Onboarding

Last updated: February 20 , 2026

This guide covers proven onboarding best practices, such as preboarding, mentorships, frequent check-ins and leveraging technology. Employers will also learn critical onboarding milestones and responsibilities.

Onboarding key takeaways:

• The goal of onboarding is to acclimate new hires to an organization and give them the knowledge and resources necessary to succeed in their roles.
• Basic onboarding tactics include engaging new hires before the first day, building social connections and using software solutions to modernize and ease the transition.
• It’s common for onboarding programs to last up to three months, with milestones on days 1, 15, 30, 45 and 90.
• Onboarding checklists can help employers keep track of responsibilities and avoid common mistakes, like not adequately preparing for the first day or failing to set expectations.

What is an onboarding process?

An onboarding process is how new hires become familiar with an organization’s culture and business model, while learning the knowledge, skills and behaviors needed to perform their jobs effectively. The goal is to help them feel like they belong and made the right choice, thereby cultivating long-term relationships with their employers.

Specific onboarding processes differ based on business size and other factors. However, many programs consist of orientation and official training, including but not limited to codes of conduct. Employees may also be given reference materials on job specifications, products and services.

Onboarding vs. orientation

Orientation is typically a short, introductory event that helps new employees understand their role and workplace policies. They also fulfill administrative tasks, such as completing legally required employment forms and enrolling in benefits.

Onboarding, in contrast, is a longer-term process designed to help employees build relationships, understand expectations, develop skills and fully integrate into the organization through regular check-ins and ongoing support. Depending on the employer and the role, onboarding can last several months or longer.

Employee onboarding basics

To improve engagement and retention without overextending resources, employers need to fulfill some basic onboarding responsibilities. Many consistently make it a point for new hires to:

• Communicate with managers before their first day
• Get to know the names and faces of team members
• Go on a tour of the office or workplace
• Check-in with managers regularly
• Learn about areas around the workplace
• Partake in ice breakers to connect with colleagues
• Have a mentor or buddy assigned to them

How to make onboarding a positive experience

Ad hoc, paper-driven or unstructured onboarding programs can jeopardize desired business outcomes, i.e., productivity, engagement and retention. If new team members seem confused or overwhelmed, it may indicate that onboarding processes need improvement. Here are some tips on how to onboard employees in ways that enhance their experience:

• Provide clear instructions for the first day and/or week
  Letting new hires know exactly where to go, what to do and who they’ll be working with can help them feel more comfortable at the start of their tenure.
• Complete forms and paperwork ahead of time
  Sending new hires administrative paperwork in advance, to the extent permitted by legal requirements, saves time and makes for a more impactful first day.
• Encourage social connections
  When new employees have opportunities to connect with colleagues and leaders – either through team-building activities or employee resource groups (ERGs) – they may start to develop loyalty and goodwill toward the organization.
• Check-in frequently
  Whether daily or weekly, regular check-ins allow employees to ask questions and provide their managers with valuable feedback on the onboarding process.
• Take advantage of technology
  An integrated onboarding system can help automate administrative tasks, like form submission, and may serve as another communication channel with new hires.

The employee onboarding process timeline

Many companies find that the first 90 days are the most crucial for new hires to build rapport with the company, management and co-workers. Milestones include the following:

• Pre-hire
• First day
• Second week
• 15 days
• 45 days
• 90 days

Pre-hire

• Before the first day, the new hire receives a welcome email with helpful information, such as a map of the workplace, the first week’s schedule and the manager’s contact information. They might also be asked to start completing required paperwork.
• Employers set up the new hire’s workstation and any necessary software or equipment.
• Employers schedule informational sessions for new hires to learn about the company, its goals, traditions and culture.

First day

• A workplace tour takes place.
• New hires have lunch with their managers and coworkers.
• Managers introduce new hires to the rest of the company.
• A dedicated mentor is assigned.
• New hires are shown how to access the employee handbook, staff directory and other important company information.

Second week

Managers and new hires create a timetable for setting and reaching goals. They might also discuss future career pathways.

15 days

Supervisors check in on the new hire’s progress and ensure the individual has everything needed to succeed. This is an important time to answer questions and address concerns before they escalate.

30 days

New hires are involved in both short- and long-term projects so they feel a sense of accomplishment and contribution to the company. They might also be asked to complete a survey to gather their feedback about the onboarding experience.

45 days

Managers touch base with new hires to ensure they feel comfortable with their role and are happy with their work.

90 days

A follow-up meeting occurs to ensure managers and new hires remain on the same page. Employees might also be invited to share ideas for improving the business.

New hire onboarding roles and responsibilities

Onboarding does not happen overnight. It takes dedication and follow-through from both the new hires and the employers guiding them. Here is a breakdown of some of the responsibilities:

Employer to do’s

• Set up the employee’s profile in the organization’s system of record
• Send a welcome note from the manager
• Introduce the new employee to the team via email
• Provide an overview of the company
• Provide local neighborhood and driving directions if the role is in the office
• Order the employee’s equipment or custom items (e.g., uniform, laptop, printer)
• Tour the office with the new employee if the role is in an office or physical location (restrooms, break rooms, cafe, etc.)
• Enjoy lunch with the team or provide a meal delivery gift card for remote employees
• Meet with the employee one-on-one (via video conference or in–person, depending on the nature of the role) to talk about expectations
• Set attainable goals and measurements of success
• Review all onboarding steps and ensure completion of forms
• Identify and assign required learning and training
• Capture employee feedback about the onboarding process

New hire to do’s

• Review company policies and complete acknowledgments
• Complete Form I-9, Employment Eligibility Verification
• Complete Form W-4, Employee’s Withholding Certificate
• Set up direct deposit
• Enroll in benefits (if applicable)
• Complete any assigned training programs

Common onboarding challenges and solutions

Poorly executed onboarding is a missed opportunity to make a great first impression with new hires and could increase turnover rates. Some common pitfalls to avoid include:

• Lack of preparation
• No sense of community
• Undefined expectations
• Missing data
• Inflexibility

Lack of preparation

Throwing together a last-minute onboarding process or having nothing arranged for new hires can make them feel unwelcome. All necessary equipment, software and credentials should be ready before an employee starts onboarding.

No sense of community

Feelings of isolation can be amplified for new hires. Employers should help them build relations with key workplace contacts, including supervisors, direct reports and internal or external relations.

Undefined expectations

It’s common for new hires to feel a lot of pressure when they first start, and if expectations are unclear, they may begin comparing their new job to previous ones. Employers can prevent this situation by explaining accountabilities, setting authoritative boundaries and making resources available to the employee.

Missing data

The number of employees who leave their jobs in the initial months varies by organization. Therefore, employers who want to track improvements to their onboarding program must first know their baseline turnover metrics.

Inflexibility

Remote and hybrid work are important to many people, depending on their role, and can influence their engagement and retention. The onboarding process for these employees should provide the same level of structure, access to resources and communication as on-site employees.

Employee onboarding checklist

Keeping track of new hires’ onboarding progress can be overwhelming for even the most seasoned HR team. A checklist, such as the one that follows, can help simplify the process in a way that creates a welcoming atmosphere and a long-term relationship:

• Did the organization send a welcome message to the new employee before the first day?
• Did you hold a meet and greet for coworkers to get to know the new team member?
• Was the new hire provided all necessary documents on their first day, including HR forms, schedules, contact lists and login credentials?
• Was the new hire assigned a mentor within the first two days of starting?
• Did orientation use games or quizzes to hold the employee’s interest?
• Was time scheduled each week for new hires to meet with managers and ask questions?
• Were new hires surveyed about their satisfaction with the onboarding experience?

Onboarding remote employees

Remote work, by its nature, can make onboarding challenging. However, it is possible to create an experience that’s just as positive and nurturing for remote workers as it is for those on-site. One of the primary keys to success is ensuring that employees have access to everything they need for their job – computer equipment, software credentials, fleet vehicles, etc. – before their start date.

Effective communication via technology is also essential when onboarding remote employees. It may be helpful to send a series of personalized emails that welcome employees to the organization and direct them to digital resources, such as:

• Virtual tours
• Orientation videos
• e-Learning tools
• Online handbooks and directories

Frequently asked questions about onboarding

What are the three phases of onboarding new employees?

Many employers think of onboarding as a singular process, but there are actually three parts to it, each with a distinct purpose:

1. Preboarding – engage with the employee before the first day
2. Orientation – outline the employee’s role as part of a one-time event
3. Onboarding – check the progress of the employee’s integration at regular intervals

What are the three C's of employee onboarding?

A successful onboarding experience generally consists of three C’s:

1. Connection – Employee satisfaction and assimilation that lead to retention
2. Comfort – Bonds between employees, their managerial team and the organization that lead to effective working relationships and productivity
3. Culture – Workplace norms, expectations and values that shape career development and purpose-driven work

How long should employee onboarding last?

Orientation activities, such as completing paperwork and acknowledging policies, may be completed within the first week, but onboarding itself typically continues well beyond this initial period. The specific length of time varies by organization, role and industry.

For instance, some employers structure onboarding over the first 30, 60 or 90 days. Others extend it to a full year to foster long-term engagement, performance and retention. In either case, spreading onboarding activities over time can help prevent information overload and allow employees to gradually build confidence in their roles.

What are some onboarding best practices?

While there are numerous small details to manage when a new hire joins a company, creating and deploying an effective employee onboarding process comes down to these best practices:

1. Design onboarding for both managers and employees
2. Design onboarding for a digital and mobile world
3. Customize onboarding to individual roles or groups within the organization
4. Listen to employee feedback on the onboarding program

What makes a good onboarding experience?

Every organization’s culture is different, but employers can generally make onboarding a positive experience by clearly communicating goals and meeting five essential employee needs:

• Freedom
• Knowledge
• Stability
• Self-management
• Meaning

Why is an effective onboarding process important?

An unstructured onboarding process sets new hires up to doubt their role and the organization from day one. In contrast, employees who experience a thorough and exceptional onboarding program have more confidence in their role, with 70% saying they have “the best possible job.” Those same employees are 2.6 times more likely to be extremely satisfied with their workplace and, as a result, are more loyal.¹

What is employee preboarding?

Preboarding helps alleviate stress on the first day by sending new hires helpful information in advance. Materials distributed as part of this process may include:

• A welcome letter or email
• Information about the company and the industry
• The first week’s schedule and the manager’s contact information
• Essential HR and tax forms

How can feedback improve the onboarding process?

Gathering new-hire feedback allows employers to discover if aspects of their onboarding program are not working. Surveys dedicated to this purpose should be distributed when new hires have had time to become acclimated to their jobs, yet still remember specifics about their onboarding experience. Once the feedback is gathered, managers can change, adapt or replace inefficient processes and improve the onboarding program for future employees.

What is required for employee onboarding?

Structure is one of the most important requirements for a successful onboarding program. Depending on the industry and the work, structured onboarding could be as simple as outlining the steps new hires must go through in their first week at an organization. Or, it can entail more complex processes and learning modules to help new employees with various aspects of their role.

What are signs that employee onboarding was not successful?

Poor engagement, productivity and retention are some signs that a new hire’s onboarding experience was unsatisfactory. These individuals may ask questions, like:

• Does my employer care about me succeeding in this role?
• If I ask for more instructions, will they think less of me?
• Is it always going to be like this?
• Is this the right position for me?

How can you reduce turnover with your onboarding process?

If new hires are not acclimating well to their new position and are at risk of resigning, it is paramount to define career paths for them. The following steps may help:

1. Let new employees know where their position can lead if they stay with the company.
2. Map out career development opportunities that align better with the new hire’s interests.
3. Explain how individuals in similar roles have moved across departments and found success.

¹Gallup, 8 Practical Tips for Leaders for a Better Onboarding Process

This guide is intended to be used as a starting point in analyzing the onboarding definition and is not a comprehensive resource of requirements. It offers practical information concerning the subject matter and is provided with the understanding that ADP is not rendering legal or tax advice or other professional services.