Onboarding Best Practices to Boost Employee Success

Imagine your new hires stepping into their roles with confidence, knowing exactly what to expect and feeling like they already belong. This is the power of effective onboarding. Our onboarding best practices have helped hundreds of companies transform the employee onboarding experience—from a chaotic first day into a dynamic launchpad for success.

Why Effective Onboarding Is Important

A well-structured onboarding process goes beyond simply orienting new hires—it creates an employee onboarding experience that empowers team members from day one. When new employees understand their roles, review the employee handbook, and connect with the company culture early on, they build strong relationships with senior leaders and set clear expectations for their future contributions. One Gallup study found that a solid onboarding process reduced attrition by 43%.

Below are some of the key benefits of effective onboarding:

• Boosts Employee Satisfaction: When new team members feel supported and know what to expect, their confidence and engagement grow.
• Speeds Up Learning: Step-by-step guidance helps new hires quickly grasp their responsibilities and begin contributing sooner.
• Improves Retention: A thoughtful onboarding process demonstrates a commitment to each employee's long-term success, leading to higher retention rates.
• Builds a Positive Company Culture: Early immersion in workplace culture ensures that new hires integrate seamlessly and thrive in a collaborative environment.

By focusing on effective onboarding, you set the stage for both immediate success on an employee’s first day and sustained growth over the long term.

10 Onboarding Best Practices

Drawing on our extensive experience as digital adoption specialists who have helped hundreds of companies level up their onboarding, we’ve identified 10 essential employee onboarding best practices.

These strategies are designed to boost employee satisfaction, enhance the onboarding process, and ensure new hires feel supported from day one.

1. Start with a Warm Welcome

A warm welcome is the first step toward building rapport and setting a positive tone. It’s essential that new hires feel genuinely valued and understand that they are a key part of your team from their very first day.

What to Do:

• Send a personalized welcome email before the new hire’s first day. Include an introduction to the team, highlights from the employee handbook, and an overview of what their first day will look like.
• Consider incorporating a short video message from senior leaders or a team leader that communicates enthusiasm and reinforces your company culture.

Example:

For instance, a company might send a welcome package that features a video greeting from a senior leader, an infographic outlining the company culture, and a detailed plan for the first week. This approach helps new hires feel appreciated and sets clear expectations right from the start.

2. Provide a Clear Schedule

A well-defined schedule is crucial for setting expectations and reducing first-day confusion. When team members know exactly what to expect, they can focus on learning and integration without unnecessary stress.

What to Do:

• Share a detailed itinerary for the first few days that includes training sessions, introductions, and breaks.
• Clearly outline any virtual meetings, office tours, or Q&A sessions so that new hires are fully informed of their agenda.

Example:

An effective onboarding schedule might divide the first week into morning introductions, mid-day training sessions, and designated periods for questions. This clear structure helps new hires plan their day and enhances their overall employee onboarding experience.

3. Pre-Onboarding Preparation

Proper preparation before the official start date smooths the transition for new hires and ensures they feel ready and informed on their employee’s first day.

What to Do:

• Provide access to essential documents such as the employee handbook, training materials, and a guide to your company culture.
• Share a pre-onboarding checklist outlining tasks like setting up email accounts, installing required software, and reviewing key policies.

Example:

A company might distribute a digital folder with all necessary documents and a comprehensive pre-onboarding checklist. This early preparation allows new hires to familiarize themselves with critical information, improving the overall onboarding process and easing their transition.

4. Use Interactive Walkthroughs

Interactive walkthroughs transform the onboarding process by offering hands-on guidance through key systems and processes. They help new team members learn by doing rather than by reading lengthy manuals.

What to Do:

• Develop interactive walkthroughs for your most critical software or internal systems. Ensure these guides visually highlight each step, making it clear where to click and what to expect.
• Consider using a tool like VisualSP to provide in-context walkthroughs for your new hires.

Example:

An interactive walkthrough that demonstrates how to navigate a project management tool—from creating tasks to tracking progress—can be incredibly effective. This method makes complex processes more approachable and helps new hires build proficiency quickly.

5. Introduce Team Members Early

Early connections are vital for creating a sense of belonging and fostering a positive workplace culture. When new hires meet their colleagues on day one, they start building relationships that will support them throughout their journey.

What to Do:

• Organize a short, informal meet-and-greet session—either in person or via video call—on the new hire’s first day.
• Consider initiatives like assigning a buddy or a mentor to help new employees build rapport and integrate into the team.

Example:

A virtual coffee chat where new hires introduce themselves and get to know their team members can break the ice and reduce anxiety. Assigning a buddy or mentor not only supports the new hire but also reinforces a culture of collaboration and ongoing support.

6. Implement Scheduled Help Tips

Bombarding new hires with too much information at once can be overwhelming. Instead, you could use a Digital Adoption Platform like VisualSP to schedule cerrtain help tips to appear over time, right within whatever platform your employes are working in.

What to Do:

• Plan a series of in-app help tips that appear over the first few days or weeks, with each tip focusing on one small piece of critical information.
• Schedule these prompts at regular intervals to help new hires process the information without feeling overwhelmed.

Example:

A company might set up help tips that gradually introduce the main dashboard functions, followed by tips on generating reports. This step-by-step approach prevents information overload and helps new hires build a solid understanding over time.

7. Create Simple, Clear Guides

Simple, concise guides are essential for effective onboarding. They break down complex tasks into easily digestible steps and provide a reference that new hires can return to as needed.

What to Do:

• Develop short guides, cheat sheets, or video tutorials that explain key tasks in plain language.
• Use visuals such as screenshots to illustrate each step clearly, ensuring that new hires can easily follow along.

Example:

A one-page guide for a time tracking tool, complete with clear screenshots and bullet points, can significantly reduce confusion and the need for repeated explanations. This method improves employee onboarding best practices by making information accessible and straightforward.

8. Provide Easy Access to Answers

Quick access to answers is crucial for maintaining momentum during the onboarding process. When new hires know where to turn for help, they can resolve small issues promptly and continue learning without interruption.

What to Do:

• Ensure that new hires have access to a dedicated help center, FAQs, or in-app support features.
• Create an environment where asking questions is encouraged and support is readily available.

Example:

If a new hire encounters an issue with a software feature, an easily accessible support resource allows them to quickly find the answer and move on. This immediate assistance is vital for setting expectations and maintaining productivity throughout the onboarding process.

9. Offer Regular Check-Ins

Regular check-ins are vital for ensuring that new hires are adjusting well and for addressing any concerns early on. These meetings build rapport and give supervisors a chance to provide personalized feedback.

What to Do:

• Schedule one-on-one meetings or team check-ins during the first few weeks to review progress and address any questions.
• Use these sessions to offer personalized advice, set clear expectations, and adjust the onboarding process as necessary.

Example:

Weekly check-ins during the first month allow new hires to share their experiences and receive tailored feedback. This consistent support not only builds trust with senior leaders but also reinforces a culture of continuous improvement.

10. Gather and Use Feedback

Collecting feedback from new hires is essential for refining and improving your onboarding process over time. Listening to their insights helps you make informed adjustments that benefit future hires.

What to Do:

• Use surveys, informal conversations, or suggestion boxes to collect feedback after key milestones, such as after the first week and the first month.
• Analyze the feedback to update training materials, the employee handbook, and other onboarding resources accordingly.

Example:

A company might distribute a short survey after the first week to gather insights on the onboarding process. The feedback collected is then used to enhance training modules and improve overall employee onboarding best practices for the future.

Why VisualSP Is the Best Tool for Effective Onboarding

While these onboarding best practices can be implemented through thoughtful planning and clear communication, leveraging the right technology can elevate your entire onboarding process. VisualSP stands out as a powerful tool for effective onboarding because it seamlessly integrates interactive and supportive features that enhance the new hire experience.

Seamless Interactive Walkthroughs: VisualSP enables you to create engaging, interactive walkthroughs that guide new team members through complex software and systems, ensuring that every new hire understands their tools from day one.

Scheduled Help Tips That Keep It Manageable: With VisualSP, you can schedule in-app help tips that introduce information gradually, helping new hires absorb key details without being overwhelmed.

Instant In-App Support: VisualSP offers real-time support through in-app help tips and AI assistance, providing immediate answers to common questions and keeping productivity high.

User Behavior Analytics for Continuous Improvement: Detailed analytics—including screen recordings and usage data—allow you to identify bottlenecks in your onboarding process and continuously refine your approach.

Easy Integration with Existing Systems: VisualSP integrates smoothly with your current digital tools, enhancing your onboarding process without disrupting your established workflow.

Ready to level up your onboarding? Get started with VisualSP today.