How To Onboard New Employees Successfully

Employee onboarding shapes first impressions and long-term engagement. Before diving into the full details, here’s a quick summary of what effective onboarding entails.

In short

• Onboarding begins before day one with pre-onboarding, setting the tone through clear communication and a personal welcome.
• A structured first day and ongoing integration help new hires feel confident, connected and aligned with company goals.
• Measuring success through feedback, surveys and checklists supports continuous improvement and stronger employee retention.
• Common mistakes include lack of preparation, poor communication and treating onboarding as a one-time event.

What is Employee Onboarding?

The definition of onboarding is the process of welcoming a new hire into a company. It includes steps that help them settle into their role, meet the team, and learn about the company’s culture and goals. Onboarding is not a one-day event; it is a longer, intentional process that helps new employees feel supported and prepared to contribute. Although HR plays a key role, the responsibility is shared across the organisation as managers, team leaders and colleagues all contribute to helping new starters feel connected and confident in their role.
The onboarding process can make or break the employee experience. We recently released our Onboarding Guide for Belgium filled with insights, data, and practical tools for HR professionals and managers. The guide explains what the onboarding process involves, outlines its key stages, and shows how it can help your business grow. To explore the full guide, you can download it here. 

What Are the Different Onboarding Phases?

A successful onboarding procredure usually has several phases. Each one helps ensure a smooth transition for the new hire. Here are the key stages:

Pre-onboarding

The onboarding journey begins before the first day. When pre-onboarding is done well, new employees arrive feeling informed, valued, and eager to begin.

• Practical information: According to Michael Page ’s research, 85% of recently placed employees say it’s essential to receive details about their first day in advance.
• Personal touch: Send a personalised welcome email or package with company materials or schedules. This helps the employee feel valued and excited to join the team.

The First Day

The first day sets the tone for the employee’s experience. It is important to make them feel included and confident in their decision to join.

• Challenges: 82% of new hires said no event was organised for their first day. 33% considered leaving the company after day one.
• Solutions: Assign a company buddy, provide a clear agenda, and host a small welcome event. These steps can make a big difference.

Integration

This phase relies heavily on managers and peers to provide ongoing guidance and connection.

• Practical knowledge: Share company goals, codes of conduct, workplace ethics, and software tools.
• Personal development: Set role-specific goals and offer mentorship or coaching.
• Social integration: Invite new hires to company events, team lunches, and informal gatherings. This helps them build relationships.
• Remote Onboarding: 40%  of new hires find remote onboarding less effective. Boost engagement with virtual meetups, onboarding buddies, and creative welcome kits.

According to Small Business Trends, the average onboarding process typically lasts between three to six months. Some companies may extend onboarding beyond six months to ensure deeper employee integration and long-term success.

Measuring Success & Driving Continuous Improvement

Measuring the success of onboarding helps create a supportive environment, reduces turnover, and accelerates new hire contribution. It also identifies what’s working and what needs improvement to make the experience more effective.
Here are ways to measure and improve onboarding:

• Onboarding feedback: Ask new hires to share their thoughts. Use their insights to make the process stronger.
• Surveys: Check how employees feel about their onboarding. Ask about clarity, support, and team integration.
• Checklists: Keep a checklist of all key steps. Ensure every new hire has a consistent experience.
• Continuous improvement: Act on the feedback you collect. Review and refine onboarding regularly to keep it up to date.

How Can You Help New Hires Succeed from Day One?

First impressions matter. Nearly half of employees have considered leaving after their first day, and more than a quarter say they didn’t receive enough support during onboarding. Common mistakes like sending paperwork without context or treating onboarding as a one-off task can leave new starters feeling uncertain and disconnected. A clear, well-planned onboarding process helps avoid these issues and encourages stronger engagement from day one.
Here are practical ways managers can create a strong start:

• Be prepared: Set up tools, access, and a clear agenda before the employee arrives. Assign a buddy to guide them through the first week.
• Build connection: Schedule informal chats, team lunches, and social introductions. These moments help build trust and a sense of belonging.
• Clarify expectations: Define goals early and explain how the role contributes to the team's success.
• Check in regularly: Frequent feedback helps new hires feel supported and gives managers a chance to adjust and improve the experience.

A structured and thoughtful onboarding plan increases confidence, engagement, and retention. For a complete playbook, download our Onboarding Guide. It includes strategies and data for all key phases to help you build a programme that leads to long-term success.