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Setting Up for Success: Critical Onboarding Steps

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Setting Up for Success: Critical Onboarding Steps

What are the defining elements of a best-in-class onboarding program? 

How can organizations ensure that new hires feel welcomed, supported, and equipped to succeed from day one? 

To gain insight into the most effective onboarding strategies, we turned to the experts. 

We asked a diverse group of HR and business leaders to share the three most important actions their teams take to welcome and acclimate new employees during the initial onboarding period. 

Their responses offer a blueprint for creating an onboarding experience that not only facilitates a smooth transition but also fosters a strong sense of connection and sets new employees up for long-term success.

Read on!

Robert Hourie
Director, Elwood Roberts Ltd.

Robert Hourie – Elwood Roberts Ltd.

Over the years I have always welcomed each employee personally to the team. Not only as a Business owner but also as a HR and Recruitment Leader. 

The below is how we first get people ready to do the practical end of the job and then how to suitably adapt them into the direct team then the overall team.  

Onboarding with a Peer – After I have shown the new employee “how things work” (handed them a laptop, got them sorted with IT, run through the usual code of conduct etc). 

We then introduce them to a peer, someone in their direct team with somewhat similar interests or personality. Not forcing a friend, just a similar person who can let them know more about the team, expectations etc. This person will act as a company “buddy” for the next 3 months.

Team Lunch – We always bring a new employee for lunch. If the business is small enough (10 or under) we would bring everyone out (if not, just the direct team). 

If the environment suited it, we would share a beer or two and get to know the new team. Try to have a laugh and tell a few stories to get the new employee comfortable with who they are working with, who works where etc.

Meeting senior Leadership – We do this after a week. We want the leader to show the employee why they are working in the business. The mission of the business and have the employee understand why the business does what it does. Who the major customers are and the financial strength of the business (or if loss making, understanding of where the money comes from). 

This is all about giving the new employee reason to work hard. We do this a little later to allow the new employee time to figure out the job, speak with people about the business so they have a few questions to ask.

Tejashri Anto
Principal Designer & Consultant, Anthem Lumiere

Tejashri Anto – Anthem Lumiere

Confession: I’ve tweaked our approach time and again until we arrived at this combination of actions that are truly impactful in so many ways!

The first thing we do as a team is take a quick break from everything we’re doing to give our new teamie a boisterous welcome.

The warmth this gesture exudes immediately makes the new employee know how happy we are to have them onboard. This takes away their initial hesitance and nervousness immediately, and I’ve found this way of welcoming a new hire inspiring for the rest of the team too. 

The second is to give the new team member at least three days to interact with everyone on our team and have an open dialog with them about everything each one of us do.

Whether it’s in our office or onsite, we encourage them to treat these days as a self-declared tour of all things Anthem Lumiere!

In knowing more about all our roles, they gain a wholesome understanding of what our organization is all about.

I’ve found this gesture to make them more giving team players when they settle down into their roles. Their understanding of the responsibilities of others makes them more open to an attitude where they are better team players.

Finally, at the end of the third day, I have a prolonged one-on-one session with them, checking in if they’ve had the time to settle in or if they think they’d like a day or two more to explore specific details.

This is when I dig into what they are expecting from their roles too. These details let me in on how I can fit them into our team as best as we can and depending on these specifics, we have a sit-down with other associated members too.

To some, this may seem like too much of an effort to put into a new employee, but every experience we’ve had tells us that three days (sometimes, even more) to help a new employee truly fit in, not just into our space but also into our culture, will always be time well spent.

I encourage you all to give this a try and I’m sure you will all have nothing but great experiences!

Farhan Siraj
CEO, OSHA Outreach Course

Farhan Siraj – OSHA Outreach Course

Assign a Mentor: The first thing our team does is pair the new hire with a more experience team-member who can guide them through their first weeks on the job. This mentor has a full-time duty to answer the new hire’s questions and help them integrate with the company’s culture and processes. 

Although we have tried different models of employee on-boarding, we have found mentor-mentee strategy to be most impactful.

Explain Company Expectations: Once we have communicated the roles and responsibilities to the new employee, we explain our performance expectations. 

The new hire is told in numbers what short-term goals we hope to achieve and how vital their role will be in achieving these objectives. We explain how their performance will be measured and what rewards they can expect if they meet the company’s expectations.

Schedule Checks-ins With HR: Our team schedules check-ins with HR to address any concerns the new hire might have and provide them with feedback. 

These sessions not only help the employee but also provide us with the valuable information we need to upgrade our onboarding experience.

Edward Hones
Founder, Hones Law

Edward Hones – Hones Law

Creating a Welcoming and Inclusive First Impression: At Hones Law, we understand that the onboarding process is critical for new employees to feel valued and aligned with our mission from day one. As both an employment lawyer and a business owner, I’ve seen firsthand how a lackluster onboarding experience can lead to disengagement and turnover. 

To avoid this, our HR team takes a proactive approach. 

First, we ensure every new hire feels welcome by assigning a “culture ambassador” — an existing team member who serves as a guide during the initial weeks. This person helps the new employee navigate not only the logistical aspects of their role but also the nuances of our firm’s culture, offering a personal touch that fosters belonging from the start.

Structured Orientation with Clear Expectations: The second key action is conducting a structured orientation that goes beyond policies and procedures. 

At Hones Law, our orientation includes sessions on our mission to fight for workers’ rights, case studies showcasing our impact, and interactive workshops on core skills like communication and collaboration. 

As an employment lawyer, I know the importance of setting clear expectations for both employers and employees to avoid misunderstandings that can lead to legal disputes. By laying out clear goals and responsibilities during onboarding, we create a foundation of trust and transparency. 

This structured approach ensures that new employees not only understand their role but also feel inspired by the meaningful work we do.

Encouraging Feedback and Ongoing Support: We prioritize continuous feedback and support during the onboarding period. 

New hires meet with their manager and HR regularly to discuss their experiences, address challenges, and fine-tune their responsibilities. This process is grounded in my belief that open communication is essential to preventing workplace issues before they escalate. 

For instance, we’ve implemented anonymous surveys to capture candid feedback about the onboarding process, allowing us to refine and improve over time. 

By investing in these three actions, creating a welcoming atmosphere, providing a structured orientation, and fostering open communication, we ensure that new employees feel supported, empowered, and ready to contribute to our mission.

Matt Cholerton
Founder, Hito Labs

Matt Cholerton – Hito Labs

#1 – Preparation! Have their work workstation, computer and gear, log-in information – everything – all ready to go.

#2 – Let them know what to expect – this means resources and an agenda for the onboarding. Also share what you hope they accomplish in the few weeks, in 3 months, in 6 months.

#3 – Take extra efforts to get them acclimated. For example, assign approachable buddies that new hires can go to for various bits of information, and to get past roadblocks. 

Create structured ways for employees to interact with new hires, to share more about their work, about the company, etc.. and as an opportunity to start building relationships. 

Give them company schwag and check-in often!

Naomi Clarke
Head of HR & Chief Diversity Officer, Flingster

Naomi Clarke – Flingster

For us, onboarding is about creating a memorable and meaningful start for our new team members. The three most important actions we take are:  

– Each new hire is greeted with a personalized video from their future teammates, sharing fun introductions and inside jokes about team culture. It’s a heartfelt way to break the ice and make them feel part of the family before their first day.  

– On day one, we run a playful but practical workshop where new hires experiment with tools, shortcuts, and best practices tailored to their roles. It’s a hands-on way to boost confidence and productivity from the get-go while easing any tech-related jitters.  

– Each new hire is paired with a “Culture Champion” who helps them navigate logistics and introduces them to our social rituals—like virtual karaoke or weekly “coffee roulette.” This ensures they feel integrated beyond their immediate team. 

Oliver Morrisey
Owner and Director,  Empower Wills & Estate Lawyers

Oliver Morrisey – Empower Wills & Estate Lawyers

As a business owner, I know how important it is to get onboarding right to set new employees up for success. While I’m not hands-on with HR, I make sure our HR team takes a few key steps to help new hires feel at ease and aligned with our company.

First, we make sure there’s clear communication about company policies and legal expectations. New employees are given a rundown of things like confidentiality agreements and intellectual property guidelines. This helps avoid confusion and ensures everyone’s on the same page from the start.

We also focus on introducing new hires to our company culture. They must understand our mission, values, and vision. We do this through team introductions, mentorship, and casual meetups with leadership. When employees understand how their role fits into the bigger picture, they’re more likely to feel connected and motivated.

Finally, we walk new employees through their benefits and compliance. Whether it’s health insurance or retirement plans, we make sure they understand their options and rights. This builds trust and ensures we’re staying compliant with legal requirements.

These steps help new employees settle in smoothly, connect with our team, and minimize any potential issues down the road.

Aneesh Alidina
Coach & Founder , CoachVista

Aneesh Alidina – CoachVista

Forget the stuffy handbook; human connection is key. 

Our HR team prioritizes three crucial actions for seamless onboarding: 

First, a “buddy” system – pairing new hires with experienced colleagues creates immediate social support and answers those early, often-silly questions. 

Second, we ensure early wins. Giving new employees tangible, achievable projects boosts confidence and demonstrates value quickly. 

Third, we foster open communication. Regular check-ins, not just formal reviews, allow for honest feedback, addressing concerns proactively and building trust. 

Think of it as a carefully orchestrated “first impression” that extends beyond the initial handshake – it’s about making them feel valued and part of the team from day one.

Harrison Tang
CEO & Co-founder, Spokeo

Harrison Tang – Spokeo

Creating Yearbook: One of the actions our HR team takes to help new employees acclimate to the organization is creating a yearbook, similar to the ones schools produce at the end of the year.

At the end of each year, we publish a yearbook that summarizes all our company events from that year, includes images of all employees, and highlights any promotions or updates.

We send a copy of this yearbook to new recruits to familiarize them with our organization.

Engaging Presentation: Additionally, rather than providing formal documents for them to skim through, we prefer to deliver an engaging presentation tailored for all new recruits.

Buddy Program: To help new employees settle in more smoothly, we assign each recruit a “buddy” from their team.

This buddy acts as a point of contact for any questions, provides guidance on day-to-day tasks, and ensures the new hire feels welcomed and supported during their initial weeks.

This thoughtful approach fosters immediate connections, aligns new hires with our vision, and sets the foundation for long-term success.

Diogo Silva
Expert, Neobanks

Diogo Silva – Neobanks

Introduction to Neobank Culture: Given that we focus on providing insights into various digital banking products, our HR team introduces new hires to our unique workplace culture by highlighting our values of innovation, transparency, and customer-centricity. This ensures employees feel connected to our mission from day one.

Buddy System for Integration: To help new employees acclimate to our team, we assign a buddy who is familiar with both the tools we use (like the ones we feature on What Neobank) and the structure of our daily operations. This creates a comfortable environment to ask questions and share insights.

Training on Neobank Tools: Since What Neobank revolves around cutting-edge financial technology, HR ensures that new employees are trained on the platforms and resources we use to track and evaluate digital banking trends. This allows them to feel empowered to contribute to the website’s growth and innovation right away.

The HR Spotlight team thanks these industry leaders for offering their expertise and experience and sharing these insights.

Do you wish to contribute to the next HR Spotlight article? Or is there an insight or idea you’d like to share with readers across the globe?

Write to us at connect@HRSpotlight.com, and our team will help you share your insights.

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Pillars of Onboarding: Key Actions for New Employee Success

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Pillars of Onboarding: Key Actions for New Employee Success

What are the defining elements of a best-in-class onboarding program? 

How can organizations ensure that new hires feel welcomed, supported, and equipped to succeed from day one? 

To answer these critical questions, we turned to the experts. 

We asked the HR Spotlight community of HR and business leaders to share their insights, specifically focusing on the three most important actions their HR teams take during the initial onboarding period. 

Their responses offer a blueprint for creating an onboarding experience that not only facilitates a smooth transition but also fosters a strong sense of belonging and sets new employees up for long-term success.

Read on!

Regina Sheridan
Executive Vice President, Libra Group

Building connections: At Libra Group, new employees are encouraged to foster connections with individuals both within and beyond their immediate team. By facilitating relationship-building from the outset, this helps create a sense of belonging and deeper understanding of the wider ecosystem.

Experiencing the ethos: We schedule opportunities for new employees to interact with leadership directly to learn about our history and vision for the future. For instance, through our internship program, our leadership team will set time to have off-the-record meaningful conversations with our interns. Observing these sessions is a clear window into our ethos for new hires.

Personalized approach: We aim to get to know each individual on a personal level – whether it’s celebrating a special life milestone or spending one-on-one time discussing their professional development goals. There are frequent check-ins at the beginning of their onboarding which continue for several months to ensure a smooth first year.

Kellie Warner
Director of People Operations, Jobot

Immersing new hires in our culture and values: We introduce employees to our guiding principles of kindness, respect, innovation, and connection. Through interactive sessions, new hires connect with key team members and discover how Jax – our proprietary AI platform – drives our mission of creating good jobs for good people, fostering a deep sense of belonging and purpose.

Providing training and mentorship: We ensure new hires receive hands-on training, a deep dive into Jobot’s methodologies, and meaningful mentorship opportunities. By equipping employees with the tools and guidance they need to succeed, we lay the foundation for professional growth and long-term impact.

Maintaining ongoing connections: Regular check-ins ensure employees feel supported, heard, and equipped to thrive. By fostering open communication and providing actionable feedback, we create an environment where employees can grow in a culture built on transparency and collaboration.

Alissa Durbin
VP of HR, IGS Energy

Each new hire is sent a welcome package to their home which includes a welcome message, items introducing them to our culture, our values statements and IGS swag. We also include a Grubhub gift card to cover the cost of a lunch with their leader or members of their team, which we schedule and organize.

Each new hire also has a fantastic opportunity to hear directly from our co-founder and CEO Scott White and VP of Sales Doug Austin. Regardless of a new hires’ position or location, this dedicated time with our leaders immediately upon joining the team, is very “IGS.” It sets the tone for how we do things here, working as a team and putting emphasis on collaboration and idea-sharing, as opposed to hierarchy.

In the first week, new hires are also invited to join a cohort of new-hire peers to take part in our BetterYet program, which is focused on 12 skills that support personal and professional growth, together. This has proven to be a great way to make connections from across the company.

Carr Lanphier
CEO, Improovy

To welcome and acclimate new employees, the first thing we always do is introductions. Though of course we want new hires to be ready to go as soon as possible, we recognize the value in letting new hires get to know our team before training them. It helps them to feel more welcome, and it also lets them learn who they can go to for different kinds of questions in the future. 

Another thing we always do is provide them with a welcome manual. In this manual, we include everything from an explanation of our history and values, to a breakdown of their employee benefits, to instructions on how to utilize various systems. It’s a big manual, but it is used as a reference by our employees all the time. 

A third thing we always do is give them an office tour.

Cheney Hamilton
CEO, The Find Your Flex Group

A Tailored Onboarding Journey: We don’t do cookie-cutter onboarding. Every new hire receives a personalised introduction to their role and access to the tools and resources they need to hit the ground running.

Focusing on Outcomes: From day one, we make it clear that success here isn’t about clocking hours.. it’s about the impact you make. This focus on results helps new team members feel trusted and empowered to work in a way that suits them best.

Building Connections: We pair every new hire with a mentor who can answer questions, provide guidance, and make key introductions. It’s our way of ensuring no one feels like they’re navigating a new environment alone.

Julie Nielsen
President & Chief Human Capital Officer, Oyster Organizational Development

Recognize that changing the name of “orientation” to “onboarding” does not make it become onboarding. 

Orientation is, “Here are your forms… Sign your Handbook acknowledgement… See you later.” We find that a lot of companies do this. 

Whereas onboarding is the process of onboarding new employees to the culture and making sure they are equipped and settled. 

And that means having a plan in advance that stretches over at least the first six months to communicate, educate (soft and hard skills), and culturize. 

This doesn’t mean you have to talk to them every day, or even every week. But there must be a preplanned schedule that keeps HR in touch and aware of any hiccups or needs.

Make opportunities for new employees to make friends. Gallup found this in their research – one of the top things that engages employees and keeps them in place is having a friend. We have learned that making it clear it’s a friendly place goes a long way, too. 

So, plan a team event in the employee’s first week where everyone can laugh and kick back. Personalities will come out and the new employee will see who he/she can connect with.

Help managers have a strong relationship with the new employee. Marcus Buckingham talks about people leaving their managers, not companies, and it’s so true. A bond with a manager is career-altering. 

Some managers may establish a relationship naturally, but many won’t, so HR needs to help make it happen. For example, ensure that managers take new employees to lunch on Day 1. Have coffee on the following Friday and talk about the week – what went well, what surprised them? And then repeat.

George Fironov
Co-Founder & CEO, Talmatic

At Talmatic, we’ve found that a strong start really makes all the difference in someone’s journey with us.

Here’s what we do: 

First, we create a personalized roadmap for each new person, matching it to what they want to achieve in their career. You’ll get regular check-ins, specific training for your role, and we’ll pair you with a mentor to help you build relationships right away.

We also love getting new folks immersed in our culture quickly. You’ll meet your teammates through virtual coffee chats, join fun sessions about what makes us tick, and get the inside scoop on where we’re headed as a company.

Plus, we make sure you have everything you need from day one – all the guides, tech support, and HR contacts are right at your fingertips, so you can dive right in.

Damon J. Gray
Senior Software Engineer, Anvil Corporation

HR covers the obvious stuff, legal paperwork, benefits matters, safety training and general onboarding. 

As a hiring manager, I’m looking at the less obvious things, and what I have found to be most appreciated by new hires is, first, a clean desk, wiped down, drawers vacuumed and wiped clean, a comfortable chair and the “must have” – some company swag. 

The other most appreciated welcoming ambassador task that seems appreciated is a brief tour of the campus that includes noting which teams are doing what in each building, and most importantly, where the bathrooms are!

James Allsopp
CEO, iNet Ventures

At iNet Ventures, we’ve transformed onboarding into a memorable and impactful experience. Here’s how we ensure our new hires thrive:

– “Mission First” kick-off: The first day takes a deep dive into how their role fits into the overall mission. This goes beyond tasks and spells out purpose. The employees get introduced to the organization’s vision for the future and it’s a shared vision across the board.

– 30 Day Success Blueprint: Different employees are assigned a plan that they can follow for their first few weeks. This plan states goals that they can attain in the course of their first month making sure to build momentum and confidence.

– Culture Passport Program: New employees are walked through our values by completing team challenges, going to lunches with their colleagues or even hearing stories that build connection and membership that are taken from behind the spotlight.

We believe onboarding isn’t just about acclimating—it’s about inspiring. By making every step intentional and energizing, we set the stage for long-term success.

The HR Spotlight team thanks these industry leaders for offering their expertise and experience and sharing these insights. 

Do you wish to contribute to the next HR Spotlight article? Or is there an insight or idea you’d like to share with readers across the globe?

Write to us at connect@HRSpotlight.com, and our team will help you share your insights.

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Onboarding Success: Key Actions for Integrating New Employees

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Onboarding Success: Key Actions for Integrating New Employees

Beyond the standard paperwork and orientation sessions, what are the most impactful actions HR teams can take to truly welcome and acclimate new hires? 

To uncover best practices and actionable strategies, we requested a panel of seasoned HR leaders from the HR Spotlight community to help, asking them to identify their top three priorities during the initial onboarding period. 

Their answers provide a practical roadmap for organizations looking to enhance their onboarding processes, offering valuable insights into how to create a more engaging, supportive, and effective experience for new employees.

Read on!

Jenni Stone
HR Director, InfoMC, Inc.

Conduct Comprehensive Virtual Orientation

InfoMC embraces a fully remote workforce across 8 states. Being a “remote first” workplace, we prioritize three key actions to integrate new remote employees effectively. 

First, we conduct a comprehensive virtual orientation that includes live sessions with leadership and team members across departments, helping new hires understand our company culture and cross-functional workflows. 

Second, we implement a structured 30-60-90 day onboarding plan with clear milestones and regular check-ins, pairing each new hire with both a direct supervisor and a peer mentor to provide diverse perspectives and support. 

Third, we provide a curated “welcome kit” that includes company-branded items, office supplies, and technology resources, accompanied by personalized welcome messages from team members, which helps create a tangible connection to our remote culture from day one.

Brett Ungashick
CEO, OutSail

Create Personalized Onboarding Plans

Our HR team’s three key actions to welcome and acclimate new employees during onboarding are personalized onboarding plans, fostering connections, and providing structured training. 

These steps ensure new hires feel supported, connected, and prepared to succeed in their new roles.

We create a personalized onboarding plan tailored to the individual’s role and responsibilities. This includes a clear schedule for their first week, introductions to key team members, and access to all necessary resources and tools. A welcome kit reflecting our company culture is also provided to help them feel valued and included from day one.

We arrange introductions with their immediate team and key stakeholders to foster connections. Each new hire is also paired with an onboarding buddy or mentor who guides them through the initial weeks, answering questions and providing support as they acclimate. Regular check-ins with their manager further reinforce their sense of belonging and engagement.

Finally, we offer structured training programs to equip new employees with the skills and knowledge needed for their roles. This includes role-specific training, an overview of company policies, and access to tools and platforms they’ll use daily. These efforts ensure new hires feel confident and ready to contribute, fostering a smooth transition and setting them up for long-term success.

Lawrence Guyot
President, ETTE

Emphasize Cybersecurity and Digital Inclusivity

One crucial action our HR team takes during onboarding is emphasizing cybersecurity and digital inclusivity. 

Every new hire undergoes comprehensive training on our multifactor authentication systems and cybersecurity protocols, using real scenarios like handling employee data and safeguarding PII. This ensures they start with a robust awareness of the digital responsibilities crucial for maintaining our company’s security posture.

Another key focus is accessibility training. 

New employees engage with ongoing awareness sessions and inclusive design thinking, learning how these principles are integrated into our services. This immersion fosters an understanding of how ETTE supports diversity and user-friendly IT solutions, preparing them for our client-centered approach.

We also excel in creating a community through the designation of a single point of contact in our team. 

This individual not only guides new hires through the company’s IT structure but also facilitates connections with seasoned staff. This supportive structure encourages new employees to engage actively with our culture of collaboration and technical expertise from day one.

Vaibhav Kamble
CEO, CloudOptimo

Provide Comprehensive Orientation Program

A strong onboarding process is essential to help new employees integrate smoothly into an organization. Here are three critical actions our HR team takes during this phase:

Comprehensive Orientation Program: We provide a detailed orientation covering company values, culture, and key policies. This ensures employees feel aligned with organizational goals from day one.

Personalized Mentorship: Pairing new hires with experienced mentors fosters relationships and offers a support system for questions and guidance.

Regular Check-Ins: Frequent touchpoints during the initial months help identify challenges and ensure continuous engagement and productivity.

These steps set the foundation for long-term success and employee satisfaction.

Peter Hunt
Director & Physiotherapist, The Alignment Studio

Assign Mentors for Guidance

Welcoming and acclimating new employees to The Alignment Studio is a process we take very seriously, as it sets the foundation for their success and integration into our team. 

The first key action we take is providing a structured orientation program. This includes a comprehensive introduction to our clinic’s values, culture, and multidisciplinary approach, as well as detailed training on our systems and processes. We make sure every new team member understands how their role fits into our mission of delivering holistic care to clients. 

Second, we assign a mentor or buddy from within their discipline to guide them through the first few weeks. This person serves as a point of contact for questions, helps build confidence, and fosters connections within the team. Third, we ensure regular check-ins during the onboarding period to address challenges, celebrate wins, and provide constructive feedback. 

One standout example of this process in action occurred when we onboarded a Pilates instructor who was transitioning from a traditional fitness studio to our integrated clinic. 

With over 30 years of experience in the industry, I understood how crucial it was to bridge the gap between their previous approach and our clinical model. Through personalized mentorship and consistent communication, we helped them adapt their methods to align with our focus on rehabilitation and performance. 

The result was not only a smooth transition but a thriving team member who now plays a key role in delivering exceptional outcomes for our clients. This experience underscored how a well-executed onboarding process can unlock a new employee’s potential while reinforcing our commitment to excellence.

Max Shak
Founder & CEO, Zapiy

Tailor Onboarding Experience

At Zapiy.com, we place a strong emphasis on creating a welcoming and supportive environment for new hires. From my experience as a founder, I know how crucial the onboarding process is for setting the tone and helping new employees integrate smoothly into the company culture. Our HR team focuses on three key actions to ensure new employees feel supported and ready to contribute from day one.

Personalized Welcome and Onboarding Program: Our HR team tailors the onboarding experience to each new hire’s role, ensuring it’s relevant and engaging. From the start, new employees receive a welcome packet that includes essential information about the company’s values, mission, and the tools they’ll be using. 

This personalized touch helps new hires understand how their specific role fits into the bigger picture and gives them a clear sense of purpose. Additionally, they’re introduced to key team members and departments, fostering early connections that will make their integration smoother.

Comprehensive Training and Mentorship: We believe that a new hire’s success is rooted in the right training and support. Our HR team organizes a series of role-specific training sessions in the first few weeks. This includes everything from learning our systems to understanding company processes and expectations. 

To ensure that employees feel guided through the transition, we also assign them a mentor or buddy from within their team. This mentorship helps new hires feel more comfortable asking questions and getting feedback, while also promoting a sense of camaraderie early on.

Frequent Check-ins and Feedback Loops: We understand that the first few weeks can be overwhelming, so our HR team emphasizes regular check-ins. These check-ins aren’t just about tracking progress but also about creating a safe space for new employees to express concerns or share their experience. 

By proactively asking for feedback, we show that we value their opinions and are committed to making their transition as seamless as possible. It also helps us identify potential challenges early and address them before they become bigger issues.

By focusing on personalized onboarding, structured training, and regular feedback, we set up new employees for long-term success and create a work environment where they feel truly supported from the moment they join Zapiy.com.

Brayn Wills
HR Manager, ProProfs Training Maker

Offer Structured Orientation Program

As HR Manager at ProProfs, I specialize in talent acquisition, employee engagement, and performance management. Fostering a positive workplace culture and creating environments where employees feel motivated and empowered to excel is something I’m very passionate about.

Our HR team takes the following three most important actions to welcome and acclimate new employees during their initial onboarding period:

Structured Orientation Program: We begin with a detailed orientation session, meant to welcome new employees into the company’s mission, vision, and core values. This includes:

– Organizational policies and procedures walkthrough.

– Overview of their department’s role in contributing to overall goals.

– Introduction to key team members, which helps them understand their support network.

Personalized Onboarding Plan: Each new employee is given a customized onboarding plan that includes:

– Role-specific onboarding training to prepare them with any tools and knowledge required to succeed.

– Defining expectations, goals, and timelines for the first 90 days.

– Being matched with a mentor or buddy for both formal and informal aspects in the role.

Create Connection and Engagement: We provide ways through which our new hires can connect and feel welcome part of the team through:

– Regular meetings with HR and their managers to discuss any issues or concerns.

– Team-building activities or informal meet-and-greet sessions.

– Access to company resources, such as collaboration tools and communication platforms, to be integrated into the workflow.

These actions collectively create a supportive environment that helps new employees transition seamlessly, feel valued, and become productive members of the team.

Dre Thompson
Full Cycle Talent Acquisition Specialist, Innomotics

Engagement, Planning, and Transparency

As a Full Cycle Talent Acquisition Specialist at Innomotics (formerly a Siemens business), my company is doing the following to onboard new employees:

#1 – Facilitate direct engagement with key leadership personnel, including the CRO, Head of Finance, and Head of HR, via Microsoft Teams. 

The Benefit: Allows new employees to gain comprehensive insights into our organization structure and gives them the opportunity to ask pivotal questions from the outset

#2 – Managers not only assign a work body but have co-workers submit a 3 week introductory plan. 

The Benefit: Plan includes scheduled one-one meetings with essential stakeholders, fostering personal relationships through an understanding of the business.

#3 – New hires receive consistent updates through text, phone, and email, coupled with monthly check-ins by the Talent Acquisition partner who manages their hiring process, ensuring their ongoing success and adjustment within the company.

The Benefit: Transparency into the process and next steps upon joining the organization. Allows employee to be seen and heard on all fronts.

Allison Neptune
People and Culture Strategist, BARR Advisory

Emphasizing Relationships, Clarity, and Ongoing Dialogue

BARR’s approach to onboarding is guided by our focus on meaningful connections, clear communication, and empathetic support.

First, we organize a personalized welcome session where the new employee meets key team members, fostering an immediate sense of belonging.

Next, we provide structured orientation materials and hands-on training, ensuring roles, responsibilities, and organizational policies are thoroughly explained. 

Finally, we schedule regular check-ins during the new hire’s initial weeks on the job to address questions, gather feedback, and maintain open communication. 

This proactive engagement helps new hires feel supported as they learn our culture and processes. 

By emphasizing relationships, clarity, and ongoing dialogue, we ensure every newcomer quickly adapts and thrives.

Casey Cunningham
CEO and Founder, XINNIX

An Award-Worthy Warm Welcome

At XINNIX, we believe onboarding should feel like a warm welcome, not just the typical paperwork. It’s about making every new team member feel like they belong here from the day they accept joining the company.

We start by getting to know them as a person—things like their favorite candy, their pets, and where they’re from. It’s not just about the role they’re filling; it’s about who they are.

Next, everyone in the company reaches out in a scheduled cadence with a welcoming call to make them feel like part of the family as they are waiting to arrive for their exciting new adventure/job/role.

Finally, we send them a custom welcome box filled with things we know they’ll love—snacks, something for their kids or pets, or even a little nod to their college. It’s our way of saying, ‘You matter, your family matters and we’re excited you’re joining our team/work family.’

It’s part of why we believe we’ve won over 25 culture awards—because even though they’re stepping into serious roles, they are first valued as a person.

The HR Spotlight team thanks these industry leaders for offering their expertise and experience and sharing these insights. 

Do you wish to contribute to the next HR Spotlight article? Or is there an insight or idea you’d like to share with readers across the globe?

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