10 Onboarding Best Practices: 2025 Guide

Co-Founder and Chief Data Scientist

In today’s hyper-competitive job market, attracting and retaining talent has become a significant challenge for organizations across industries (Ferguson, 2023). In fact, recent data reveal that in 2023, a staggering 96% of workers are actively seeking employment (Monster.com, 2022). As the demand for skilled professionals rises, employers must implement onboarding best practices to create a compelling and engaging employee experience even before day one.

Therefore, in this guide, we will help forward-thinking organizations explore and adopt 10 onboarding best practices to address the evolving needs and expectations of the modern workforce. Our team will delve into the key components of a comprehensive onboarding strategy, including preboarding preparations, effective training, and in-depth orientation, to help human resource (HR) departments and company heads nurture the potential of new employees.

10 Onboarding Best Practices: 2025 Guide Table of Contents

Set the Stage Early
Introduce a Warm Working Environment
Strive for a Stress-free First Day
Provide Comprehensive Orientations
Develop Onboarding Plans
Gradually Introduce Workload
Encourage Connections and Relationship Building
Provide Ongoing Support and Feedback
Build Flexibility and Keep Doors Open
Nurture Professional Development

Importance of Onboarding Best Practices in Retaining Talent

Successful organizations recognize that onboarding is critical to setting the stage for an employee’s long-term success and commitment. It encompasses more than just introducing new hires to their roles and responsibilities. It involves creating a supportive environment and providing continuous development. Therefore, knowing how to improve the onboarding experience requires careful planning and implementation of best practices that go beyond the traditional orientation checklist.

Data show that 74% of companies employing effective learning strategies create more learning impact during onboarding (Brandon Hall Group, 2021, as cited in NovoEd, 2021). To achieve this, HR staff and department heads can personalize onboarding, focusing on steps that involve experience and communication. The history of e learning has also significantly aided in developing professionals’ skills, and the evolution of learning management platforms has streamlined hiring and onboarding processes.

Therefore, companies must prioritize the implementation of effective onboarding practices to create seamless and impactful experiences for new hires. By doing so, they can reap numerous benefits, including increased engagement, improved retention rates, and enhanced employee confidence (Sibisi & Kappers, 2022).

How Can Organizations Overcome Common Onboarding Challenges?

Organizations often encounter hurdles during onboarding that can hinder employee engagement and productivity. Addressing these challenges requires a proactive approach that identifies potential friction points early on. Common obstacles include miscommunication of role expectations, inconsistent feedback mechanisms, and the difficulty of assimilating complex technical skills. Tailoring onboarding processes to account for individual learning styles, setting clear performance milestones, and integrating specialized training programs are vital. For instance, leveraging targeted training modules such as an online course for medical coding and billing can ensure that employees develop the specific expertise they need to thrive in their roles. By implementing structured solutions and continuously adapting to feedback, organizations can efficiently overcome onboarding challenges and build a strong, competent workforce.

Onboarding Best Practices for 2025

Set the Stage Early

One of the best onboarding practices is preboarding, which is the period before new hires start their first day. This phase helps companies make a positive impression and gain the trust of new hires since 30% of new staff leave within 90 days of their new jobs (Glassdoor, n.d.). Moreover, accomplishing tasks during this stage is just as important as the entire onboarding process since it sets the tone for a positive employee experience and ensures a smooth transition into the organization; thus, and employee onboarding template would even be a great help. Hiring teams can set the stage early by:

Sending important information. HR teams must send an email with pertinent reminders and information about the first-day agenda as soon as an employee gets hired. This serves as a valuable communication tool to ensure that new workers feel supported and allows them to navigate their integration into the company with confidence.
Providing the necessary materials. Supplying documents, granting access to computer systems, and giving login credentials early allows new members to review them at their convenience. This proactive approach is part of the onboarding best practices that save valuable time on the first day and reduce stress for both the new hire and the HR team.
Preparing the workspace. Arranging the workstation of new employees before day one demonstrates organizational efficiency and care. This thoughtful process not only allows new workers to dive into their responsibilities without unnecessary delays but also conveys the company’s commitment to supporting them even before they actually start.

Introduce a Warm Working Environment

When new hires feel embraced from the moment they join the organization, it paves the way for an atmosphere that encourages productivity and camaraderie. Moreover, creating and nurturing a welcoming workplace is one of the employee onboarding best practices that helps set up new employees for success. Companies can do this through:

Holding informal and formal introductions. Conducting both informal and formal introductions helps new hires integrate smoothly into the company. Informal ones allow for relaxed relationship-building while formal introductions help new employees establish professional connections.
Immersing in team generational dynamics. The majority of U.S. workers are people aged 25-34 (35,300), 35-44 (34,624), and 45-54 (31,654) (U.S. Bureau of Labor Statistics, 2023). By promoting awareness and appreciation of generational diversity, companies create an inclusive work environment that fosters understanding and harnesses the strengths and perspectives of each age group.
Assigning work buddies. One of the onboarding best practices is pairing new hires with experienced employees. Work buddies can provide guidance, answer questions, and offer insights into the company culture and processes, helping new employees navigate their roles more effectively and accelerate the learning curve.

Strive for a Stress-free First Day

No employee wants a fussy first day, which is why one of the best practices for onboarding new employees is implementing only relevant tasks and activities. Moreover, creating a light schedule for an employee’s first day allows new employees to absorb information and begin building relationships without feeling rushed. This helps in boosting and sustaining morale, which was what 80% of organizations in 2022 prioritized most (Society for Human Resource Management, 2021). To facilitate this, departments can:

Treat them out to lunch. Sharing a meal together creates a relaxed and informal environment, allowing new hires to connect with their colleagues on a personal level. By incorporating this simple yet meaningful gesture, organizations show their commitment to building rapport with new members of the team.
Craft a welcome package. Curating a welcome package can further help new employees feel welcomed and at ease with their teams. This can include various elements like company merchandise, work supplies, or personalized accessories that serve as tokens of appreciation for being part of the company and department.
Facilitate fun activities. While getting down to business during the first few days of onboarding is important, engaging in fun and creative activities can also be beneficial. Companies can arrange icebreaker games or interactive company tours that help promote a sense of belonging and strengthen team bonding.

Provide Comprehensive Orientations

One of the employee experience best practices that companies often implement is engaging new recruits through company and department orientations. This stage marks the official onboarding process and introduces fully the identity of the company to rookies. Data show that retention of new employees is up by 50% while their productivity rises to 62% when they are introduced to excellent onboarding programs (Sibisi & Kappers, 2022), which is why companies must also ensure that this phase rolls out smoothly. HR and department staff can achieve this by:

Identifying company values and culture. Knowing the company’s vision, mission, and goals elicits a sense of purpose and direction for new recruits. It also helps them align their efforts with the broader organizational objectives. Moreover, it encourages them to embrace the company’s core values and work towards shared aspirations.
Discussing policies and procedures. Determining the top-down and bottom-up procedures and company policies helps new employees to avoid feeling lost when accomplishing a task. By orienting them with this, they also get to understand the organizational workflow and are motivated to contribute their insights and suggestions.
Introducing company equipment. Helping new members to become acquainted with specific equipment enables them to hit the ground running. For instance, letting them navigate technologies like the employee learning management system or HR software empowers them to troubleshoot common problems and perform their roles efficiently.

Develop Onboarding Plans

The cost of training a new employee is not cheap. In fact, small businesses spent $1,433, medium-sized firms allocated $902, and large companies invested $722 for each trainee in 2021 (Training Magazine, 2021). Therefore, companies must implement strong onboarding programs that make the new hire experience as impactful as possible to maximize the return on investment in training; using a new employee training plan template would be a good idea here. To save on potential turnover costs, companies need to:

Set clear expectations. Fostering open communication about the job description, salary, employee perks, benefits, and bonuses helps both the new employees and the staff set expectations together. This also helps companies gain the trust of their new members and demonstrate that they inculcate a culture of respect and transparency.
Draft attainable goals. Another example of onboarding best practices is helping new recruits create realistic short-term and long-term goals. By aiding them, companies provide a vivid roadmap for success and facilitate new hires’ integration into the company. It also shows that they are guided every step of the way.
Schedule first-hand participation. Enabling new employees to have personalized, first-hand involvement helps them gain a deeper understanding of their responsibilities. This can include shadowing colleagues, participating in projects, or engaging in simulations. These help new members apply their knowledge, build confidence, and make meaningful contributions from the early stages of their onboarding journey.

Gradually Introduce Workload

Companies that follow best onboarding practices know better than to overwhelm new employees with a bunch of work that they do not know well yet. Even if new recruits perform excellently during their first few tasks, they could feel burnt out and might lose interest. In fact, one in four workers experience depression frequently while one in three staff members often feel unenergetic (SHRM, 2020). To avoid this, organizations can consider:

Keeping the load light. HR and department teams must not expect their new employees to churn out deliverables as quickly or as correctly as existing staff members do. Instead, recognizing that they require a learning curve and slowly increasing their tasks as they go along can help them acclimate to the work rhythm much better.
Reorienting before new tasks. In connection with that, it is always good practice to recap skills and knowledge learned from a previous task before starting a new one. In doing so, employees can refresh their understanding and build upon it. Moreover, this not only promotes efficiency but also minimizes errors as they approach new tasks.

Encourage Connections and Relationship Building

One of the key strategies to improve onboarding process is to strengthen their connections and relationships with peers across departments. In fact, 32% of workers wish that training has a social aspect, and 44% want to have more training on communication skills (SHRM, 2022). A few ways companies can integrate this during onboarding is through:

Team-building activities. Engaging new employees in exciting group activities can help them feel more comfortable with their fellow workmates. It also encourages them to collaborate with them in challenging scenarios even if these are non-work related. Moreover, these provide new employees with insights into how their peers face problems.
Cross-functional interactions. Among the best onboarding best practices a company can implement is providing opportunities for new hires to socialize with employees not only from other teams but also from higher positions. This helps rookies get to know who they are working with and also broaden their understanding of the company’s operations and sense of community.
Out-of-work social gatherings. Encouraging new recruits to socialize outside of work helps them plant their roots and gain new friendships. It also helps to lower the walls that exist between employees and build trust among them. Moreover, this lends new employees another arm of support and guidance alongside their work buddies.

Provide Ongoing Support and Feedback

Giving constant support and feedback is one of the onboarding process best practices that new recruits will truly appreciate. Being open to improvement benefits not only the new hires but also the HR staff and company stakeholders. Moreover, 77% of organizations planned to develop managers’ soft skills, including empathy and communication, to better address the needs of their employees (SHRM, 2021). They can do this by:

Conducting regular check-ins. Throughout a new employee’s onboarding journey, HR teams and department heads must constantly meet with them to check on their progress. They must work together to update their goals, provide additional support, or just lend an ear to hear about their experience so far. Using a cloud learning management system (LMS) can help. One of the benefits of LMS is keeping teams synched.
Giving and collecting feedback. Part of the ongoing onboarding best practices is giving constructive feedback on the performance of new employees. Consequently, HR teams and department leaders must also gather suggestions and opinions of new employees. In this way, rookies can improve their skills and knowledge while companies can address points of awareness with a fresh perspective.
Recognizing achievements. One way to get new employees motivated and interested in their work is by recognizing and rewarding their achievements. Doing so can make employees feel valued and appreciated in the workplace. For instance, a learning platform awards badges, and some companies offer bonuses or perks as incentives for doing a good job.

Build Flexibility and Keep Doors Open

While onboarding best practices aim to churn great outcomes, not all programs end up a complete success. That is because onboarding is not a one-size-fits-all program since employees learn in different ways. A study revealed that only 75% of workers were happy with their company training, and 11% were dissatisfied (SHRM, 2022). One effective way to increase new recruits’ training satisfaction is by acknowledging that there is always room for improvement and adjustment. They can do this by:

Addressing other needs. Throughout the onboarding process, new employees may discover that something does not suit their needs and wish to be accommodated. Therefore, keeping an open mind and working together are the best ways to solve it. This helps workers feel that their concerns matter and that companies are working to ensure a conducive working environment.
Entertaining questions patiently. New hires typically have tons of questions and clarifications throughout their onboarding process, which is why it is important that the people working with them are patient in answering them. Keeping doors open, both figuratively and literally, can help companies feel more approachable and less standoffish.

Nurture Professional Development

Most onboarding programs last 90 days, and other companies even strive for a year. However, this does not mean that training stops there. In fact, a report shows that 89% of learning and development (L&D) departments believe that improving employee skills will become helpful in the future of work (LinkedIn Learning, 2023). Therefore, the last of the onboarding best practices that companies can do is to encourage professional development by:

Providing free upskilling or reskilling. Various training industry data reveal that reskilling employees as early as now can help meet the demands of Industry 4.0. In a survey, 37% of companies are currently providing reskilling programs, and 56% aim to provide them within a year (SHRM, 2022). Offering this to new hires can encourage them to stay, and it also helps organizations show their commitment to developing their talents.
Explaining how promotions work. Finally, as part of the onboarding best practices, organizations can outline the criteria for advancement. In doing so, employees gain a better understanding of the career path available to them. Moreover, it also helps companies show that they believe new recruits can make significant contributions to the organization.

How Can Technology Optimize Your Onboarding Process?

Leveraging advanced digital tools can streamline the onboarding process by automating routine tasks, personalizing training experiences, and strengthening communication channels. Innovative HR platforms deliver real-time analytics that inform targeted improvements, ensuring a dynamic and responsive integration for new hires. Incorporating digital credentialing and interactive modules can validate skills through recognized pathways such as the best certifications for jobs, aligning employee development with evolving market demands and enhancing overall program efficiency.

How Can Mentorship Programs Elevate Onboarding Success?

Integrating structured mentorship within onboarding can significantly accelerate new hires' adaptation and long-term performance. Pairing beginners with seasoned professionals fosters personalized guidance, strengthens company culture, and bridges the gap between formal training and practical application. A well-designed mentorship initiative cultivates a growth mindset by encouraging real-time problem-solving and facilitating a smooth transition into the organization's operational dynamics. In addition, linking professional development with academic insights—such as those offered by an online doctorate program—supports continuous learning and further refines expertise in a rapidly evolving industry.

Is Investing in Effective Onboarding Worth the Cost?

A well-structured onboarding program is not only essential for employee integration but also plays a significant role in optimizing financial performance. Organizations can reduce costs related to high turnover by ensuring new hires quickly reach productivity milestones and remain engaged. Establishing clear performance metrics and tracking long-term employee value are critical steps in evaluating the return on investment. Additionally, comparing training expenses with outcomes—such as increased output and reduced recruitment costs—provides insight into the financial benefits of a robust onboarding strategy. For example, analyzing industry benchmarks like how much do trade school graduates make can offer perspective on salary optimization and cost management, ultimately enhancing overall profitability.

How Can Onboarding Programs Foster Employee Wellbeing?

Effective onboarding programs extend beyond job-specific training to nurture overall employee wellbeing. Integrating mental health resources, clear communication channels, and opportunities for social connection during onboarding can set a positive tone for long-term engagement. For example, linking educational support to personal development—such as pursuing an accelerated associate degree—can provide new hires with tangible growth opportunities while reinforcing work–life balance. Tailoring onboarding to address wellbeing not only mitigates early-stage burnout but also contributes to higher retention rates and improved overall performance.

How to Measure the Success of Your Onboarding Program

Measuring the success of your onboarding program is crucial to ensure that it is effective and delivers the intended results. A well-structured onboarding process can significantly impact employee retention, job satisfaction, and productivity. Here are some key metrics to consider:

Employee Retention Rates: One of the most direct indicators of a successful onboarding program is employee retention. Suppose your new hires stay with the company for a long time. In that case, it suggests that the onboarding process effectively integrates them into the culture and role. Track retention rates over a period (e.g., six months or one year) to assess the long-term impact of your onboarding efforts.
Time-to-Productivity: Another key metric is how quickly new employees reach full productivity. Time-to-productivity refers to the time it takes for a new hire to become proficient in their role and contribute effectively. A shorter time-to-productivity indicates that the onboarding program provides the necessary tools, training, and support to help employees succeed faster.
Employee Engagement During Onboarding: Engagement levels during onboarding can give valuable insights into the program’s effectiveness. Survey new hires at different stages of the onboarding journey to assess their satisfaction and engagement. High engagement levels typically correlate with better job satisfaction and a smoother transition into the company.
Feedback from New Hires: Collecting feedback directly from employees about their onboarding experience is essential for continuous improvement. Use surveys, one-on-one interviews, or focus groups to gather feedback on what worked well and could be improved. This input can guide adjustments to the onboarding process and help refine future programs.
Performance Metrics Post-Onboarding: Tracking employees' performance after they’ve completed the onboarding process can provide valuable data on the program’s success. Metrics such as goal completion, project success, and peer reviews can help measure how well new hires adjust to their roles and contribute to the company’s objectives.

Retain Employees from the Get-go with Onboarding Best Practices

In this guide, the Research.com team thoroughly discussed 10 onboarding best practices to help HR teams, department leaders, and company heads nurture and retain new employees. Developing a great onboarding program and seeing it through ensures that every employee is supported and valued from the moment they join the organization.

By implementing these best practices, companies can create a positive onboarding experience that promotes transparency, open communication, and connection. More than that, it also sets new recruits up for long-term success. After all, at the very heart of any organization is its employees.

Key Insights

Early Engagement: Initiating the onboarding process before the first day (preboarding) helps make a positive first impression and eases the transition into the company.
Warm Environment: Creating a welcoming atmosphere through both informal and formal introductions, understanding generational dynamics, and assigning work buddies fosters a sense of belonging.
Stress-Free First Day: A light, well-planned schedule for the first day, including activities like team lunches and welcome packages, helps new employees feel at ease and valued.
Comprehensive Orientation: Thorough orientation programs that introduce company values, policies, procedures, and equipment enhance retention and productivity.
Structured Onboarding Plans: Clear expectations, attainable goals, and opportunities for first-hand participation maximize the impact of the onboarding process and reduce turnover costs.
Gradual Workload Introduction: Avoid overwhelming new employees by gradually increasing their responsibilities and providing reorientation before new tasks.
Encouraging Connections: Facilitating social interactions through team-building activities, cross-functional interactions, and out-of-work gatherings strengthens relationships and communication skills.
Ongoing Support and Feedback: Regular check-ins, constructive feedback, and recognition of achievements ensure continuous support and improvement.
Flexibility and Openness: Being adaptable and open to feedback during the onboarding process helps address individual needs and enhances overall satisfaction.
Professional Development: Offering upskilling, reskilling, and clear promotion paths supports long-term growth and retention.

FAQ

1. What is the significance of preboarding in the onboarding process?

Preboarding sets the tone for a positive employee experience by engaging new hires before their first day. This phase includes sending essential information, providing necessary materials, and preparing the workspace, which helps new employees feel welcomed and supported from the outset.

2. How can companies create a warm working environment for new hires?

Companies can create a warm working environment by conducting both informal and formal introductions, promoting generational diversity awareness, and assigning experienced employees as work buddies to guide new hires through their initial days.

3. Why is it important to have a stress-free first day for new employees?

A stress-free first day helps new employees absorb information and build relationships without feeling rushed. Activities like team lunches, welcome packages, and fun icebreakers create a relaxed environment that boosts morale and facilitates a smooth transition.

4. What should be included in a comprehensive orientation program?

A comprehensive orientation program should introduce the company's values, culture, policies, procedures, and equipment. This helps new employees align with organizational goals, understand the workflow, and become familiar with the tools they will use in their roles.

5. How can companies develop effective onboarding plans?

Effective onboarding plans involve setting clear expectations, drafting attainable goals, and providing opportunities for first-hand participation. These steps ensure that new hires have a clear roadmap for success and can integrate smoothly into the company.

6. What are the benefits of gradually introducing the workload to new employees?

Gradually introducing the workload prevents new employees from feeling overwhelmed and burnt out. It allows them to acclimate to the work rhythm, build confidence, and perform tasks accurately, promoting long-term productivity and job satisfaction.

7. How can organizations encourage connections and relationship-building among new hires?

Organizations can encourage connections by organizing team-building activities, facilitating cross-functional interactions, and promoting social gatherings outside of work. These activities help new hires build relationships, enhance communication skills, and foster a sense of community.

8. What role does ongoing support and feedback play in the onboarding process?

Ongoing support and feedback are crucial for continuous improvement and growth. Regular check-ins, constructive feedback, and recognition of achievements help new employees feel valued, supported, and motivated to contribute to the organization.

9. How can companies maintain flexibility and openness during the onboarding process?

Maintaining flexibility and openness involves addressing individual needs, patiently answering questions, and being open to feedback. This approach ensures that the onboarding process is tailored to each employee and promotes a positive and inclusive work environment.

10. Why is it important to nurture professional development from the beginning?

Nurturing professional development from the beginning helps new employees see a clear path for growth within the company. Offering upskilling, reskilling, and clear promotion criteria demonstrates the company's commitment to employee development and retention.

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