Employee onboarding is the process of integrating new hires into an organization. This begins the moment a job offer is extended and continues until the new employee becomes a productive member of the team. Onboarding involves several key activities such as completing paperwork, setting up workstations, granting computer access, and clarifying role expectations. By systematically managing these tasks, companies can ensure that new hires are set up for success from day one.
The Importance of Employee Onboarding
Boosting Engagement
Effective employee onboarding enhances engagement. When new hires feel welcomed and integrated into company culture from day one, their commitment grows. Onboarding introduces them to their roles, teams, and company goals, fostering a sense of purpose and belonging.
Increasing Employee Retention
Good onboarding helps new hires feel valued, welcome, and ready for their roles. This strong start builds long-term engagement. Supported employees are more likely to stay, reducing turnover and rehiring costs.
Helps New Hires Become Productive Faster
A structured onboarding process equips new employees with the tools, training, and information they need. Clear expectations and processes help them contribute sooner, accelerating time-to-productivity for both the employee and the organization.
Improves Job Satisfaction
Onboarding clarifies roles, responsibilities, and organizational fit. With strong support and resources, employees gain confidence and satisfaction, leading to higher motivation and performance.
Strengthening Company Culture
Onboarding immerses new hires in company values and mission. By consistently reinforcing culture through words and actions, organizations ensure alignment from the start, strengthening their cultural fabric.
Reducing Hiring Costs
Though onboarding requires initial investment, it pays off. Higher retention and faster productivity lower the costs of frequent hiring and boost the return on each new hire.
How to Do the Employee Onboarding Process with Creately
Here are the steps involved in the onboarding process along with how you can use Creately’s templates to execute each phase effectively, and employee onboarding best practices.
Step 1: Offer Release
Send a detailed job offer with key information like role, compensation, benefits, and start date. Open one of Creately’s employee onboarding templates to document offer terms, deadlines, and approval workflows. You can link HR policies or attach the offer letter directly for quick reference on the canvas.
Step 2: Offer Acceptance
Once the candidate accepts, send a welcome email and share a checklist of next steps. Update the Candidate Status in the template and create a task checklist using sticky notes. These tasks could be linked to the onboarding template for HR to coordinate pre-boarding actions. You could invite HR team members with a sharable link to collaborate and contribute suggestions on your onboarding checklist.
Step 3: Pre-boarding
Keep the new hire engaged by sharing company information during the waiting period. This includes company culture documents, team intro videos, or access to internal tools ahead of the start date. You can visualize the pre-boarding journey using a timeline or Kanban-style board next to the onboarding template. Embed welcome packets, videos, and company resources directly using file attachments.
Step 4: First Day
Welcome the new hire, introduce them to the team, provide an office tour, and ensure their workstation is ready. Create a First Day Plan section on the canvas with scheduled tasks, links to checklists, and assign action items to HR, IT, or managers. This will ensure that your teams are aligned on access, equipment, and seating for the new employee.
Step 5: Training and Orientation
Conduct onboarding sessions on company policies, compliance, internal tools, and role-specific tasks. Link resources like tool guides or slide decks to the onboarding template. Add interactive notes on shapes to outline key learning milestones and include links to LMS tools.
Step 6: First Quarter
Conduct regular check-ins and performance reviews to support new employee’s adjustment. You can include stages like ‘Training Completed’, and ‘90-day Review’ in the template. Embed review forms or feedback notes to maintain context and transparency.
Step 7: Use Creately’s AI-Powered Onboarding Template
You could fast-forward the entire onboarding workflow using Creately’s AI Employee Onboarding Template. Just describe your onboarding process or goals in a prompt, and Creately’s AI will generate a tailored onboarding flowchart, with pre-filled stages, smart notes, and linked templates for offers, training, and reviews. You can then customize the flow, assign tasks, and collaborate in real time.
Employee Onboarding Best Practices
- Begin Early: Start onboarding before the first day. Send welcome packages, provide access to relevant documents, or invite new hires to team events.
- Personalize the Process: Adjust the onboarding process based on the individual’s role, experience, and learning preferences.
- Set Clear Expectations: Provide a plan for the first 30, 60, and 90 days, including goals and important milestones.
- Ensure Compliance: Complete legal paperwork, HR policies, and mandatory training early. Use automated checklists or tools to streamline onboarding administration.
- Introduce Company Culture: Share mission, values, and workplace norms through storytelling, leadership messages, and culture-focused sessions.
- Encourage Connections: Introduce new hires to key team members and promote social interactions to help them feel part of the team.
- Provide Ongoing Support: Continue onboarding beyond the first few weeks. Regular check-ins and ongoing learning opportunities are important.
- Gather New-Hire Feedback: Use surveys or informal check-ins to gather their input—then iterate and improve your onboarding process.
- Use a Structured Framework: Align all activities with the 5Cs—Compliance, Clarification, Culture, Connection, and Check‑ins—for a comprehensive, consistent experience.
Roles and Responsibilities of the Onboarding Process
Creating a seamless onboarding experience is a team effort. Like a well-orchestrated symphony, each player has a crucial role:
- HR Professionals: The conductors who design and oversee the onboarding process.
- Direct Managers: The section leaders who provide role-specific guidance and support.
- Mentors or Buddies: The experienced players who offer day-to-day assistance and cultural insights.
- IT Department: The technicians that ensure all necessary tools and access are in place.
- Senior Leadership: The composers who set the tone and reinforce company values.
Remember, a harmonious onboarding process requires clear communication and collaboration among all these players.
Free Employee Onboarding Templates
Helpful Resources for Onboarding
Learn how to use simple diagrams to make the onboarding process smoother.
Learn how to make remote employee onboarding efficient through best practices.
Use Creately’s AI-powered Employee Onboarding Template to streamline your onboarding process.
FAQs about Employee Onboarding
What is the difference between Onboarding and Orientation?
How long should onboarding last?
What are the different types of employee onboarding?
- Global Onboarding for international teams—focuses on cultural differences, time zones, and localized resources.
- Remote Onboarding for remote hires—uses video calls, digital documents, and virtual social interactions.
- Hybrid Onboarding is a mix of in-person and remote—balances flexibility with consistent onboarding experiences.
- On-site Onboarding is the traditional, face-to-face onboarding—includes office tours, team intros, and culture immersion.
What are the 5Cs of onboarding?
The 5Cs of Employee Onboarding provide a framework to structure an effective onboarding experience.
- Compliance covers policies, legal forms, and mandatory training.
- Clarification ensures role expectations and responsibilities are clear.
- Culture introduces company values, mission, and workplace norms.
- Connection builds relationships with teammates and the wider organization.
- Check-ins provide regular feedback and support during early stages.
What should be included in an onboarding checklist?
- Offer letter and acceptance.
- IT and workspace setup.
- Welcome kit.
- Orientation sessions.
- Role-specific training.
- Policy documentation.
- Goal alignment meetings.
- 30/60/90-day check-ins.
Resources
Caldwell, Cam, and Ray Peters. “New Employee Onboarding – Psychological Contracts and Ethical Perspectives.” Journal of Management Development, vol. 37, no. 1, 12 Feb. 2018, pp. 27–39, https://doi.org/10.1108/jmd-10-2016-0202.
Kumar, Nikhita, and Dr Suruchi Pandey. “New Employee Onboarding Process in an Organization.” INTERNATIONAL JOURNAL of ENGINEERING DEVELOPMENT and RESEARCH, vol. 5, no. 1, Feb. 2017, pp. 198–206198–206, https://rjwave.org/ijedr/viewpaperforall.php?paper=IJEDR1701032.
