That\u2019s why we prepared this comprehensive employee onboarding guide that covers:<\/p>\n\n\n\n
- \n
- What onboarding is,<\/strong><\/li>\n\n\n\n
- Why proper onboarding is vital for businesses,<\/strong><\/li>\n\n\n\n
- What the 4 phases of onboarding are, <\/strong>and<\/li>\n\n\n\n
- How you can ensure your onboarding process is top-notch.<\/strong><\/li>\n<\/ul>\n\n\n\n
We\u2019ll also provide a free onboarding template<\/strong> you can use and customize to your needs.<\/p>\n\n\n\n
Let\u2019s dive in!<\/p>\n\n\n
\n![\"A](\"https:\/\/pumble.com\/blog\/wp-content\/uploads\/2024\/12\/A-Comprehensive-Guide-to-Employee-Onboarding-cover.png\")
<\/figure>\n<\/div>\n\n\n- \n
- Employee onboarding is the process of integrating new hires into the company culture and familiarizing them with their roles and responsibilities.<\/li>\n\n\n\n
- A well-designed onboarding program can improve employee engagement by 4.3 times and increase new hire productivity by up to 70%.<\/li>\n\n\n\n
- The 4 phases of onboarding are:\n
- \n
- The pre-onboarding phase, which lasts from the moment a candidate accepts your offer to their first day of employment.<\/li>\n\n\n\n
- The welcoming phase, which lasts for one or a couple of weeks.<\/li>\n\n\n\n
- The training phase, which lasts for the first 90 days of employment. <\/li>\n\n\n\n
- The transitioning phase, which lasts for anywhere between 3 months to a year. <\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n\n\n
What is employee onboarding?<\/h2>\n\n\n\n
Employee onboarding is the process of integrating new hires into the <\/strong>company culture<\/strong><\/a> and familiarizing them with their roles and responsibilities.<\/strong><\/p>\n\n\n\n
The onboarding process includes, among other things:<\/p>\n\n\n\n
- \n
- Supplying new employees with company-issued equipment,<\/li>\n\n\n\n
- Introducing new hires to their teams<\/a>,<\/li>\n\n\n\n
- Providing ongoing education, and <\/li>\n\n\n\n
- Tracking the effectiveness of the program.<\/li>\n<\/ul>\n\n\n\n
Pumble: onboarding made easy<\/a><\/p>\n\n\n\n
The onboarding process is the employer\u2019s way of fulfilling promises made during the recruitment stage<\/strong>. It also sets the stage for the employee experience<\/a> \u2014 it shows what the employee can expect in the following months and years. <\/p>\n\n\n\n
Yet, as mentioned, around 88% of companies fail to properly onboard their employees<\/strong>, according to Gallup\u2019s report<\/a>. In fact, only: <\/p>\n\n\n\n
- \n
- 29% of new hires would say that they feel fully prepared and supported in their new roles, and<\/li>\n\n\n\n
- 12% of employees can confidently claim that their company does a great job of onboarding new staff.<\/li>\n<\/ul>\n\n\n\n
According to Lisa M. Sanchez<\/a>, a Vice President of Employee Experience and Engagement, integrating new hires well is a crucial part of the recruitment process:<\/p>\n\n\n\n
\n\n![\"Lisa](\"https:\/\/pumble.com\/blog\/wp-content\/uploads\/2021\/11\/Lisa-M.-Sanchez.jpg\")
<\/figure>\n<\/div>\n\n\n\n\n\u201cEmployee onboarding is one of the most important first steps when introducing new hires to the organization. After investing so much in the recruitment process, employers should invest just as much time and effort in onboarding so that new hires are informed, prepared, and ready to work.\u201d<\/em><\/p>\n<\/div>\n<\/div>\n\n\n\n
<\/div>\n\n\n\nBut, why should organizations put that extra effort and resources towards onboarding new employees?<\/p>\n\n\n\n
The data-backed case for onboarding: Why onboarding is more important than you think<\/h2>\n\n\n\n
According to a report from Bamboo HR<\/a>, as many as 70% of newly hired employees decide whether a job is a good fit for them within the first month<\/strong> of getting hired \u2014 with 29% of them knowing within the first week.<\/p>\n\n\n\n
A well-designed onboarding program leaves a good first impression as well as:<\/p>\n\n\n\n
- \n
- Expedites the integration of new hires into the company culture<\/strong> and helps them understand what is expected of them. This significantly reduces the stress that naturally accompanies any change. <\/li>\n\n\n\n
- Improves employee engagement by 4.3 times. <\/strong>Gallup\u2019s research<\/a> shows that employees who feel connected to the company culture are 4.3 times more likely to be engaged in their work<\/a> and 62% less likely to burn out. <\/li>\n\n\n\n
- Increases new hire productivity by up to 70%. <\/strong>Employees that were properly trained during onboarding can contribute faster and perform tasks more efficiently \u2014 another Gallup study<\/a> suggests that proper onboarding can increase productivity by up to 50\u201370%.<\/li>\n\n\n\n
- Increases <\/strong>employee retention<\/strong><\/a> by 82%<\/strong>, according to Gallup. Another research paper<\/a> suggests a more moderate number \u2014 64.2%. Either way, onboarding and retention are closely connected.<\/li>\n\n\n\n
- Prevents the company from wasting money on training more employees due to employee turnover.<\/strong> The average cost of a bad or a badly onboarded hire is $17,000<\/a> \u2014 and that number is much higher for senior and executive roles.<\/li>\n<\/ul>\n\n\n\n
All of this is something the HR specialists are well aware of \u2014 as reported by Katarina Mihaljev<\/a>, an Employee Experience Specialist who\u2019s been placed in charge of onboarding new hires at CAKE.com<\/a>:<\/p>\n\n\n\n
\n\n![\"Katarina](\"https:\/\/pumble.com\/blog\/wp-content\/uploads\/2024\/12\/Katarina-Gligorin.png\")
<\/figure>\n<\/div>\n\n\n\n\n\u201cWell-conducted onboarding increases the chances that employees will stay in the company for a longer period, because it creates a sense of belonging and trust from the start.<\/em><\/p>\n\n\n\n
In addition, it makes it easier for them to master tools and procedures, thus increasing their productivity. For the company, this means consistency in standards and greater efficiency in work.\u201d<\/em><\/p>\n<\/div>\n<\/div>\n\n\n\n
<\/div>\n\n\n\n![\"An](\"https:\/\/pumble.com\/blog\/wp-content\/uploads\/2024\/12\/An-HR-employee-welcomes-new-hires-and-shares-some-resources-in-the-general-channel-on-Pumble-a-business-messaging-app-min.png\")
An HR employee welcomes new hires and shares some resources in the #general channel on Pumble, a business communication app<\/figcaption><\/figure>\n<\/div>\n\n\n Centralize your onboarding resources<\/a><\/p>\n\n\n\n
What does the process of onboarding look like? The 4 phases of onboarding<\/h2>\n\n\n\n
When it comes to onboarding best practices, different HR professionals would provide various answers to the question of what they are. After all, not everyone uses the same employee onboarding framework to train their new hires, nor should they \u2014 as Lisa M. Sanchez pointed out:<\/p>\n\n\n\n
\n\n<\/figure>\n<\/div>\n\n\n\n\n\u201cThere is not a one-size-fits-all approach to new hire onboarding. Engaging in a variety of methods, whether the 4 phases or the 5 C\u2019s, is necessary for an effective transition.\u201d<\/em><\/em><\/p>\n<\/div>\n<\/div>\n\n\n\n
<\/div>\n\n\n\nBut, as far as employee onboarding frameworks go, the 4 phases of onboarding are somewhat of a fan favorite model among HR professionals<\/strong>. As the name suggests, this framework consists of 4 phases:<\/p>\n\n\n\n
- \n
- Pre-onboarding,<\/strong><\/li>\n\n\n\n
- Welcoming,<\/strong><\/li>\n\n\n\n
- Training, <\/strong>and<\/li>\n\n\n\n
- Transition. <\/strong><\/li>\n<\/ol>\n\n\n\n
Let\u2019s take a deeper look at each of them.<\/p>\n\n\n\n
Phase #1: Pre-onboarding<\/h2>\n\n\n\n
The first phase of onboarding starts as soon as the candidate accepts your offer and lasts until their start date<\/strong>.<\/p>\n\n\n\n
This is a vital step \u2014 one you shouldn\u2019t skip. <\/p>\n\n\n\n
After accepting the offer, the candidate will most likely be completely uncertain about what lies ahead of them. So, any miscommunication or misunderstanding can make them doubt your organization<\/strong> and their decision to join it. <\/p>\n\n\n\n
According to Katarina Mihaljev, properly preparing the candidate and explaining what\u2019s to come can ensure the success of this first phase: <\/p>\n\n\n\n
\n\n<\/figure>\n<\/div>\n\n\n\n\n\u201cIt all starts with preparation. When a new employee receives basic information in advance about the company, their team, and the first day of work, they enter the process much more easily.\u201d<\/em><\/p>\n<\/div>\n<\/div>\n\n\n\n
<\/div>\n\n\n\nDuring the pre-onboarding phase, you should send the necessary documents and paperwork<\/strong> to the candidate. Give them enough time to actually complete it and make sure they know they can turn to you for help at any time during this process. <\/p>\n\n\n\n
It\u2019s also a good idea to send them a document (or even a video) that will give them some idea about what they can expect during their first days and weeks in the company.<\/p>\n\n\n\n
\n\ud83d\udca1 Pumble Pro Tip<\/strong><\/p>\n\n\n\n
Miscommunication can cause a lot of trouble even after the pre-onboarding phase. To learn how to recognize and handle it, read our post:<\/p>\n\n\n\n
- \n
- How to Recognize and Avoid Miscommunication in the Workplace<\/a><\/li>\n<\/ul>\n<\/div><\/div>\n\n\n\n
Pre-onboarding phase: Checklist<\/h3>\n\n\n\n
To ensure you don\u2019t skip any steps, here\u2019s a pre-onboarding checklist you can follow<\/strong>:<\/p>\n\n\n\n
- \n
- Send the candidate a welcome email<\/strong> that has the essential information about the company, team, and what they can expect during their first day.<\/li>\n\n\n\n
- Include the necessary paperwork<\/strong> in the welcome email (or send it as a separate email), and offer the candidate any help they might need with it.<\/li>\n\n\n\n
- Provide access to the communication and <\/strong>collaboration tools<\/strong><\/a> they will use, such as email, project management software, team communication app<\/a>, etc.<\/li>\n\n\n\n
- Share an agenda for the first week<\/strong> that outlines the meetings, training sessions, and other crucial moments that will happen during the first week.<\/li>\n\n\n\n
- Familiarize the candidate with the company’s amenities, benefits, and development plans<\/strong>.<\/li>\n<\/ul>\n\n\n\n
Keeping the candidate informed and the lines of communication open will ensure they maintain their enthusiasm for their new role. <\/p>\n\n\n\n\n
\n\n Make employee onboarding easier with Pumble<\/span>\nImprove collaboration and cut down on emails by moving your team communication to Pumble.<\/p>\n\n
\n Sign up<\/a>\n\n Learn more<\/a>\n <\/div>\n <\/div>\n\n\n\n \n ![\"Illustration\"](\"https:\/\/pumble.com\/blog\/wp-content\/themes\/cake-blog\/theme\/images\/banners\/features.png\")
\n <\/picture>\n <\/div>\n<\/div>\n \n\n\n\nPhase #2: Welcoming <\/h2>\n\n\n\n
The second phase of onboarding is the welcoming phase, and it usually lasts for one or a couple of weeks<\/strong>. <\/p>\n\n\n\n
It\u2019s dedicated to welcoming new employees into the organization and providing guidance and orientation<\/strong> to help them acclimate to the new surroundings, team, and company as a whole.<\/p>\n\n\n\n
The new employee most likely doesn\u2019t know anyone in the company, nor do they know how teams and the company operate. It\u2019s vital that you: <\/p>\n\n\n\n
- \n
- Give them a clear picture of your company culture<\/strong> during this phase and <\/li>\n\n\n\n
- Show them how that culture is reflected in your practices.<\/li>\n<\/ul>\n\n\n\n
One of our experts, Mary Schroeder<\/a>, a Chief HR Officer with over 20 years of experience, uses this phase to ensure employees understand what their first few weeks will look like, in addition to explaining what they can expect from the company in terms of PTO, payroll schedule, and benefits. Then, she goes over their training schedule: <\/p>\n\n\n\n
\n\n![\"Mary](\"https:\/\/pumble.com\/blog\/wp-content\/uploads\/2024\/12\/Mary-Schroeder.jpg\")
<\/figure>\n<\/div>\n\n\n\n\n\u201c[During the welcoming phase], I supply the new hire with the 3-week training program we have in place for all new hires, so they have an opportunity to see what their first few weeks will look like before their first day.\u201d<\/em><\/p>\n<\/div>\n<\/div>\n\n\n\n
<\/div>\n\n\n\nRemember, almost \u2153 of new employees know whether a company is a good fit for them within this first week \u2014 so use this time wisely. Our resident expert, Katarina Mihaljev, highlighted the importance of this phase:<\/p>\n\n\n\n
\n\n<\/figure>\n<\/div>\n\n\n\n\n\u201cFirst impressions are key. Small gestures of attention, such as an organized welcome or a gift package, can go a long way in making an employee feel accepted right away.\u201d<\/em><\/em><\/p>\n<\/div>\n<\/div>\n\n\n\n
<\/div>\n\n\n\nAt the same time, you should keep in mind that you shouldn\u2019t overwhelm the new employee<\/strong>. Keep the first day as simple as possible, while also giving them all the necessary information.<\/p>\n\n\n
\n![\"An](\"https:\/\/pumble.com\/blog\/wp-content\/uploads\/2024\/12\/An-HR-specialist-schedules-a-meet-and-greet-for-the-new-employee-on-Pumble-a-team-communication-app-min.png\")
An HR specialist schedules a meet-and-greet for the new employee on Pumble, a team communication app by CAKE.com<\/figcaption><\/figure>\n<\/div>\n\n\n Hold team meetings over Pumble<\/a><\/p>\n\n\n\n
Welcoming phase: Checklist<\/h3>\n\n\n\n
To ensure you make the most out of those first few weeks without overwhelming your new employee, follow this welcoming phase checklist<\/strong>:<\/p>\n\n\n\n
- \n
- Hold a first meeting with the employee<\/strong> during their first day to introduce them to the organization culture and discuss topics like time off, payroll schedule, attendance, insurance, etc. <\/li>\n\n\n\n
- Give the new employee a welcome kit<\/strong> that includes some branded items to show you value and appreciate them.<\/li>\n\n\n\n
- Hold a team lunch or a virtual meeting<\/a> to introduce the new employee to teammates<\/strong>, colleagues, and other relevant stakeholders. <\/li>\n\n\n\n
- Give an in-person or virtual tour of the office<\/strong> to the employee, and explain where they can find key information and resources and who they can turn to for help or assistance. <\/li>\n\n\n\n
- If you haven\u2019t done so during the pre-onboarding phase, provide the employee with access to all the necessary tools<\/strong>.<\/li>\n<\/ul>\n\n\n\n
Phase #3: Training<\/h2>\n\n\n\n
According to Gallup, new employees don\u2019t reach their peak potential until they\u2019ve been with the company for a year<\/strong>. The training stage of onboarding helps employees reach their full potential.<\/p>\n\n\n\n
Without the proper training, employees don\u2019t know what\u2019s expected of them, which may lead to dissatisfaction and disengagement. According to Pumble\u2019s Workplace Communication Statistics<\/em><\/a>, ineffective <\/strong>communication of expectations<\/strong><\/a> causes disengagement in 35% of employees<\/strong>. <\/p>\n\n\n\n
Conducting effective training during onboarding is your chance to lower that number right from the get-go by providing knowledge and instilling confidence<\/strong>, as noted by Katarina Mihaljev:<\/p>\n\n\n\n
\n\n<\/figure>\n<\/div>\n\n\n\n\n\u201c[During training] employees are provided with concrete knowledge about their tasks, tools, and ways of working, which allows them to be more confident in their contribution.\u201d<\/em><\/em><\/p>\n<\/div>\n<\/div>\n\n\n\n
<\/div>\n\n\n\nTo ensure that the new employee is getting all the information and training they need, you can introduce a mentor<\/strong>, as advised by Mary Schroeder:<\/p>\n\n\n\n
\n\n<\/figure>\n<\/div>\n\n\n\n\n\u201cOnce training starts, the process of transitioning the new hire into their role begins. We assign a mentor to the new hire to help transition them into the position. This helps them feel like part of the team.\u201d<\/em><\/em><\/p>\n<\/div>\n<\/div>\n\n\n\n
<\/div>\n\n\n\nThis phase is also the ideal opportunity to introduce new hires to cross-functional teams<\/a> they might end up working with. This will give them a clear picture of how different departments collaborate and how the entire company is organized. <\/p>\n\n\n
\n![\"Introducing](\"https:\/\/pumble.com\/blog\/wp-content\/uploads\/2024\/12\/Introducing-the-new-hire-to-other-departments-and-team-leads-over-Pumble-a-business-communication-app-min.png\")
Introducing the new hire to other departments and team leads over Pumble, a business communication app<\/figcaption><\/figure>\n<\/div>\n\n\n Stay connected \u2014 use Pumble<\/a><\/p>\n\n\n\n
\n\ud83d\udca1 PUMBLE PRO TIP<\/strong><\/p>\n\n\n\n
Interested to know more about employee engagement, what affects it, and how you can improve it? Then check out our guide:<\/p>\n\n\n\n
- \n
- Productivity at Work: Employee Engagement Statistics for 2025<\/a><\/li>\n<\/ul>\n<\/div><\/div>\n\n\n\n
Training phase: Checklist<\/h3>\n\n\n\n
To ensure the training phase goes smoothly, follow this checklist:<\/p>\n\n\n\n
- \n
- If you have a learning system or a knowledge base<\/strong>, help the employee familiarize themselves with it. <\/li>\n\n\n\n
- Break down this phase into manageable modules<\/strong> that cover knowledge areas and skills necessary for the role. <\/li>\n\n\n\n
- Include hands-on training sessions<\/strong> into your training program to ensure the employee can apply what they\u2019ve learned.<\/li>\n\n\n\n
- Introduce training sessions with a mentor<\/strong> who will help the employee gain more thorough practical knowledge. <\/li>\n\n\n\n
- Schedule regular check-ins<\/strong> with the employee and their manager to track their progress to see where the employee might need additional support. <\/li>\n\n\n\n
- Ensure the employee has continuous access to the company\u2019s learning materials<\/strong> and knowledge base. Using an internal communication software<\/a> with unlimited message history can be helpful, as it allows you to provide full access to all materials to new hires.<\/li>\n<\/ul>\n\n\n\n
- Break down this phase into manageable modules<\/strong> that cover knowledge areas and skills necessary for the role. <\/li>\n\n\n\n
- If you have a learning system or a knowledge base<\/strong>, help the employee familiarize themselves with it. <\/li>\n\n\n\n
- Give the new employee a welcome kit<\/strong> that includes some branded items to show you value and appreciate them.<\/li>\n\n\n\n
- Show them how that culture is reflected in your practices.<\/li>\n<\/ul>\n\n\n\n
- Include the necessary paperwork<\/strong> in the welcome email (or send it as a separate email), and offer the candidate any help they might need with it.<\/li>\n\n\n\n
- Send the candidate a welcome email<\/strong> that has the essential information about the company, team, and what they can expect during their first day.<\/li>\n\n\n\n
- Welcoming,<\/strong><\/li>\n\n\n\n
- Improves employee engagement by 4.3 times. <\/strong>Gallup\u2019s research<\/a> shows that employees who feel connected to the company culture are 4.3 times more likely to be engaged in their work<\/a> and 62% less likely to burn out. <\/li>\n\n\n\n
- Expedites the integration of new hires into the company culture<\/strong> and helps them understand what is expected of them. This significantly reduces the stress that naturally accompanies any change. <\/li>\n\n\n\n
- Why proper onboarding is vital for businesses,<\/strong><\/li>\n\n\n\n
![\"Illustration\"](\"https:\/\/pumble.com\/blog\/wp-content\/themes\/cake-blog\/theme\/images\/banners\/features@2x.png)
\n <\/picture>\n <\/div>\n<\/div>\n \n\n\n\n