insight
Employee onboarding process & checklist
Want help maximising employee productivity?
The CIPD’s Resourcing and talent planning report 20241 found that a staggering 27 percent of new hires fail to show up on their first day and that 41 percent of new employees quit within just 12 weeks of starting.
These shocking statistics highlight not only the dramatic effects of poor onboarding but also the fact that good onboarding is about far more than simply filling in some paperwork and showing new starters around.
With this in mind, let’s take a closer look at exactly what the employee onboarding process involves and how our staff onboarding checklist can help you make sure new employees settle in quickly and start delivering value sooner.
Table of Contents
What is employee onboarding?
Onboarding is the structured process of welcoming and integrating new employees into your business. Unlike one-off induction or orientation sessions, onboarding is a journey that starts before day one and continues well into the first few months of employment.
The aim of HR onboarding is to get people not only up to speed with the practical side of their job but also feeling they belong and understanding where they fit in. In other words, the real meaning of onboarding is setting employees up for success.
Why is new employee onboarding important
Good onboarding delivers clear benefits for both employees and employers. Here are four data-backed reasons why HR professionals should make employee onboarding a priority:
Retention
Employees are far less likely to quit if they feel the staff onboarding process was good. For example, SHRM2 found that 69 percent of employees are more likely to stay with a company for three years if they experienced great onboarding.
Productivity
The quicker someone understands their role and responsibilities, the faster they can contribute, which means shorter time-to-productivity. According to Harvard Business Review3, a structured onboarding program can improve productivity by 62 percent.
Engagement
Good HR onboarding builds loyalty, improves workforce satisfaction and fosters engagement. This is vital as companies with highly engaged employees are 21 percent more profitable, according to research by Gallup4.
Compliance
Onboarding also ensures that all employees are up to speed with company policies, which helps prevent costly mistakes.
The employee onboarding process
Despite the importance of onboarding, many companies still fall short of expectations. So, what’s going wrong?
Onboarding is a time-consuming process with lots of moving parts, making it difficult to organise and track. However, breaking down the human resources onboarding process into three phases, each with key focus areas, can help make things more manageable.
Before their first day
In the lead-up to an employee’s first day, you should try to remove any admin stress and show them that you are organised and excited for them to be joining the company. Getting this phase right when onboarding new staff helps calm any first-day nerves and makes sure new starters feel part of the team from day one.
Focus on:
- Sending the contract and completing the Starter Checklist5.
- Setting up payroll, pension enrolment and IT access.
- Preparing equipment and sharing practical first-day details.
First day and first week
The first few days are vital in shaping how new employees feel about their employer. This phase of HR onboarding is all about bringing the role to life, introducing them to their colleagues, and giving them the tools they need to do their job. Bear in mind that you want new starters to feel comfortable and engaged — not overwhelmed.
Focus on:
- Welcoming and introducing them to the team (manager should take the lead).
- Providing a clear overview of their role and company expectations.
- Covering essentials like health and safety, IT systems and key policies.
First three months
The first three months of employee onboarding are a learning curve. During this phase, new starters are not only getting familiar with how your company works but also deciding whether it’s the right fit for them long-term. That’s why it’s important to make them feel at home with frequent check-ins and structured support.
Focus on:
- Setting clear objectives and reviewing progress regularly.
- Providing ongoing training and access to development opportunities.
- Involving them in projects, meetings, and team activities.
Staff onboarding checklist
Although onboarding isn’t about ticking boxes, HR professionals have to follow a myriad of steps to ensure both that the company is compliant with applicable laws and regulations and that people feel welcome, confident, and ready to start their new role.
As this can be a complicated process, we have created a handy employee onboarding checklist to help you keep your onboarding on track and make sure nothing slips through the cracks.
Employee onboarding checklist
|
No. |
Task |
Completed |
|
1 |
Copies of identification documents provided |
|
|
2 |
Right-to-work documentation verified |
|
|
3 |
Background or DBS checks completed (if applicable) |
|
|
4 |
P45 from previous employer obtained |
|
|
5 |
Starter Checklist completed (previously P46) |
|
|
6 |
Employee registered with HMRC |
|
|
7 |
Employment contract signed and returned |
|
|
8 |
Payroll and pension enrolment completed |
|
|
9 |
Employee details entered into HR system |
|
|
10 |
Emergency contact information collected |
|
|
11 |
Enrolled in company benefits |
|
|
12 |
Laptop, phone, and other equipment prepared |
|
|
13 |
Email account created and system logins active |
|
|
14 |
Access permissions set (buildings, systems, software) |
|
|
15 |
Security passes, ID cards and parking permits issued |
|
|
16 |
Workspace prepared (desk, chair, welcome sign) |
|
|
17 |
Welcome message shared with team |
|
|
18 |
Welcome pack shared (handbook, FAQs) |
|
|
19 |
First day and first week instructions shared |
|
|
20 |
Comprehensive orientation session provided |
|
|
21 |
Induction training provided (health & safety, GDPR, etc.) |
|
|
22 |
Company culture, values and mission explained |
|
|
23 |
Job expectations and admin procedures explained |
|
|
24 |
Introduced to the team, department, and other colleagues |
|
|
25 |
Buddy or mentor assigned for support and guidance |
|
|
26 |
Role-specific training plan created |
|
|
27 |
Probation period objectives agreed with manager |
|
|
28 |
Regular check-ins scheduled (30, 60, 90 days) |
|
|
29 |
Early feedback session booked (end of week one) |
|
|
30 |
Workplace adjustments (ergonomic equipment, accessibility) |
|
|
31 |
Wellbeing resources introduced (EAP, mental health support) |
|
|
32 |
Inclusion and diversity networks explained |
|
|
33 |
Access to learning and development platforms provided |
|
|
34 |
Employee onboarding feedback collected |
|
|
35 |
End-of-probation review and development discussion planned |
|
How to improve onboarding new employees
Although checklists are helpful, many companies are now recognising the need for a more comprehensive solution.
Happily, businesses can leverage HR software to automate all their HR processes from hire to retire or, for even more support, opt for HR services to outsource all their HR management needs.
ADP helps AO streamline staff onboarding
Founded in 2000, AO is the largest online-only household appliances and electricals retailer in the UK. With over 3,000 employees across multiple locations, the company needed a HR management solution that was intuitive, flexible, and scalable.
Building on a long-standing collaboration, AO decided to transition to ADP HCM platform with iHCM, which streamlined and simplified the company’s entire HR onboarding process — benefitting from both a single, fully integrated solution and expert support.
Frequently asked questions about employee onboarding
How long should onboarding last?
Although you can generally cover all the basics within the first week, this can overload new starters with too much information. That’s why the best onboarding experiences span several months with milestones at one, three and six months.
What’s the difference between induction and onboarding?
Induction is usually a one-off session to get employees familiar with their new environment, often covering important policies and procedures. Onboarding, on the other hand, is much broader, aiming to integrate new staff and provide ongoing support.
How do you onboard remote employees effectively?
You can use digital tools to recreate the onboarding experience virtually, e.g. with video introductions and regular check-ins. Just remember not to rely solely on email — make time for face-to-face conversations on video calls via Teams or Zoom.
What are some onboarding best practices?
- Design onboarding for both managers and employees.
- Design onboarding to suit different people and environments (e.g. remote)
- Keep it structured — avoid sharing too much information all at once.
- Keep it human — help people feel connected, beyond systems and policies.
1 https://www.cipd.org/uk/knowledge/reports/resourcing-surveys/
2 https://www.shrm.org/topics-tools/news/talent-acquisition/dont-underestimate-importance-good-onboarding
3 https://hbr.org/2022/04/onboarding-can-make-or-break-a-new-hires-experience
4 https://news.gallup.com/businessjournal/163130/employee-engagement-drives-growth.aspx
5 https://assets.publishing.service.gov.uk/media/6331a05f8fa8f51d29278ebc/Starter_checklist.pdf
