The Complete

Guide to Onboarding
New Hires
A 45-DAY CHECKLIST TO TAKE YOU FROM PRE-ARRIVAL
THROUGH THE FIRST MONTH
Your guide to onboarding

The initial onboarding experience, which lasts for at least a

month, significantly influences job performance, long-term
satisfaction, and employee retention.

As a great hiring manager, it’s important to follow all the critical

steps that make for a perfect onboarding program. That’s why
we created this simple guide.

You’ll get five checklists that will take you through:

• How to prep before your new employee starts
• Clear steps to take in their first 30 days

Ready? Let’s go!

The Complete Guide to Onboarding New Hires | 2

Table of contents

Introduction
Why onboarding is so important . . . . . . . . . . . . . . . . . . 4
The five phases of successful onboarding . . . . . . . . . . . 5

Onboarding checklists
15 days before your new hire starts . . . . . . . . . . . . . . . . 6
Day 1 with your new hire . . . . . . . . . . . . . . . . . . . . . . . . 7
Day 2 with your new hire . . . . . . . . . . . . . . . . . . . . . . . . 8
In the first week on the job . . . . . . . . . . . . . . . . . . . . . . 9
In the first monthon the job . . . . . . . . . . . . . . . . . . . . . 10

Conclusion
Key takeaways . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
10 ways to avoid common mistakes . . . . . . . . . . . . . . 12
Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Why onboarding
is so important

Since one in five new hires leaves within the first

45 days of starting a job,1 it’s crucial to have an
onboarding plan in place.

Employees that go through a

69% structured onboarding program

are 69% more likely to stay for 3
or more years.2

So where do you start? The reasons for investing in

a systematic approach to onboarding are clear, but
it can often be overwhelming to begin the process.
That’s why we’ve made it easy for you, with a
detailed guide through the five phases of onboarding.

1 SHRM, Reducing New Employee Turnover Among Emerging Adults

2 BambooHR, What People Really Want from Onboarding [infographic]

The Complete Guide to Onboarding New Hires | 4

The five phases of
successful onboarding

Onboarding requires a plan for before, during, and after a new hire’s first day.
That’s why we created checklists for each of the five phases.

Pre- First Second First First

arrival day day week month

Beginning 15 days Make sure your hire The goal on Day 2 is By the end of the Here’s how to foster
before a new hire feels welcomed, to get your hire up to first week, here’s a growth, encourage
starts, here’s what comfortable, and speed and empowered list of your goals as a success, and
to do to prepare for in-the-know with to succeed in the role. manager overseeing a assess the working
their arrival. this checklist. new hire. relationship.

The Complete Guide to Onboarding New Hires | 5

ONBOARDING PHASE 1

15 days before your new hire starts

PREPARATIONS COMMUNICATION

Confirm start date, time, place, parking, Request employee bio for easier team assimilation
transportation, and dress code
Define week one agenda and share with the
Identify computer needs and requirements new hire

Set up email address and add to company directory

Add your new hire to relevant email lists

PLANNING

Grant access to key accounts, drives, systems,

tools, and platforms

WORK ENVIRONMENT Set up regularly scheduled meetings, and add the

Assign (and clean) desk area new employee to other department meetings that
will be helpful to onboarding
Set up workstation with laptop, computer monitor,
chargers, mouse, keyboard, etc. Schedule pertinent training sessions

Prepare phone, access cards, nameplate, and Schedule a team lunch to introduce the new hire on
printer access day one or two

Create a welcome pack with instructions for access Plan the new hire’s first assignment
ONBOARDING PHASE 2

Day 1 with your new hire

THE BASICS GETTING COMFORTABLE

Connect with HR to ensure proper paperwork is Present them with company swag to make them
complete feel like part of the team

Provide overview of how to use the phones and
video conferencing systems, book conference
rooms, and access common computer programs,
systems, and drives – and share processes around
expense reports and timesheets (if applicable)
Provide a list of nearby restaurants
Take new hire out to lunch with some of
the core team

INTRODUCTIONS OFFICE TOUR

Send a new hire announcement to appropriate Bathrooms

teams, including bio, function, location, etc.
Printers, copiers, and fax machines
Introduce coworkers to the new hire
Office supplies
Show them how to get IT support
Break rooms

First aid kit

ONBOARDING PHASE 3

Day 2 with your new hire

JOB OVERVIEW HIRING MANAGER OVERVIEW

Provide insight on what the job requires on a day-
to-day basis
Clarify the schedule for the week, and confirm
required training
Define your personal management style
What are ways you can best work together?
What are your preferences and expectations
as a manager?

Review job description, duties, and expectations Review internal processes and workflow overview
What will the new hire be doing?
Explain annual performance review and goal setting
What are their specific responsibilities?

What are your goals for that person?

What are their goals and expectations?

What’s expected in 30 days? 60 days?

90 days?
ONBOARDING PHASE 4
In the first week on the job
ESSENTIAL RESOURCES
Supply a list of helpful onboarding resources,
product information/roadmap, industry research,
competitive analysis, brand materials, internal
process documentation, and system training links
Define expectations for how and when they should
master the information, and set priorities
COMPANY MISSION
Set the stage at a macro level, from the perspective
of the organization as a whole
Review the company mission statement, brand
values, organizational structure, and goals
LOOKING AHEAD
Set up any additional training sessions
Schedule check-ins to review progress on
onboarding materials, discuss questions, and
fill any gaps
Assign an onboarding buddy
Choose someone who performs similar
day-to-day responsibilities that the new hire
can lean on
THE FIRST ASSIGNMENT
Take time to design an initial assignment that
will challenge your new hire; this will help instill
confidence in their role and position them for longer-
term success
Consider a “Show me, don’t tell me” approach
ONBOARDING PHASE 5

In the first month on the job

ENCOURAGE SUCCESS FOSTER GROWTH

Arrange a lunch or happy hour with the larger team
Help the new hire meet more people at the
company and grow their visibility
Discuss additional assignments as well as a larger
roadmap of key initiatives
Assign a mentor, and make introductions

Set aside a time to review your working relationship
Are there areas to improve on?
How could we work better together?
Encourage openness; ask if there are any
questions or concerns
Set performance expectations and establish that
you’ll provide monthly feedback to the new hire
regarding job performance, including a more formal
evaluation annually
Assign any other required reading (ex: books that
are critical to the industry or role)

ASSESS THE WORK

Based on the success of your new hire’s first

assignment, schedule time to regroup and discuss
what worked and what didn’t

Make adjustments and set clear goals for a

six-month review
Key takeaways for the
five phases of onboarding

Pre- First Second First First

arrival day day week month

Set the stage for a Introduce your new Get your new hire up Give a first assignment Encourage success
new hire’s arrival by hire and make them to speed on day-to- and set expectations and foster growth
preparing a work feel welcome and day work life. Continue for the weeks ahead. by giving regular
space, communicating appreciated. Explain to make introductions Make time to get to feedback, and setting
with the team and the what they can expect and schedule training. know their professional clear expectations
hire, and scheduling in the days ahead. likes and dislikes. and goals.
their first week.

The Complete Guide to Onboarding New Hires | 11

Bonus:
10 ways to avoid
common mistakes
Don’t wait until your new hire arrives to
1
set up meetings and onboarding. Planning
ahead demonstrates to the new employee
that they are valued and that you are excited
for them to start.

Don’t forget the importance of being

2
available. Set up brief 1:1 sessions with new
employees every day of their first week and
on an ongoing basis to give them a chance
to ask questions and feel confident they have
your support.

Don’t disregard the importance of a buddy

3
system. Assign someone from the team to be
their onboarding buddy to guide them through
the first few months on the job.

The Complete Guide to Onboarding New Hires | 12

4 Don’t treat the new hire’s start date as an
ordinary day. Welcome them with swag and Reasons why people leave
an excited attitude to make them feel like a
part of the team right away.
a new job quickly.3

5 Don’t keep new hires in the dark. Be super Different work

clear about the agenda for the first week to than expected
make the unknown feel as comfortable as Issues with
management
possible and help them plan ahead.

6 Don’t be ambiguous about the new hire’s Not enough

role, responsibilities, and expectations. Not fun
training

Make sure they are written down and

communicated verbally. Under-
appreciated

7 Don’t overwhelm a new hire with grueling

eight-hour, single-day orientations that Felt
neglected
overload them with information. Prioritize Overwhelmed

the most important in-person training sessions

first, and offer supplemental materials that can
be reviewed on their own time over the course
3 BambooHR, What People Really Want from Onboarding [infographic]
of the first three months.

The Complete Guide to Onboarding New Hires | 13

8 Don’t neglect team introductions or forget New hires learn best by doing4
to announce the new hire to the greater
team. Help facilitate introductions so the new
team member can start building relationships –
this is critical to making them feel comfortable 75%
in their new environment.

9 Don’t ignore the power of a first

Retained from on-the-job experiences
assignment. Give guidance and guardrails to
your new hire, and empower them to succeed
in the role. Work together on an assignment,
and set aside time regroup at the end. Talk
through what worked – and what didn’t. Giving
50%
clear feedback early in the relationship will pay
off in the long run.
Retained from discussion
10 Don’t miss the chance for team-building
events such as welcome lunches that
encourage cultural assimilation. Be sure to
plan events that foster a sense of community.
10%

Retained from reading

4 Chronus, How to Make Your Employee Onboarding Program Strategic and Effective

The Complete Guide to Onboarding New Hires | 14

Summary:
Onboarding truly
matters

A successful onboarding experience will impact

both you and your new hires for months to come.
That’s why planning ahead is (not surprisingly) your
key to bringing and keeping hires who will stay for
the long haul.

Since one of the biggest drivers of why people

leave a new job is misaligned expectations, clarity
is essential from the moment an offer is extended.

Onboarding checklists will help you lead every

new hire from uncertain newbie to confident,
motivated employee.

The Complete Guide to Onboarding New Hires | 15

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The Complete Guide to Onboarding New Hires | 16