15+ Best practices for employee onboarding to make them wanting to stay longer

Imagine checking into a hotel after a long journey. You’re tired, maybe a bit anxious, and all you want is a smooth check-in and a warm welcome. Now, picture two scenarios. In the first, the receptionist barely looks up, hands you a key, and points vaguely toward the elevator. Not exactly five-star treatment, right?

But in the second, you’re greeted with a smile, someone helps with your bags, explains the amenities, and even offers local tips. Instantly, you feel at ease — maybe you’ll even extend your stay.

That’s the power of a great first impression. Employee onboarding works the same way. The way you welcome new hires shapes how they see their future with you. Get it right, and they’re not just onboarded — they’re invested.

In this blog, we’re sharing 15+ onboarding best practices that turn new hires into loyal team players, ready to stay and grow with your company.

What is onboarding?

Onboarding is the structured process of integrating a new employee into your company—far beyond just paperwork and policies. It includes setting clear expectations around work culture, introducing company culture, connecting with the team, and providing the tools and knowledge they need to succeed. Done right, it builds confidence, clarity, and connection—all before that shiny new hire hits their 90-day mark.

Think of onboarding as your company’s first real conversation with an employee after they say “yes” to the offer. It’s your chance to create a positive first impression and show them how things really work—not just in terms of tasks but in how your team members communicate, solve problems, and celebrate wins. Whether you’re onboarding in person or remotely, the experience sets the tone for how invested someone feels from day one.

From pre boarding steps like company swag, welcome kits, or early access to systems to structured 30/60/90 day plans, the best practices for employee onboarding create a smooth runway for every new hire. This isn’t just about making a good impression—it’s about equipping your people to thrive in their roles faster. And when that process is intentional and human, you don’t just onboard new employees—you win their trust and commitment early on.

Why (good) onboarding matters?

You wouldn’t hand someone car keys without explaining the brakes—and the same logic applies at work. Good onboarding helps new hires feel supported so they hit the ground running instead of stumbling in the dark. It turns nervous energy into engagement, clarity, and excitement to contribute.

• Shortens the learning curve: Great onboarding gives employees the clarity they need to start contributing quickly. It minimizes trial and error by guiding them through tools, culture, and expectations. Instead of wasting energy guessing, they’re set up to hit milestones early.
• Boosts early productivity: When employees know what success looks like and where to find support, their output improves fast. Onboarding aligns them with business goals and equips them to perform sooner. That early lift often turns into sustained performance.
• Builds trust and loyalty: The first few days say a lot about how much a company values its people. A thoughtful onboarding experience shows care, structure, and investment. Employees are more likely to stay loyal when they feel respected right away.
• Lowers early attrition: Poor onboarding is one of the biggest reasons people quit within the first 90 days. Without support, new hires feel lost and frustrated. Good onboarding makes them feel seen, capable, and confident enough to stay.
• Reinforces your culture: Onboarding is where values become real—not just words on a slide. It immerses new hires in the behaviors, rituals, and attitudes your company champions. That cultural clarity strengthens alignment and belonging early on.
• Improves manager-employee dynamics: When onboarding includes active manager involvement, trust builds faster. Employees understand expectations and communication norms from their direct leader. This reduces misalignment and creates stronger relationships from day one.
• Sets long-term expectations: Onboarding isn’t just about the first week—it’s about laying the groundwork for growth. Clear performance goals, check-ins, and feedback loops set the tone. Employees who know what’s ahead are more motivated to stick around and rise up.

Why is onboarding so important in today’s workplace?

In a workplace that's constantly evolving—remote tools, changing roles, multigenerational teams—onboarding is no longer a "nice-to-have." It's the first real moment of truth after a candidate says "yes," reflecting the organization's culture. And how that moment is handled can either reinforce their decision or make them second-guess it.

• Helps navigate hybrid and remote work norms: With more employees starting their jobs from their living rooms than the office, structured onboarding provides much-needed clarity. It bridges the distance by offering digital introductions, virtual handbooks, and role-specific guidance. Without it, remote hires can feel disconnected and underprepared.
• Creates consistency across departments: Good onboarding standardizes the way employees are introduced to the company—no matter their team or role. This ensures a unified understanding of culture, policies, and processes. Consistency means fewer surprises and better cross-functional collaboration.
• Builds psychological safety early on: Starting a new job is overwhelming. Onboarding that encourages questions, feedback, and open conversations helps reduce anxiety. When people feel safe to speak up from the beginning, they’re more engaged and invested in the long run.
• Supports DEI from day one: Inclusive onboarding goes beyond pronoun fields and diversity slides. It weaves belonging into the entire experience—from representation in training materials to accessibility in tools. Employees notice when inclusion is intentional right from the start.
• Aligns new hires to business impact: People want to know their work matters. Strong onboarding connects roles to larger goals, showing new employees how their work fits into the big picture. That connection fuels motivation, purpose, and retention early on.

The difference between onboarding and orientation

While people often use "onboarding" and "orientation" interchangeably, they're not the same. One is a quick intro; the other is a journey. Understanding their differences helps HR craft a more meaningful employee experience for new hires.

How onboarding affects engagement, productivity, and retention?

A well-designed onboarding experience doesn’t just help new hires find the restroom and Wi-Fi password. It lays the groundwork for their long term success, determining how connected, productive, and loyal they’ll be in the long run. Let’s break down how onboarding shapes these critical outcomes at work.

• Engagement: Onboarding is often a new hire’s first real taste of your company culture. When it's engaging, interactive, and personalized, employees feel seen and valued from day one. This emotional connection boosts commitment and sparks motivation to contribute. It signals that they’re not just filling a seat—they’re part of something.
• Productivity: Good onboarding helps employees understand their role clearly, access tools quickly, and feel confident in decision-making. It eliminates the guesswork, speeds up the learning curve, and reduces early errors. The faster they’re equipped to do their job well, the sooner they become valuable contributors. Less floundering, more focus.
• Retention: A thoughtful onboarding process reduces early turnover by creating a smooth transition into the company. Employees who feel welcomed, well-trained, and supported are less likely to start job hunting again. Onboarding reassures them they made the right decision—and encourages them to stay for the long haul.

Best practices for preboarding: Making a great first impression

Preboarding is the underrated secret sauce of employee onboarding. It sets the tone before the start date, building excitement instead of anxiety. A great first impression here, coupled with ongoing support, can turn nervous anticipation into genuine enthusiasm.

• Send a personalized welcome email: Skip the generic template. A warm, personalized welcome email that includes names, team details, and a friendly tone can make new hires feel seen. It helps ease pre-start jitters and shows that your company pays attention to the small (but important) stuff.
• Share a pre-start checklist: Before they step into the role, give them a simple, clear checklist. This might include form submissions, tool access, or reading materials. It empowers new hires to be prepared and reduces confusion or last-minute scrambles on day one.
• Introduce the team ahead of time: Make those first Zoom calls or hallway encounters less awkward. Share short bios, team intros, or even a Slack welcome message. A little context ahead of time makes social integration smoother and more natural.
• Ship their work equipment early: If they’re remote or hybrid, ship the laptop and gear a few days early. Include thoughtful touches—maybe branded merch or a handwritten note. It signals you’re invested in their success from the get-go, not scrambling to catch up.
• Give them a peek into the culture: Preboarding is a perfect time to share your company story, values, or behind-the-scenes videos. This sneak peek into culture helps new hires mentally settle in and align with the vibe, even before they log in for day one.
• Assign a pre-boarding buddy: Pair the new hire with a friendly team member for casual check-ins before they start. It’s like having a tour guide before the actual tour begins—someone to ask questions, share excitement, and feel connected early on.
• Keep communication warm and human: Automated emails are efficient, but don’t underestimate the value of a human check-in. A short call from their manager or future teammate goes a long way. It personalizes the process and makes the transition feel truly welcoming.

What should be included in a 30/60/90 day onboarding plan?

A structured 30/60/90 day onboarding plan isn’t about cramming checklists into calendars. It’s about giving new hires and their direct managers clarity, confidence, and measurable goals to create momentum. Think of it as a roadmap—where expectations grow gradually, not all at once.

Days 1–30: Learn, observe, and settle in

• Objective: Help the new hire get oriented with the company, culture, people, and tools.
• Focus areas:
• Company mission, values, and structure
• Role-specific training and SOPs
• Meet-and-greets with team members and cross-functional colleagues
• Introduction to tools, workflows, and daily responsibilities
• Setting early expectations and performance goals
• Why it matters: This first month lays the emotional and cognitive foundation. Clarity and support here = early confidence.

Days 31–60: Start contributing and build relationships

• Objective: Move from shadowing to hands-on contribution, with stronger internal relationship-building.
• Focus areas:
• Take ownership of small projects or tasks
• Participate in team meetings with more input
• Identify areas for skill development
• Get feedback from managers and peers
• Why it matters: The second month is all about gaining traction. Progress builds morale and helps cement belonging.

Days 61–90: Take full ownership and show impact

• Objective: Prepare the employee to fully own their role and contribute independently.
• Focus areas:
• Lead a project or process
• Set long-term OKRs with the manager
• Provide feedback on the onboarding experience
• Identify career goals and next steps
• Why it matters: This is the phase of performance and proactivity. At this point, your new hire shouldn’t feel “new” anymore.

Onboarding mistakes to avoid

Even the best intentions can go sideways when onboarding lacks structure or clarity. One wrong step can lead to confusion, frustration, or even early exits, which can have a huge impact on the organization . Let’s break down the most common onboarding missteps that senior leaders should avoid.

• Starting without a plan: Winging onboarding sends a message that the company isn’t ready—or worse, doesn’t care. A clear plan creates confidence and direction from day one. Without it, new hires end up feeling lost or irrelevant.
• Information overload: Dumping too much too soon can be overwhelming. When everything feels urgent, nothing feels clear. Space out training and updates so employees absorb, not just endure.
• Ignoring role-specific onboarding: Generic onboarding overlooks the unique needs of each role. Failing to tailor resources, tools, or goals can stall productivity. Role-specific focus shows you’re invested in their success.
• Leaving it all to HR: Onboarding isn’t just HR’s job—managers and teams need to be active participants. Without team involvement, new hires miss out on context and culture. Collaboration creates connection early on.
• No feedback or check-ins: Silence after the first week is a red flag. Regular check-ins show that feedback is welcome and progress matters. It also helps catch small issues before they snowball.
• Lack of cultural integration: New hires need more than just logins and policies—they need to feel like they belong. Skipping culture-focused onboarding leads to disconnection. Values, rituals, and informal norms should be part of the welcome.
• Assuming remote hires need less: Remote onboarding isn’t a stripped-down version—it needs more intentionality. Overlooking virtual engagement leads to isolation. Proactive communication and presence are key for distributed teams.

How to involve managers and teams in onboarding success?

A successful onboarding experience isn’t just an HR responsibility—it’s a team effort. When managers and team members are actively involved, new hires feel welcomed, supported, and more aligned with their role. Here’s how you can bring managers and teams into the onboarding process effectively.

• Assign a buddy or peer mentor: Pairing new hires with an experienced team member helps them navigate day-to-day tasks and integrate socially. It fosters early connections and gives them a safe space to ask questions. This approach encourages a smoother cultural fit and reduces first-week anxiety.
• Schedule manager check-ins: Regular 1:1s between the manager and new hire help track progress and set short-term goals. These check-ins ensure alignment and give space to clarify expectations. It shows the manager is invested in the employee’s growth from the very beginning.
• Involve the whole team early: Include the team in welcome emails, video calls, or first-day intros. When everyone is aware of the new addition, it promotes collaboration from the start. Team involvement also helps break the ice and fast-tracks trust.
• Co-create the 30/60/90 day plan: Managers should collaborate with HR and the employee to create realistic goals for the first three months. A co-created plan feels more relevant and helps the new hire see how their role fits into the team’s bigger picture.
• Celebrate early wins publicly: Encourage teams to recognize the new hire’s contributions—even small ones. Whether it’s a Slack shoutout or a quick call-out in a meeting, celebrating early wins boosts morale. It also motivates the new employee to stay engaged and keep contributing.

How to onboard remote or hybrid employees effectively?

Remote and hybrid hires don’t get the luxury of hallway hellos or spontaneous desk chats. Without an intentional onboarding experience to answer questions , they can feel like afterthoughts. Here's how HR professionals can set them up for success—wherever they’re working from.

• Schedule structured virtual introductions: Set up video meet-and-greets across departments. It creates visibility and sparks collaboration from day one. Don’t leave networking to chance—design it in.
• Create a digital onboarding hub: Centralize documents, videos, contacts, and timelines in one easy-access platform. It gives new hires clarity and control. No one should have to dig through emails for basics.
• Assign a remote buddy: Pair each new employee with a peer for casual guidance and support. Buddies humanize the virtual experience. They’re the go-to for “Is this normal?” kind of questions.
• Increase manager face time: Remote onboarding needs more manager touchpoints, not fewer. Frequent video check-ins build rapport and alignment. It shows presence, even without physical proximity.
• Make culture visible online: Celebrate wins, share stories, and communicate values through Slack, video calls, or newsletters. Culture shouldn’t disappear behind the screen. Keep it loud, proud, and consistent—digitally.

Steps in an onboarding process

Onboarding isn’t a one-day welcome party—it’s a structured experience that unfolds in thoughtful stages. When done right, onboarding activities reduce confusion, build connection, and fast-track productivity. Let’s walk through the seven key steps every onboarding process should include.

1. Preboarding essentials: Before day one, send a welcome kit, access credentials, and a clear agenda. This helps reduce first-day jitters and shows preparedness. A thoughtful pre boarding experience sets the stage for everything that follows.
2. First-day welcome and orientation: Kick things off with a warm team welcome and an overview of the company’s mission, culture, and policies. Orientation gives new hires foundational context. It’s the beginning of building belonging.
3. Role clarity and goal setting: Define responsibilities, performance expectations, and immediate goals. Clear direction builds confidence and cuts down on early uncertainty. It also opens the door to meaningful contributions from the start.
4. Tech and tools onboarding: Ensure access to essential systems, communication channels, and productivity tools. Offer tutorials or walkthroughs if needed. Tech confusion can stall momentum—this step keeps things moving smoothly.
5. Manager check-ins and feedback loops: Frequent 1:1s help track progress and address blockers early. Managers should reinforce wins and offer course correction. It strengthens trust and accelerates integration into the team.
6. Social integration and relationship building: Introduce hires to key cross-functional teammates and create space for informal conversations. Social belonging drives engagement. People stay where they feel connected—not just employed.
7. Review and adjust the plan: After 30, 60, and 90 days, review what’s working and where adjustments are needed. Feedback goes both ways. It signals commitment to their success, not just compliance.

How to optimize your onboarding process?

Even the best onboarding process needs fine-tuning to stay relevant and effective. Optimization isn’t about overhauling everything—it’s about smart tweaks that improve employee satisfaction and outcomes. Here are seven practical ways to level up your onboarding game.

1. Audit your current onboarding journey: Start by mapping the existing onboarding flow and identifying drop-off points or confusion triggers. Feedback from recent hires is gold here. You can’t fix what you haven’t tracked.
2. Personalize the experience by role and team: Avoid the copy-paste approach. Customize onboarding content and timelines based on job function, seniority, or department. Personalization shows intent—and increases relevance and retention.
3. Blend structured learning with informal touchpoints: Don’t rely solely on manuals or e-learning. Mix it up with live sessions, peer chats, and job shadowing. A blended approach makes the experience more dynamic and less robotic.
4. Set clear goals and success metrics: Define what onboarding success looks like—whether it’s role clarity by week two or tool proficiency by day ten. Metrics keep your process measurable, not just “feel-good.”
5. Automate repetitive admin tasks: Use HR tech to automate form filling, compliance training, and IT setups. Automation reduces delays and frees HR to focus on the human side of onboarding.
6. Collect and act on feedback: Send onboarding surveys at key milestones (day 7, 30, 90). More importantly, act on the insights. Small changes based on real feedback can make a lasting impact.
7. Keep iterating and involving teams: Optimization isn’t a one-time project—it’s an ongoing mindset. Involve managers, mentors, and employees regularly to co-own and improve the onboarding experience.

15+ Onboarding best practices to follow in the onboarding process

Let’s be honest—employee onboarding can feel like juggling flaming pins while riding a unicycle. But when done right, it builds loyalty from day one. Here are 15+ onboarding new employee best practices to make that first impression actually stick.

1. Start onboarding before day one: Send welcome emails, paperwork, and team intros ahead of time. It reduces anxiety and sets a positive tone. Preboarding is the new handshake.
2. Design a structured onboarding plan: A timeline with clear milestones helps employees feel anchored. Structure prevents chaos and gives new hires something to lean on. Don’t leave it to chance.
3. Assign a dedicated onboarding buddy: Buddies offer informal support and help new hires navigate company quirks. It humanizes the experience and builds social bonds early. Everyone needs a go-to person.
4. Personalize onboarding content: Different roles need different onboarding. Customize training and resources so they’re relevant and useful. No one wants to sit through two hours of “not-my-job” content.
5. Include leadership touchpoints: Make sure leaders are part of the onboarding experience. Even a quick “hello” from the CEO can spark connection. It signals value from the top.
6. Use onboarding checklists: Clear checklists help employees track progress and avoid confusion. They're especially useful in remote or hybrid environments. Clarity is confidence.
7. Incorporate company culture: Don’t just show it—let them feel it. Use stories, examples, or even memes that reflect real-life culture. Culture isn’t taught, it’s absorbed.
8. Make tech access seamless: Ensure laptops, tools, and software access are ready on day one. Nothing kills first-day excitement like waiting for IT. Smooth tech equals smooth entry.
9. Schedule 1:1s with managers early: Frequent manager check-ins build trust and clarity. It helps align expectations and detect early concerns. Don’t let new hires feel manager-less.
10. Create cross-functional exposure: Introduce employees to people outside their team. It builds a broader network and improves collaboration later. Siloed onboarding leads to siloed thinking.
11. Mix learning styles: Some learn by doing, others by reading or watching. Offer a mix of content types—videos, demos, hands-on tasks. Inclusive formats boost learning.
12. Gather feedback continuously: Send quick onboarding surveys at different touchpoints. Ask what’s working and what’s not. Then act on it—it shows you’re listening.
13. Celebrate small wins: Recognize milestones like first successful project or first client call. Positive reinforcement increases motivation. It’s the little wins that build big loyalty.
14. Don’t overload on day one: Keep day one light, engaging, and welcoming. Nobody wants a firehose of data before lunch. Think “spark interest” not “dump information.”
15. Train managers on onboarding: Even the best plan fails with a disengaged manager. Equip them with timelines, tools, and expectations. A prepared manager = a confident new hire.
16. Extend onboarding beyond 30 days: Real onboarding lasts 60–90 days, sometimes longer. Check-ins should stretch well past the first month. Connection deepens over time—not just week one.

How HR can lead a seamless onboarding experience?

When it comes to onboarding, HR isn’t just a support function—they’re the architects of the entire experience. From paperwork to personal touchpoints, HR sets the tone, helping new hires connect with co workers . Here’s how they can turn onboarding into a smooth, standout journey.

• Own the onboarding roadmap: HR should create a clear onboarding timeline with checkpoints, tools, and goals. A structured roadmap ensures consistency and reduces guesswork for managers. It’s the GPS every new hire needs.
• Automate the admin work: Use HR software to streamline forms, documents, and compliance steps. Automation saves time and prevents errors so HR can focus on people. Less paper-shuffling, more connection.
• Collaborate closely with hiring managers: HR should co-create role-specific plans with managers, not just hand over a checklist. This keeps onboarding aligned with job goals. Teamwork here equals better onboarding outcomes.
• Monitor progress and adjust quickly: Regularly check in on how new hires are doing—and act on feedback. Early intervention keeps small hiccups from becoming flight risks. HR should always have a pulse on the experience.
• Reinforce culture and belonging: HR can bring the company’s values to life through storytelling, events, and rituals. New hires should feel the culture, not just hear about it. That emotional connection starts with HR.

How to use employee lifecycle surveys to measure onboarding success?

You can’t improve what you don’t measure—and that’s where employee lifecycle surveys with CultureMonkey come in. These pulse checks help you understand how new hires are really feeling. Here’s how HR can use them to fine-tune onboarding success.

• Launch surveys at key milestones: Send out surveys at day 7, 30, 60, and 90 to track evolving perceptions. Each phase captures different onboarding challenges. Timing matters when you want real, actionable insights.
• Ask the right onboarding questions: Focus on clarity of role, training quality, support received, and culture fit. Specific questions uncover specific gaps. Keep it short, honest, and to the point.
• Analyze trends, not just responses: One bad rating isn’t a red flag—but patterns are. Look for recurring pain points across teams, locations, or managers. Trends tell you where the onboarding engine needs fixing.
• Link survey results to retention metrics: Cross-check survey data with turnover or early attrition. Low engagement early on often predicts flight risk. If the numbers line up, it’s time to rethink the approach.
• Close the feedback loop: Share what was heard—and what’s being done. This builds trust and shows HR is listening. When employees see changes happen, participation (and onboarding satisfaction) improves.

Blog summary

• Effective onboarding isn’t just about day-one logistics—it’s a strategic process that shapes how long employees stay and how fast they ramp up.
• We explored how best practices for employee onboarding—like setting clear goals, involving managers, and customizing for hybrid teams—can drive engagement, productivity, and retention from the get-go.
• By understanding the difference between onboarding and orientation, HR teams can avoid treating onboarding as a one-time event and instead build it into the employee lifecycle experience.
• We also looked at common onboarding mistakes to avoid and how to use employee lifecycle surveys to measure what’s working (and what’s not) in real time.
• Whether you're onboarding in-office or remote employees, the tips for onboarding new employees shared here ensure your new hires feel prepared, supported, and ready to stick around.

Conclusion

A well-thought-out onboarding process does more than just familiarize new hires with policies—it sets the tone for their entire journey with your company.

By following the best practices for employee onboarding, you build early trust, boost retention, and create a culture where employees want to grow. It’s not just about processes in the hiring process ; it’s about making people feel seen, heard, and supported from day one.

To truly understand how your onboarding efforts are landing, you need the right feedback at the right time. That’s where CultureMonkey comes in. Use it to run targeted employee lifecycle surveys, gather actionable insights, and continuously improve your onboarding experience—so new hires don’t just stay longer, they stay engaged.

FAQs

1. How long should an effective onboarding process last?

An effective onboarding process should typically last between 90 days to six months, depending on the role’s complexity and the organization’s structure. This timeline allows new hires to absorb essential knowledge, build relationships, and gradually become productive. Extending onboarding beyond just the first week ensures stronger engagement, better alignment with company values, and long-term retention.

2. How does onboarding impact employee retention?

Strong onboarding helps new hires feel welcomed, supported, and clear about expectations. When employees receive structured guidance, training, and new hire paperwork from day one, they’re more likely to feel valued and stay longer. Poor onboarding, on the other hand, leads to confusion and disengagement—contributing to early exits. So yes, onboarding directly influences long-term employee retention and loyalty.

3. How do you onboard remote or hybrid employees effectively?

To onboard remote or hybrid employees effectively, focus on clear communication, virtual introductions, and structured check-ins. Provide digital access to resources, role expectations, and culture insights shared by other employees. Assigning a buddy or mentor helps bridge the gap. Personalized touches—like welcome packages or video messages—can create a warm first impression, ensuring engagement despite the distance.

4. Should onboarding be customized based on the role or department?

Yes, onboarding should absolutely be tailored by role or department. While company-wide values and policies apply to everyone, each department has specific tools, workflows, and expectations. Personalized onboarding ensures relevancy, boosts early productivity, and helps employees build connections with their direct teams. A one-size-fits-all onboarding program can feel disconnected and less effective.

5. Can a poor onboarding experience increase early attrition?

Definitely. A poor onboarding experience can leave new hires feeling overwhelmed, confused, or unsupported—prompting them to question their decision after receiving the job offer early on. Without proper guidance, they may disengage quickly and start exploring other opportunities. First impressions matter, and an ineffective start can significantly increase early attrition and damage an employer's reputation.