready before they arrive.

·      Assign a point of contact: A buddy or manager who can answer pre-start questions.

Step 2: Plan a welcoming first day

The first day should feel structured and warm.

·      Greet them personally: Ensure a manager or colleague is there to welcome them.

·      Give a tour: Show them the office or workspace, introduce them to key people, and point out essentials.

·      Keep it simple: Don’t overwhelm them with heavy tasks on day one. Focus on orientation and relationship building.

Step 3: Provide structured training and clear expectations

Employees need clarity to succeed.

·      Job overview: Share a detailed explanation of their role, responsibilities, and how their work contributes to company goals.

·      Training schedule: Provide hands-on training sessions spread across the first few weeks.

·      Set expectations early: Communicate performance metrics, processes, and what success looks like.

Step 4: Foster relationships and belonging

Humans thrive when they feel connected.

·      Assign a buddy or mentor: Pairing new hires with experienced team members accelerates integration.

·      Encourage team interactions: Schedule coffee chats, team lunches, or informal check-ins.

·      Promote company culture: Share company values, traditions, and success stories.

Step 5: Provide regular check-ins and feedback

Onboarding is not a one-day event – it’s an ongoing process.

·      Weekly check-ins: Schedule brief meetings to discuss progress, answer questions, and provide feedback.

·      90-day review: Use the three-month mark to review performance, discuss challenges, and set future goals.

·      Two-way feedback: Ask them about their onboarding experience and what could be improved.

Step 6: Celebrate early wins

Acknowledgement builds confidence and motivation.

·      Recognize achievements: Celebrate small contributions they’ve made early on.

·      Public appreciation: A simple team-wide acknowledgment can go a long way.

·      Encourage initiative: Support them in taking ownership of their role from the start.

Final thoughts

For SMEs, every hire counts. A structured yet personal onboarding experience ensures that new employees feel valued, prepared, and motivated. By investing time and effort upfront, you set the stage for long-term employee success and loyalty. A great onboarding program doesn’t just welcome new employees – it helps them thrive.

Need help with your onboarding or training your new hires? We can help! Find out more here.