What is employee onboarding?
Employee onboarding introduces a new hire to the organisation and sets the stage for their role. It starts before the first day and continues through the early weeks or months of employment. A well-structured process familiarises new employees with the company’s culture, policies, values and expectations while also providing the essential knowledge and resources they need to perform their duties effectively.
While human resources professionals usually oversee onboarding, hiring managers, IT teams and other departments also play important roles. A coordinated approach helps ensure new employees receive the information and support they need from the start. Onboarding may include:
- introducing the organisation’s structure and culture
- reviewing the employee’s role, duties and performance expectations
- setting up IT access and workstations
- explaining company policies and procedures
- completing compliance documentation and forms
- facilitating training and professional development
- encouraging connections with colleagues and supervisors.
A clear and well-structured onboarding process benefits both the employer and the new employee. On the one hand, it helps the employee settle in, understand expectations and gain confidence early on. For the employer, on the other hand, it can improve employee satisfaction, reduce early turnover and shorten the time it takes for the new hire to perform effectively.
Why onboarding matters
Good onboarding is more than a formality. Rather, it shapes how new employees see their workplace and influences how quickly they settle into their role. When the process lacks structure, new hires may feel unsure about what is expected or disconnected from the team. This can affect engagement and increase the risk of early resignation.
Employers can reduce these risks by taking onboarding seriously and investing in it. A consistent process helps new employees feel part of the team, understand priorities and contribute sooner. It also reflects a workplace culture that values preparation and support from the outset.
Onboarding is especially important in competitive labour markets, where attracting and retaining skilled employees requires more than just a job offer. Creating a welcoming and well-organised introduction to the company can make a lasting impression and influence long-term employee commitment and performance.
The five stages of onboarding
Onboarding works best when it is planned and structured. Rather than leaving things to chance, employers can follow a staged approach that starts before the employee’s first day and extends into the early weeks of employment. Below is a recommended timeline with five key stages of onboarding.
Stage 1: Administration and paperwork
Timing: As soon as the offer is accepted
Once your new hire has signed their employment contract, it is time to start the administrative side of onboarding. Notify the payroll team of the employee’s start date so they can begin setting up payment and superannuation records. Provide the employee with key HR documents such as the Fair Work Information Statement, confidentiality agreements and workplace policies. If any licences or qualifications are required for the role, collect copies during this phase.
Consider using onboarding software or a shared checklist to streamline the process and track progress. These tools can improve coordination between HR, IT, managers and other teams and thus reduce delays and duplication.
It is best if employers communicate clearly during this stage. Prepare a welcome email that outlines what the employee can expect next, who to contact with questions, and what information they need to review or return. Keep the tone professional and encouraging, and stress that you are available to answer queries along the way. After all, a confident and proactive approach from the employer can ease the new hire’s nerves and help build trust from day one.
Stage 2: Preparing the workspace and systems
Timing: Two weeks before the start date
Before the employee arrives, make sure their physical and digital work environment is ready. Assign them a desk or workspace and ensure it is clean, equipped and accessible. For hybrid or remote employees, this may involve preparing a home office package or confirming any internet or software requirements.
Coordinate with your IT department to set up logins, email accounts, shared drive access and any required hardware such as laptops, monitors or mobile phones. Also confirm that all systems are tested and operational, so the employee can start work without technical delays. This will allow them to get stuck in right away and make a good first impression, boosting your employer reputation.
At this stage, also prepare any required security credentials, building passes or swipe cards. Making sure the new employee can access the workplace and internal systems from day one demonstrates your professionalism and respect for their time.
Stage 3: Welcome pack and team announcement
Timing: One week before the start date
A warm welcome can significantly influence how an employee feels about their new role. One week prior to commencement, send a welcome pack by email or post. This might include a digital copy of the employee handbook, an induction schedule and a personal note from their manager. Some organisations also include branded stationery or merchandise such as mugs, pens or polo shirts to create a sense of belonging.
At the same time, notify the wider team about the new hire. Share their name, job title, start date and a brief background so colleagues can introduce themselves and make the new person feel welcome. This announcement can be made via internal email, a team meeting or your company’s internal messaging platform, for example.
Where appropriate, involve senior leaders or department heads in welcoming new hires. A short message or introduction from leadership shows that the employee is valued and helps them build a connection with the wider organisation.
Stage 4: Induction and training
Timing: First week of employment
The first week is often the most important period in onboarding. Your new employee is forming their first impressions and learning how things work, so a structured and supportive induction will help them settle in and find their feet.
Start with a formal welcome on day one. If possible, arrange a team morning tea or lunch to introduce the employee and provide a relaxed setting for relationship building. Assign a workplace buddy or mentor to the new hire who can guide them through the early days and answer informal questions.
The induction should include an overview of the company’s mission, values and structure, as well as practical details such as health and safety procedures, leave entitlements and how to access in-house tools. Employers should also review the role description with the employee, explain performance expectations and clarify reporting lines.
Training should then be tailored to the specific role. This may involve systems training, shadowing experienced colleagues, reading operational manuals or participating in online learning modules. The goal is to equip the new hire with the knowledge and skills to do the job well.
For employees transitioning from other departments or roles, customise the induction to focus on their new responsibilities while acknowledging their prior experience. For remote hires, make sure digital tools are in place to facilitate virtual orientation, and schedule regular video calls to stay connected.
Stage 5: Check-ins and feedback
Timing: Two to four weeks after the start date
Once the new employee has had time to settle into their role, follow up with a scheduled check-in. This meeting is an opportunity to discuss how they are progressing, answer any questions and identify any challenges they might be facing. It also allows the employer to give them early feedback and guidance.
Ideally, HR professionals and line managers work together to conduct the check-in and document any actions or adjustments required. If further training is needed, arrange it promptly. If the employee raises concerns, take them seriously and respond respectfully.
Regular feedback and open conversations help new hires feel recognised and supported. Employers may want to schedule follow-up check-ins at the three- and six-month mark to track progress and address any issues. These discussions can also offer insights into how well the onboarding process is working and where it could be improved.
Best practices for employee onboarding
Here are some additional tips to help strengthen your onboarding approach:
- Start early: Onboarding should begin before the employee’s first day. Preboarding activities like sending paperwork, preparing equipment and sending welcome materials make the transition smoother.
- Tailor the experience: Tailor the onboarding process to the employee’s role, location, experience and needs. A generic approach may miss important details.
- Be inclusive and accessible: Use plain language and provide information in accessible formats. Ensure that processes are respectful of cultural differences, disability needs and personal circumstances.
- Involve the team: Include the team in the onboarding process. Early support from colleagues helps the new hire settle in and feel part of the workplace community.
- Communicate clearly: Make sure all instructions, expectations and timelines are communicated in a friendly, professional and direct way. Avoid jargon where possible and give employees the opportunity to ask questions.
- Review and improve: Ask new hires for feedback on their onboarding experience and use their input to refine the process.
Benefits of a strong onboarding program
When onboarding is done well, the benefits extend far beyond the first few weeks. A structured onboarding program can:
- build trust and psychological safety
- increase employee confidence and job satisfaction
- reduce early turnover
- boost productivity and performance
- strengthen your employer brand
- encourage long-term engagement and growth.
Onboarding is not just a formality but an investment in your workforce and your organisation’s future. After all, it helps new employees find their feet, feel welcome and start off on the right track.
Final thoughts
Employee onboarding sets the tone for a successful working relationship. A clear, consistent and inclusive approach lets new hires feel supported and confident from their very first interaction with your business.
By planning ahead, communicating clearly and personalising the experience, you can help new employees integrate more smoothly and be productive sooner. A positive onboarding experience also lays the groundwork for strong employee retention and engagement over time.
Refer to Indeed’s onboarding guide each time you welcome a new team member, and continue to refine your approach based on feedback and outcomes.
