Onboarding is often seen as a checklist item — something to complete once contracts are signed and systems are set up. But poor onboarding does more than cause a slow start; it impacts retention, productivity and long-term engagement.
Only 12% of employees strongly agree their organisation does a great job onboarding new hires. Additionally, research indicates companies with structured onboarding see 82% higher retention and over 70% greater productivity. Still, many programmes remain inconsistent, underdeveloped, or simply overwhelming.
The problem isn’t lack of effort, it’s lack of clarity. Without a structured, people-focused approach, even the best intentions fall short. If you're looking to build an onboarding journey that's clear, scalable, and engaging, this article will guide you through each step, from preboarding to long-term feedback.
Why a solid onboarding process changes everything
The first few weeks in a new role leave a lasting impression. Whether the experience is structured or disorganised shapes how quickly employees adapt, how confident they feel, and whether they choose to stay. Onboarding is more than a formality. It’s a long-term investment in engagement and performance.
A thoughtful programme bridges the gap between hiring and productivity: one of the most strategic goals in Human Resource management. It helps new hires understand their role, connect with colleagues, and feel that the business is committed to their success.
Make new hires feel welcome and confident
Starting a new job can be stressful. A well-designed onboarding experience eases that stress by offering clear expectations, early introductions, and a warm welcome.
Small, consistent gestures can make a big difference:
- A personalised welcome message before day one
- An assigned team buddy for informal support
- A tour of the workplace or virtual walkthrough
- A clear schedule for the first week
These simple steps build confidence and help establish a positive emotional connection early on.
Avoid early exits with clear steps
New hires who feel unsupported are far more likely to leave quickly. In the UK, nearly 1 in 10 employees resign within the first 90 days (2024 UK HR Stats), and over half report dissatisfaction with their onboarding experience often due to unclear structure or confusing tasks. A structured, people-focused onboarding programme changes that. Clear steps help new employees feel prepared, included, and ready to contribute from the start.
What does a good onboarding plan really look like?
A great onboarding plan balances structure with flexibility. It provides a consistent framework that can scale across teams and roles, without losing its human touch.
Simple, repeatable, and people-focused
Effective onboarding isn’t complicated. It’s:
- Clear – with an easy-to-follow checklist
- Employee-focused – centred on trust and support, not box-ticking
- Culturally aligned – reinforcing values and ways of working from day one
Think of your business as your home, and onboarding as a first visit. The way you welcome someone, guide them through, and help them feel comfortable all shape their experience. You wouldn’t leave guests at the door or expect them to find their way alone. The same goes for new hires.
Adapting to roles and teams without starting from scratch
While the core structure of your onboarding plan should remain stable, it must also be flexible enough to accommodate differences between departments. A remote software developer and an on-site customer service agent will need different materials, timelines, and support systems. That doesn’t mean creating dozens of different plans. Instead, build a modular approach where core components (such as culture, compliance and tools) combine with universal, functional components (such as training or KPIs) based on the role.
Your step-by-step onboarding checklist
Organising onboarding into phases makes it easier to manage and improves the employee experience. Here’s how a well-rounded plan should unfold:
Before day one – set the stage
Preparation begins before the new hire enters the office or logs on. Preboarding sets the tone and ensures that day one goes smoothly.
Key actions:
- Send a welcome email outlining what to expect
- Share essential documents and log-in details
- Set up hardware and access to relevant software
- Introduce the new hire to their team via email or chat
- Provide a brief overview of the onboarding schedule
This phase eliminates unnecessary uncertainty and builds anticipation.
The first week – focus on people, not paperwork
Many organisations still place too much emphasis on paperwork. In fact, 58% of companies say their onboarding programme focuses primarily on processes and paperwork (HCI, Talent Pulse).
During the first week, however, the real priority should be connection, not compliance. While policies and forms are important, they shouldn’t dominate the experience. New hires are far more likely to feel engaged and confident when the focus is on people, purpose, and making them feel part of the team.
Create a structured agenda that includes:
- A company overview session with HR or leadership
- Team introductions, ideally with time for informal chats
- Shadowing or onboarding calls with team members
- First training modules, spaced across several days
This stage is where employees begin forming bonds and understanding how their role fits within the broader organisation.
First month – training, tools, and team culture
By the second and third week, employees should begin contributing in small ways. But they still need guidance. Managers play a central role here, ensuring that goals are clear and performance expectations are realistic.
Throughout the first month, focus on:
- Building functional skills with targeted training
- Offering regular check-ins and coaching sessions
- Encouraging participation in team meetings
- Reinforcing company values and behavioural norms
- Answering questions and removing blockers proactively
A successful first month increases confidence and sets the foundation for long-term engagement.
Beyond 30 days – feedback and long-term goals
Onboarding doesn’t always follow a fixed timeline. For some roles and organisations, it may span several months; for others, a more condensed process might be appropriate. What matters most is setting clear expectations from the start, so every new hire knows what to expect and when.
That said, onboarding rarely ends after just 30 days. Many employees still feel uncertain well into their second or third month. To maintain momentum and continue building confidence:
- Hold a formal 30-day check-in to review progress and challenges
- Set clear goals for the next 60 to 90 days
- Discuss long-term development opportunities
- Invite feedback on the onboarding experience and adjust if needed
This phase moves the employee from “new hire” to “team member” and allows you to refine your onboarding programme based on real input. Onboarding should be flexible in length, but always consistent in support.
Onboarding tools that make your life easier
While manual onboarding methods are usually time-consuming, they’re also difficult to scale. As your company grows, turning to the right HR Software helps ensure consistency, automation, and efficiency across your onboarding programme.
Automate repetitive tasks with HR software
With Kelio’s HR Onboarding Software, you easily streamline:
- Sending welcome emails
- Scheduling orientation sessions
- Assigning documents and training modules
- Sending reminders to managers and new hires
Not only does it reduce administrative burden, but it also helps ensure that nothing falls through the cracks.
Keep communication smooth and friendly
Good communication reduces uncertainty. A centralised onboarding portal helps reduce uncertainty by giving new hires one place to access documents, track progress, and stay informed. Instead of relying on scattered emails or paper handbooks, onboarding software provides a single source of truth, timely updates, and easy access to support resources.
Track progress without micromanaging
With digital dashboards, managers can quickly view onboarding status, identify roadblocks, and follow up where needed, without constant check-ins. Kelio’s solution provides insights into completion rates, upcoming deadlines, and areas where extra support may be required. This transparency strengthens accountability across departments.
How to know if your onboarding works
An onboarding programme is only as good as the outcomes it delivers. Tracking the right data helps you evaluate performance and make informed improvements.
Useful metrics you can actually measure
- Time-to-productivity – How long does it take for a new hire to contribute meaningfully?
- First-year retention rate – Are new employees staying with the company beyond 12 months?
- Onboarding task completion – Are critical steps being skipped or delayed?
- New hire satisfaction – Are employees satisfied with their onboarding experience?
These indicators can highlight gaps in your process and justify investments in tools or training.
What to ask in feedback sessions
Collect feedback at key intervals: end of week one, end of month one, and end of the probation period. Regular feedback from new hires helps fine-tune the process. Consider including:
- What part of onboarding was most helpful?
- Was anything unclear or missing?
- Did you feel welcome and supported?
- How could we improve the experience for future hires?
Mistakes to avoid (and how to fix them)
Even well-designed onboarding programmes can miss the mark if they overlook the human experience or try to do too much too soon. Recognising and addressing common pitfalls can help you create a smoother, more engaging journey for every new hire.
- Information overload
New hires are often bombarded with details in their first few days, leading to confusion and disengagement. Prioritise only what’s essential in week one, and pace the rest across the first month. Offer written resources they can revisit on their own schedule. - Vague expectations
Ambiguity creates anxiety. Without clear guidance, new employees may not understand what’s expected of them. Use a structured 30-60-90-day plan to define responsibilities, short-term goals, and success criteria throughout the probation period. - Skipping the human connection
A process-heavy experience with little personal interaction can make employees feel isolated. Beyond policies and procedures, ensure time for informal chats, friendly introductions, and assign a peer mentor or buddy to support social integration.
Even small changes can make a significant difference. When onboarding balances structure with empathy, it builds trust and sets your new hires up for success.
How Kelio can help you onboard smarter
Kelio’s HR onboarding software is built to support HR teams, managers, and new hires alike. With tools that simplify the process and scale with your organisation, it ensures that everyone involved, from HR to line managers and employees, has the visibility and clarity needed at every stage of onboarding.
Features built for HR and managers
- Custom onboarding plans for different roles
- Task scheduling and reminders across departments
- Real-time progress tracking
- Feedback collection tools to improve continuously
What’s possible when onboarding is done right
When onboarding is done right, the results speak for themselves. Companies using structured platforms like Kelio report shorter ramp-up times, higher employee satisfaction, reduced early turnover, and stronger alignment with business goals.
Start onboarding new employees with clarity, confidence and ease. Contact Kelio today to find out how our solution can help you.
