How to build an effective employee onboarding process

Why onboarding matters more than you think

Starting a new job is one of the most important moments in an employee's journey. But for companies, it’s also one of the most vulnerable stages of the relationship. A poor onboarding experience can lead to early frustration, disengagement, or even resignation. On the other hand, effective onboarding helps new hires feel supported, productive, and connected to the company’s culture from day one.

Consistent employee onboarding processes help align teams, clarify expectations, and build a strong foundation for long-term success, especially in companies operating across different locations and cultures.

In this article, we’ll discuss how to onboard a new employee and the common pitfalls many companies face when trying to get it right.

What is employee onboarding?

Onboarding is the process of helping new employees settle into their roles, understand expectations, and feel connected to the organisation. While many people assume onboarding simply means sending out equipment, setting up email accounts, or holding a quick orientation call, it goes much deeper than that.

At its core, effective onboarding focuses on three things: culture, clarity, and connection.

Without proper onboarding, employees can feel lost or overwhelmed, which often leads to frustration and early turnover. But when done well, onboarding helps people feel valued, builds confidence in their new role, and lays the groundwork for long-term loyalty and performance.

Every company may approach onboarding a bit differently depending on size, industry, and location. But the goal is always the same: help new hires feel equipped, welcomed, and ready to contribute. By the end of the process, your employees should not only understand their responsibilities but also feel part of the wider team and confident in how they fit into the organisation’s goals.

How long does it take to onboard a new employee?

On average, onboarding can take 1 to 3 months, depending on the company, role complexity, and industry.

• For simple roles: 1-2 weeks of formal onboarding, full productivity in 1-2 months.
• For complex or senior roles: 1-3 months of onboarding, full productivity in 3-6 months or more.
• Some companies run 90-day onboarding programs to cover orientation, training, and integration.

How much does it cost to onboard an employee?

Onboarding costs typically range from $1,000 to $5,000 per employee — but can be much higher for specialised roles.

These costs may include:

• HR and administrative processing
• Training and courses
• Equipment and software
• Manager and mentor time
• Lost productivity during ramp-up period

A SHRM study estimated that the average cost-per-hire (which includes onboarding) is around $4,700 in the US.

Five steps to building an effective onboarding experience

Step 1: Start during recruitment

Onboarding begins long before the employee’s first day. The recruitment process lays the foundation by setting clear expectations about the role, responsibilities, and company culture.

During interviews and offer discussions, candidates should walk away with a clear understanding of:

• What their job will involve
• How the company operates
• The organisation’s values, mission, and working culture
• What is expected of them, both professionally and personally

For remote roles, it’s also important to clarify what support they’ll receive to thrive in a virtual environment.

Key actions at this stage:

• Review and update all candidate-facing materials to ensure messaging is consistent and realistic
• Be transparent about company policies on holidays, benefits, and bonuses during interviews
• Discuss expectations openly from the start - identify non-negotiables vs flexible areas of the role
• Use behavioural or situational interview questions to gauge cultural fit, not just technical ability

Step 2: Preboarding - keep engagement high before day one

The window between signing the offer and the starting date is often overlooked, but it's the perfect time to build excitement, answer questions and prepare the employee for success.

Providing key information, such as an Itinerary, before their first day helps reduce anxiety and gives new hires a sense of structure immediately.

Key actions at this stage:

• Provide new hires a detailed onboarding roadmap - outlining what to expect during the first 30, 60 and 90 days
• Share short videos, reading materials, or training that introduce your company, your industry, and key projects
• Check in before day one to answer any questions and understand what support they might need to get off to a good start
• Assign a friendly contact who can help with small things like paperwork, tech setup, or just being a familiar face

Step 3: Make their first day welcoming and personal

First impressions matter. A thoughtful and well-organised first day helps new hires feel comfortable, valued, and part of the team from the outset. For remote employees, this can be just as meaningful through carefully planned virtual sessions.

Assigning a work buddy — someone experienced but not the direct manager — gives new hires a go-to contact for questions and informal guidance during the early days.

What to do in this step:

• Start with a personal welcome, covering not just the company’s big picture, but what the team is working on right now
• Have a simple ‘how we work’ chat, explaining things like communication style, how decisions get made, and where to go for help
• Pair them with someone who’s been through onboarding recently and can share tips from their own experience
• Make sure they know exactly who to contact if they run into any early problems or questions

Step 4: Build momentum during the first few weeks

The early weeks are crucial for helping new hires build confidence, establish routines, and start contributing. It’s during this period that employees begin to visualise their long-term future within the organisation.

Clarity around tasks, performance goals, and daily responsibilities is essential. For remote workers this is especially important as they often don't have the benefit of observing office dynamics.

Key actions at this stage:

• Set clear short-term goals, broken down into easy steps for the first 30, 60, and 90 days
• Plan introductions to the key people they’ll work with, both inside and outside their team
• Hold regular manager check-ins that focus on both their work and how they’re settling in
• Give them a chance to shadow other team members or sit in on meetings to help them learn faster

Onboarding doesn’t end after a few weeks. Ongoing engagement helps employees build relationships, feel part of the company culture, and continue developing professionally.

Key actions at this stage:

• Continue to hold regular performance reviews to discuss progress, address challenges and ensure they're meeting their goals and expectations
• Pair new hires with longer-term mentors who can keep supporting them after formal onboarding ends
• Check in with simple surveys in the first year to spot any issues early
• Help new hires join internal groups or projects that match their interests and let them meet more people
• Encourage managers to collect feedback and keep improving how onboarding is handled

How to onboard remote hires succesfully

Remote work isn’t just a trend anymore — it’s become a normal part of how many companies operate. According to research by the World Economic Forum and Capgemini, he number of fully remote, global digital jobs is expected to grow by 25% by 2030, reaching nearly 92 million roles worldwide.

As more employees work from home or from different countries, companies need to make sure their onboarding process works just as well for remote hires as it does for office-based employees.

The fundamentals of onboarding stay the same: remote employees still need the right equipment, access to systems, proper training, and a clear understanding of your company’s policies, culture, and expectations. The main difference is how you deliver all of this when people aren’t physically in the office.

Common onboarding mistakes - and how to avoid them

Even with the best intentions, onboarding can go off track if certain pitfalls aren’t avoided. Here are some of the most common onboarding mistakes companies make with new hires — and simple ways to fix them.

1. Disappearing after the offer is signed

Once a candidate accepts the offer, communication should continue, not stop. The weeks leading up to their start date can be filled with questions and uncertainty, especially for remote hires. Regular check-ins before day one help keep them engaged and prepared.

Make sure they have:

• A clear start-date plan.
• Access to onboarding materials.
• Someone they can contact if questions come up.

The more prepared they feel before their first day, the more confident and productive they’ll be.

2. Overloading them with information

New hires need a lot of information, but not all at once. Dumping too much on them right away leads to confusion, stress, and even early disengagement.

Instead, create a phased induction plan:

• Break down key information into manageable pieces
• Spread it across their first days, weeks, and months
• Focus first on what they need immediately, then build from there

This approach helps them absorb information at a comfortable pace while building confidence.

3. Not making it personal

It’s all about the people. Remember what it feels like to be new: anxiety, insecurity and doubt are common at the beginning of a major change in your life. With a few exceptions, people tend to start their new jobs more timidly, observing others and learning the processes.

A few simple actions can make a huge difference:

• Assign a buddy or mentor to check in regularly
• Schedule informal one-on-one conversations to build relationships
• Personalise welcome materials, video calls, or small team introductions

4. Assuming they already know the company

Even experienced professionals won’t arrive knowing your company’s inner workings. Never assume new hires understand your history, mission, culture, or policies. 

Take the time to:

• Share company background and values
• Explain how your teams communicate and collaborate
• Walk through processes and expectations
• Use clear, well-organised materials in multiple formats

5. Treating onboarding like a one-time event

Too often, onboarding is treated as something that ends after the first week or month. But real integration takes longer.

Make ongoing learning part of the plan:

• Offer continuous training and development
• Keep conversations going about career goals and growth opportunities
• Ensure managers stay engaged in their development well beyond initial onboarding

This long-term support helps new hires feel like they’re building a future with your company — not just surviving the first few weeks.

Managing your workforce starts with great onboarding

Whether you’re hiring locally or across borders, effective onboarding plays a key role in building a productive workforce. With solutions like global HR consulting, HR systems, and Employer of Record services, Airswift helps businesses simplify workforce management and support new hires from day one.

Get in touch with us today to learn more about how we can assist on onboarding and other HR related services.