How to ensure a good onboarding experience for new hires

Hiring someone new can be exciting. But if you don't deliver a good onboarding experience, that excitement can fade fast. New hires can feel lost and overwhelmed. They might even regret accepting the job. A messy onboarding experience can translate to lower engagement and productivity. It can also lead to the new employee potentially leaving the company before they've had a chance to settle in.

Then there's a successful onboarding process, which can do the opposite. Getting the onboarding process right can make sure new employees feel welcome and confident in their new position. They’ll likely settle in faster, contribute sooner, and stick around longer!

So, how do you nail the onboarding process? By the end of this article, you'll know exactly how! We cover what employee onboarding is and why it matters. We provide a step-by-step guide to onboarding new hires. And we also cover some common onboarding mistakes (so you can steer clear of them).

What is employee onboarding?

Employee onboarding is the process of bringing a new hire into a business. It involves helping the new employee settle in, learn the ropes, and feel like they belong. A well-structured employee onboarding process should include everything that happens from the moment they accept the job to when they’re fully up to speed. This can be things like collecting their bank and superannuation details for payroll and setting up their corporate email account. It can also involve introducing them to their team members and training them on company tools and processes.

Employee onboarding isn't just a first day thing. It's a well-planned, ongoing process that helps the new employee gain confidence over their first few months in their new position. Essentially, it's what makes the difference between an employee who hits the ground running and one who spends their first few months feeling lost.

How to onboard employees the right way

As mentioned, an effective onboarding process isn’t a one-off event. To create a positive onboarding experience, it needs to happen in several important phases. From the minute a new hire accepts the job offer to their first few months on the job, each stage of the hiring process matters a lot. Here’s how to get it right:

1. Pre-boarding: Make a strong first impression

A new hire’s first impression of your company isn’t on their first day. It’s long before that, typically when they get their contract. So, if you want a smooth start, pre-boarding is non-negotiable. This phase involves making sure that everything they need to get started is organised before they walk through the door on their first day. Here are some things to consider doing during this pre-boarding phase:

Sort the paperwork early

Before a new hire can start, they need to complete their legal paperwork. In Australia, there's a lot of it, which usually includes:

• An employment contract
• Tax File Number (TFN) declaration
• Superannuation choice form
• Fair Work Information Statement
• Casual Employment Information Statement (if they’re a casual employee)

You can make this process a lot easier for everyone by sending everything digitally. If your business uses an automated onboarding system, even better! It speeds up the process and avoids delays in payroll or benefits setup.

Set up accounts and equipment

Before the new employees start date, make sure they have access to:

• Email and communication tools
• HR and payroll system logins
• Industry-specific software
• Necessary company devices

For remote employees who require device provisioning, make sure you get onto courier delivery well in advance!

Get their team members involved

A new hire coming onboard shouldn't be a surprise for the rest of the team. Let everyone know they’re coming:

• Brief the team on their role and responsibilities.
• Assign a buddy or mentor to help them settle in.
• Schedule an intro meeting or team lunch for their first week.

If the new employee is joining remotely, it's a great idea to introduce them to their new team members over a video call. This way, they can feel included from the start.

Send a welcome email

Sending a welcome email before a new hire's start day can help them feel prepared. A good welcome email should include:

• Start time and location (or a video meeting link for remote employees)
• What to bring (e.g., ID for verification, bank details for payroll)
• Dress code (business casual? PPE for site work? A company-branded uniform?)
• Who to ask for when they arrive
• A rough plan for their first day (meetings, training, lunch, etc.)
• Any documents or reading materials they should go through beforehand

2. Their first day: Setting the tone for the employee experience

A new hire's first day should be welcoming, structured, and clear. This way, they can leave at the end of the day feeling confident and excited about their new role. Here are a few pointers for making sure their first day goes as well as possible:

Start the day with a proper welcome

When they arrive, make sure someone is ready to greet them, whether it be in the office or on a video call for remote employees. A simple plan helps:

• Have someone meet them at reception (or flick them a friendly "Welcome!" message if they’re remote).
• Show them where they’ll be working (their desk, lunch areas, etc).
• Give them a quick overview of what their day will look like. For instance, who they’ll meet, what they’ll do, and what’s expected.

Give them what they need to get started

Before they're expected to get stuck into their actual work, make sure they have:

• Full access to their email, software, and work systems.
• Instructions on how to set up their accounts (and a go-to IT contact if anything is playing up).
• A basic task to help them test their setup. For example, logging into the HR system.

For remote employees, you can send them clear setup instructions in advance. Don't forget to have someone available for troubleshooting if needed on their first day.

Introduce them to key people

Making introductions as soon as possible is a great way to avoid a new hire feeling isolated or anxious on their first day. Some easy ways to do this:

• Have a quick team huddle or just a morning coffee to say hello.
• Schedule a one-on-one catch up with their manager to go over their role, responsibilities, and expectations.
• Set up a buddy system, where they’re paired with someone who can answer questions as they come up.

If your workplace is remote, you could organise short little intro calls with different team members. By doing this, you can help the new employee put faces to names sooner rather than later.

Make their first task simple and achievable

A new hire probably isn’t going to change the world on their first day. So, it's important to not completely overwhelm them by dropping a complex project on their desk. Instead, you could give them a small and simple task they can complete to build confidence. Examples include:

• Reading an onboarding document or watching a training video.
• Getting their email signature and Slack profile set up.
• Shadowing a teammate to see how things are done.

End the day with a check-in

Before they head home after their first day, check in with them. A quick chat with their manager, buddy or mentor can help wrap up their first day nicely and answer any lingering questions. You might ask them:

• 'How did your first day go?'
• 'Anything confusing or unexpected?'
• 'Is there anything you need to feel more comfortable?'

3. Their first 30–90 days: Driving engagement and productivity

A good first day is a great start, but a strong onboarding process continues for the next few months. Leave a new hire to figure things out on their own after week one, and they’ll probably start feeling disconnected fast. An effective onboarding process introduces them to the business and also helps them build confidence, understand their role, and become a productive team member.

The key here? Keep up the structure and support! Here’s what that might look like:

Weeks 1–4: Learning and training

Use their first month to help them get familiar with the business, their position, and how things are done in general. It's during this phase that new employees usually ask most of their questions. So, it's important they have the right support. Consider focusing on these things during week 1 to 4:

• Going over their key responsibilities in detail: Giving someone a job description is one thing. Explaining what their day-to-day actually looks like is another. Make sure they know what success in their role looks like.
• Providing hands-on training: This could be in the form of having them shadow a colleague, running through company software with them, or having them work through training modules. This is the perfect opportunity to teach the new hire all about the practical side of their job.
• Introducing them to key stakeholders: There are bound to be people the new employee will need to interact with to do their job, aside from their immediate team. Think about who else they'll be working with and introduce them to these contacts.
• Having regular check-ins: Even just a quick little weekly chat with their manager can help keep them on the right track. The goal here is to make sure they’re not stuck on anything. Be sure to answer any questions they have now, before they turn into unnecessarily big problems.

Weeks 5–8: Early performance and integration

By now, the new hire should know the basics of the company and their role in it. So, this next phase is a great time for them to start taking on more responsibility so they can settle into their role properly. Consider doing the following:

• Giving them more ownership over their work: This doesn’t mean dumping big projects on them. It just means letting them be in charge of tasks they’ve been trained on.
• Encouraging them to speak up: The thought of asking questions or sharing ideas might be nerve-wrecking for a new employee. This is often because they might not feel confident in their new role yet. So, it can be a great idea to consciously work on creating a space where they feel comfortable contributing.
• Making sure they feel included in the team: If they haven’t already, get them involved in team meetings, social events, or projects that help them feel like part of the group. If they're a remote employee, you may need to check in a little more.
• Asking for their feedback about the onboarding process: Now that they’ve been in the role for a little while, you can get some feedback from them. Consider asking them to share what’s working, what’s confusing them, and what they feel could improve with the onboarding process in general.

Weeks 9–12: Long-term growth and retention

At this stage, the new employee will probably feel a lot more confident in their new role. But that doesn't mean the onboarding process should come to an end. An effective employee onboarding process also sets them up for long-term success. Here's what you can focus on during this phase:

• Checking in on career goals: While it's still early days, this can be a great time to start touching on future growth opportunities, upskilling, and professional development.
• Encouraging them to take initiative: They’re no longer 'the new person.' So, you can encourage them to start making decisions, leading small projects, or finding ways to personalise or improve their workflow.
• Celebrating their progress: Something as simple as 'You've been here three months. Great job!' can go a long way. Recognising their effort can make them feel valued and reinforce that they made the right choice in joining your company.

Why effective employee onboarding is important

Here’s why having a structured onboarding program in place matters:

Reduces new hire anxiety and improves confidence

Starting a new job can be overwhelming. There's a lot to take in, from new systems to new people and new expectations to live up to. If the hiring company doesn't take the new hires through a good onboarding process, they can feel lost. They might even start to wonder if they made the right decision to join the company.

A structured onboarding program, on the other hand, can remove all that uncertainty. It can offer new employees clear guidance, support they can rely on, and a realistic timeline for learning the ropes.

Example: Imagine two new hires start at the same time. One gets a solid step-by-step onboarding process that includes training, check-ins, and support. The other gets a rushed 'Here’s your laptop, let me know if you have questions.' The first hire is much more likely to feel confident and ready to contribute. The second one will probably feel unsure and hesitant.

Boosts employee engagement and job satisfaction

Employees who feel like their hiring company has their back during the first few months are more likely to experience higher levels of engagement in their work. They'll probably settle in faster, build better relationships with their colleagues, and actually enjoy their role. Half-baked onboarding, on the flip-side, is a recipe for disconnected and unmotivated employees who feel unimportant.

A good employee onboarding process gives new hires opportunities to ask questions. It encourages them to get stuck into team activities, and feel like they’re part of something bigger.

Example: A company with a strong onboarding process might pair every new hire with a mentor. They might also set up check-ins every week and organise social catch-ups with other employees. This can help new hires build genuine relationships with their team members and have a positive employee experience from the very beginning.

Increases productivity from the start

A well-planned employee onboarding process helps employees hit the ground running. Instead of spending weeks struggling to figure things out, they get easy-to-follow instructions and proper training. Because of this, they can gain a good understanding of their responsibilities from the start.

When businesses skip proper onboarding or rush through it, new hires are bound to waste a lot of time trying to find answers, making avoidable mistakes, and waiting to get the help they need. That’s lost productivity.

Example: If a new sales rep doesn't get onboarded properly, it could take them months to learn the CRM, sales process, and client expectations. But with proper training and hands-on practice, they could be making sales within their first few weeks!

Enhances employee retention and reduces turnover

When a new hire leaves within their first few months of starting, it costs the business lots of money. Apart from being expensive, recruiting, hiring, and training take considerable time. When an employee leaves, the business has to start all over again.

One of the main reasons new hires leave before they've truly settled in is bad onboarding. If they feel unsupported, confused, or undervalued, it makes sense for them to start looking elsewhere. A good onboarding process makes employees feel like they belong. This increases the chances that they’ll stick around for the long run.

Example: A company struggled with high turnover. They decided to introduce a 90-day onboarding plan. This included regular check-ins with hiring managers and clear career progression discussions from the start. The result? Employees felt a lot more invested and turnover dropped massively.

Strengthens company culture and team integration

When a new employee comes onboard, they need to learn about their new job. But they also need to learn about the company culture and how things are done. Without gaining an understanding of the company’s values, expectations, and ways of working, they might struggle to fit in.

A strong employee onboarding process can help new employees understand the company's mission and build relationships with their colleagues. Essentially, it can help them to really feel like part of the team.

Example: Let’s say a company really values teamwork and open communication. Rather than just telling new hires about it, they show it. They might do this by organising a casual lunch on their first day or getting a few team members to take them for a coffee. This means that new hires don't have to spend too much time feeling like outsiders. They get to feel like part of the team without delay.

Ensures compliance and clarity in role expectations

All workplace (should) have policies, processes, and legal requirements that employees need to know about and follow. There's no better time to cover these properly than during the onboarding process... before mistakes happen!

Using a clear onboarding checklist is a fantastic way to make sure employees get all the information they need and know what the company expects of them. It can let them know what's involved in following company policies, and also where to go for help when they need it.

Example: A new hire in an industry with rigid safety regulations (e.g., construction, healthcare) needs proper compliance training from day one. If the onboarding process doesn't cover this properly, the new hire could break company rules without even knowing. They could also put themselves or others at serious risk.

Common onboarding mistakes to avoid

A bad onboarding process creates short-term frustration alongside a range of bigger and longer-term issues. For example, high turnover and wasted resources. The worst part of all of this is that lots of businesses don't even know they're making onboarding mistakes until it's too late. Below, you can find some of the most major and common onboarding mistakes companies make (and why it's important to avoid them at all costs):

Lack of structure and planning

Some businesses treat onboarding like an afterthought. They bring in a new hire, give them a quick tour, maybe throw an employee handbook at them, and then expect them to figure the rest out.

When onboarding is chaotic, new hires don’t know what the company expects of them. They spend their first few weeks just sitting around, waiting for someone to tell them what to do. It’s annoying, demotivating, and also a complete waste of their time (and yours).

Example: A company hired a marketing coordinator but didn’t set up any onboarding. For weeks, the new hire sat at their desk with nothing to do, unsure of whom to ask for guidance. By the time their manager finally gave them some real tasks and instructions, they were already applying for other jobs. The company lost them before they even had a chance to contribute.

Overloading new hires with too much information at once

Telling a new hire everything they need to know and do on day one might seem efficient. But it’s overwhelming. Some companies cram an entire onboarding process into a single day. This may involve hours of back-to-back meetings, paperwork that seems to never end, and so much information that they can't really absorb much of it.

A rushed onboarding process can leave new employees feeling quite exhausted and confused. The intention may be to make them feel ready to tackle their role head on. But it can make them feel mentally drained and unsure of what’s important.

Example: A new software engineer joined a company that had a habit of 'onboarding by fire.' On their first day, they had five hours of meetings, three training sessions, and a 50-page document to read. By the next morning, they couldn’t remember even half of what they learned. Over the next few months, the new hire found themselves constantly asking the same questions. They felt like they were falling behind before they even got a chance to properly get started.

Failing to introduce company culture and values

Of course, onboarding involves the introduction of various tasks and tools. But it should also involve helping new hires understand the company culture and how things are done. Too many companies skip this part entirely.

When businesses don't properly demonstrate their culture, new employees can find it hard to fit in. This is because they don’t know what the company stands for, what behaviours are expected, or how teams work together. It can make it very hard to build connections and feel like part of the team.

Example: A new hire joined a company that prided itself on collaboration. But no one told them that. In meetings, the new hire didn’t speak up much because their last workplace placed hierarchy above open discussion. After a few months, their manager had a go at them for not contributing enough. But the new hire had no idea what was expected of them from a cultural standpoint.

Not providing clear expectations and role clarity

When employees don’t know what the company expects from them, they can waste time second-guessing everything. Some managers just assume new hires will 'figure it out'. But, generally speaking, that’s not really how it works. Most people need clear direction, especially in a new role.

A company that doesn’t manage expectations properly is likely to end up with discouraged, frustrated employees who don’t know if they’re doing well or missing something important.

Example: A new salesperson joined a company. They received zero guidance on the company's targets or processes. Because of this, they spent their first few months at the company working hard, only to find out later that they had been prioritising the wrong clients. Their manager assumed they knew what to do. They didn’t.

Neglecting regular check-ins and feedback

A lot of businesses, unknowingly, do the bare minimum when it comes to onboarding. They introduce a new hire, throw them into the deep end of their role, and then assume they’ll reach out if they need help. The problem is that most new hires won’t.

If hiring managers don't conduct regular check-ins and performance reviews, they have no idea if a new hire is struggling. What's more, employees who don’t get feedback early on can develop bad habits or lose confidence in their work. This can lead to disengagement, low employee satisfaction, and higher turnover.

Example: A graphic designer joined a company that offered no real onboarding support. They had a million questions but didn’t want to bother their manager, who always seemed too busy. They made small mistakes early on that no one corrected. A few months later, those small mistakes became big ones, and their manager was frustrated. But the employee had never been given proper feedback to begin with.

Assuming onboarding ends after the first week

Onboarding is an ongoing process. But many businesses treat it like an intensive one-week crash course. Some companies do a great job welcoming new hires on day one, but then they completely disappear.

Most employees don’t master their new role in the first week. They need ongoing guidance to thrive. Especially in their first few months. If a business stops investing in them prematurely, they’ll probably start looking for opportunities somewhere else.

Example: A customer service rep started at a company that had a fun, energetic first-day onboarding session. But after that, they were left on their own. They had no further training and received no feedback or direction. By the three-month mark, they were feeling rather burnt out and disengaged. So, they started looking for a new job.

Make employee onboarding effortless with Rippling

As you can see, getting the onboarding process right is no easy feat. It's hard work. Between paperwork, payroll, IT setup, and training, things can easily get lost, or just not happen at all. Rippling simplifies every part of it. It automates all the important steps, so new hires have everything they need before day one, on their first day, and long after.

No last-minute panic before their first day

With Rippling, pre-boarding happens automatically:

• Send offer letters and collect paperwork with a couple of clicks.
• Set up payroll, benefits, and employee records almost instantly.
• Order, configure, and ship company laptops before they start.
• Create email and software logins in seconds.
• Assign onboarding tasks to the right teams.

This way, everything is ready before they even walk through the door. And with no heavy lifting required on your part!

An easy, stress-free start

Say goodbye to IT bottlenecks and confusion. Rippling makes sure that:

• All logins, software, and devices are set up and working.
• A personalised onboarding checklist guides them through their first tasks.
• Manager-assigned introductions help them meet the right people.
• HR can track progress in real-time to make sure nothing gets missed.

Because of this, new hires can focus on settling in rather than getting help for access issues.

Keeping new hires engaged beyond day one

Onboarding doesn’t end after the first day. With Rippling, you can:

• Schedule automated check-ins so managers follow up.
• Track training progress to keep learning on track.
• Sync updates across all systems without the need for any manual data entry.
• Collect feedback to make sure your onboarding process is always improving.

With Rippling, you can make sure your new hires stay supported, engaged, and productive from day one.

So, why Rippling?

Traditional HR systems are clunky. Rippling isn't. Its all-in-one workforce management platform connects HR, IT, Payroll, and Spend, all built on a single source of truth. This means that any updates, like title changes, tax info, or role adjustments, flow across all systems automatically.

• No more switching between platforms.
• No more IT catastrophes.
• No more manual onboarding.

With Rippling, onboarding is fast, easy, and stress-free, for both HR teams and new hires.

Employee onboarding FAQs

What are the 4 pillars of effective employee onboarding?

An awesome onboarding experience rarely happens by accident. It's built on four key pillars, which are:

• Pre-boarding: Getting paperwork, accounts, and equipment sorted out before the new hire comes in for their first day.
• Orientation: Introducing them to their new team members, company culture, and expectations.
• Training and development: Giving them the information and tools they need to perform at their best.
• Ongoing support: Frequent check-ins, feedback, and growth opportunities to keep them interested.

What are the 30-60-90 day questions for new hires?

Ongoing check-ins are an important part of delivering a positive onboarding experience, especially at the 30-, 60-, and 90-day marks. Below, you can find some questions you might ask your new hires at the various phases of their onboarding:

30 days in

• How are you finding everything so far?
• Do you feel like you have all the tools and support you need?
• What’s been the biggest challenge for you so far?

60 days in

• Do you feel comfortable in your new role?
• Are there any skills or processes you feel you need more training on?
• What’s one thing we could do to improve your onboarding experience?

90 days in

• Are you clear about your responsibilities and long-term goals?
• Is there anything you need to be more successful in your role?
• How would you describe your overall onboarding experience?

What should an onboarding checklist include?

A well-planned onboarding checklist is a great way of keeping the hiring process structured. It can make sure new hires feel like they have the support they need and can get cracking with their new role straight away. Here's what a good onboarding checklist should include for a successful onboarding process:

Before their first day

• Send the new hire their employment contract and confirm their start date.
• Collect their banking, tax, and superannuation details.
• Set up their email, software access, and any IT equipment.
• Send them a welcome email with important info (start time, dress code, what to bring).
• Brief the team and assign them a buddy or mentor.

First day and week

• Properly introduce them to their role, other employees, their direct managers, and the company culture.
• Run through their daily tasks and performance expectations.
• Give them access to the main resources they need (e.g., online training sessions, handbooks).
• Make sure they have their logins, devices, and software access sorted out.
• Arrange a check-in with their manager to answer any questions they may have.

First 30-90 days

• Assign meaningful tasks that mesh well with their role and skills.
• Set up regular feedback sessions to monitor how they're progressing in their new position.
• Review goals and performance expectations to make sure they’re on track.
• Encourage participation in team meetings and projects.
• Get feedback on what they feel is and isn't working when it comes to the onboarding experience.

What is the best employee onboarding software for small businesses?

The best employee onboarding software depends on your specific needs as a small business. But if you’re after an all-in-one, scalable solution that has HR, IT, Payroll, and Spend all in one place and running on autopilot, Rippling is a good choice. Why?

• It automates onboarding: No more manual paperwork or cumbersome IT setup.
• It scales with your business: Got 10 employees now but 100 later on? No problem! Rippling grows with you.
• It takes the hard work out of compliance: Employee records, tax info, and legal documents are all in one place.

For an onboarding process to deliver an excellent employee experience, it needs to be smooth, stress-free, and scalable. Rippling makes that possible. 

Disclaimer: Rippling and its affiliates do not provide tax, accounting, or legal advice. This material has been prepared for informational purposes only, and is not intended to provide or be relied on for tax, accounting, or legal advice. You should consult your own tax, accounting, and legal advisors before engaging in any related activities or transactions.