Onboarding process from A to Z

The onboarding process has many definitions, but the most comprehensive one is: ‘the process from initial job requisition to the new hire not only joining the organization but working effectively in an engaged capacity.’ This includes:

1. Search
2. Screening
3. Selection
4. Appointment (negotiation of terms and conditions such as pay and notice period)
5. Pre-boarding
6. Organizational orientation
7. Specific job-related training
8. Completion of probationary period
9. Satisfactory initial performance review

Traditionally, the onboarding process has focused primarily on steps 4, 6, and 7. However, modern best practices suggest that onboarding specialists should have a much broader, strategic 6 to 12-month oversight of new hire onboarding.

Given the administrative overhead, time-pressured professionals might ask, ‘Can we really afford to invest this time in onboarding new hires? Can’t we just rely on the classic sink-or-swim approach?’

The reality is that a commercially unsustainable number of new hires will most likely sink. Research indicates that employee turnover can be as high as 50% in the first 18 months of employment, leading to reduced productivity and a loss of intellectual capital.

Additionally, studies show that it can cost between 6 to 9 months of an employee’s salary to find a replacement. This means that failed hires and additional replacement costs represent a significant financial burden.

However, organizations with an effective onboarding process gain a competitive edge, as they are more likely to experience:

• Fewer failed hires
• Faster time to productivity
• Increased retention of new hires

With research showing that only 12% of employees feel they have experienced a good onboarding process, organizations have a great opportunity to enhance their onboarding approach and make a meaningful impact on new hires.

Realistic Job Previews (RJP): a crucial onboarding tool for boosting new hire retention

The hiring process often focuses on positively promoting the job and organization, sometimes masking the harsher realities of the position. This can lead to new hires joining with incorrect expectations, causing disappointment and premature turnover.

For example:

• A senior programmer may accept a role expecting minimal supervision but later discover that it includes significant managerial responsibilities.
• A call centre operative may find themselves dealing with high levels of caller hostility that were not mentioned in the hiring process.

To effectively onboard new hires, employers should use Realistic Job Previews (RJPs) to provide a transparent view of the role’s demands. Research from the Institute for Employment Studies (IES) shows that RJPs reduce turnover costs, decrease dropout rates, and increase retention and engagement. Effective RJPs might include:

• Work shadowing
• Honest discussions about workload, stress levels, and required skills
• ‘Day in the life’ videos showcasing real interactions with customers
• Clearly outlining mindset requirements in job descriptions

Onboarding specialists should integrate RJPs into the hiring and selection process to ensure that candidates are genuinely prepared for the job, leading to improved retention, performance, and engagement.

Pre-boarding: reducing offer dropouts

The period between job acceptance and the employee’s first day is a high-risk phase, where new hires may receive counteroffers or experience doubts, leading them to withdraw. Losing a new hire at this stage can be costly and disruptive.

Organizations can mitigate this risk with pre-boarding, which involves engaging and preparing new hires before their official start date. This is especially important for employees with long notice periods. Pre-boarding fosters early engagement and ensures that employees feel welcomed and connected. Effective pre-boarding activities include:

• Sending welcome emails, company collateral, or HR packs
• Inviting new hires to informal company socials before they start
• Providing access to an online portal with essential documents
• Sharing company policies, employee handbooks, and training materials
• Introducing new hires to their team via virtual meetings or social channels
• Assigning a mentor or onboarding buddy for support

While research on pre-boarding is limited, it stands to reason that reducing first-day anxiety, building early connections, and keeping new hires engaged will help minimize dropouts. Pre-boarding is an emerging trend, with HR software vendors increasingly offering features to automate and enhance the process.

Onboarding checklists sit at the core of the onboarding process

Onboarding checklists are the core administrative backbone of the onboarding process. While onboarding has expanded beyond just a checklist, these structured lists remain crucial in ensuring that new hires have a smooth transition into their roles. They prevent neglect in a busy, fast-paced work environment and ensure all key steps are completed. A typical onboarding checklist includes:

• Sending a welcome kit before the start date
• Assigning a mentor for the first 90 days
• Providing organizational orientation training
• Handling administrative essentials (e.g., payroll setup, security access, parking arrangements)
• Conducting job-specific training in the first week
• Scheduling feedback sessions at 30, 60, and 90 days

Many HR software platforms now offer AI-enhanced onboarding features, including chatbots and automation tools, to streamline onboarding checklists and ensure that all tasks are completed efficiently.

To measure success, organizations should extend onboarding surveys until the end of the probationary period and first performance review to assess the overall effectiveness of the onboarding process.

A well-structured onboarding process is not just an administrative task—it is a strategic investment in employee success. By incorporating Realistic Job Previews, Pre-boarding strategies, and comprehensive Onboarding Checklists, organizations can significantly reduce turnover, accelerate time to productivity, and enhance overall employee engagement.