The HR Guide to A Successful Onboarding Process

21 September 2022

6 min read

Lynette Teo
Lynette Teo

The first day at work for a new hire is always daunting. Many doubts often arise such as, who do I need to ask if I have questions, who am I working with, what tasks do I need to perform, and where do I go? So that’s the role of the HR department, to address all these questions. Failure to give a proper introduction could be detrimental. 

It’s important to give new hires a good first impression of the company from the start. Having spent all this time searching and hiring for the right talent, you would not want your hard work to be wasted. With the right onboarding process, you can increase your company’s productivity, reduce costs, and eliminate high turnover rates for new hires.

What is Employee Onboarding?

The definition of employee onboarding varies from one company to another. Though the process is pretty similar, the main difference is the tasks associated and the length of time. The ultimate goal is how quickly you can get new hires to perform well at their job while adapting to the company culture.

Why is Onboarding Process Important?

A good employee onboarding process is necessary to help new hires settle down in the workplace, learn about the company, clarify career goals, and forge good relationships with their peers. 

Studies have shown that 1 in 10 new hires left the company due to poor onboarding experience, and 37% percent of employees said their manager did not play a critical role in their onboarding experience support. For this reason, it is important have a proper onboarding system. One thing to note, onboarding and orientation are two different things. However, most managers are unable to distinguish between the two.

So how do you get started on onboarding? We will cover the key considerations while creating an onboarding process, the steps needed for an onboarding process flow and how automating your HR software can set your company up for success.

The 4 Key Considerations When Creating an Onboarding Process

Before you even begin, there are five things that any HR department should consider:




Lay out your goals for onboarding. Think about what do you want to achieve from onboarding? How do you want to help?

Roles & Responsibilities

Assign the relevant responsibilities to your team. Who’s in charge of overseeing payroll, get the IT to prepare the hardware and access cards etc. 


Create a checklist that covers all admin, technical, and social responsibilities. This ensures nothing is missed out and a consistent onboarding procedure.

Optimise HR efficiency

Identify areas that you are able to automate your onboarding process through a HR system. Such as automating tasks to the relevant departments prior to the new hire’s first day.

The 4 Steps of an Onboarding Process Flow

There are four unique stages of the onboarding process.

  1. Before The First Day

The onboarding process starts once the offer is accepted and signed. Followed by preparing a few essential documents such as legal documents, documents specific to the new hire’s position, payroll documents, and company-specific documents.

Remember to stay in touch with the new hire and answer any questions they have before starting their new role, ie. working hours, dress code, vacation days, etc. Try to help them feel supported and be part of the team from the beginning.

  1. Coordinating with Other Departments

Besides preparing the paperwork, it is always a good idea to plan out the new hire’s first week. You will want to make sure that both managers and co-workers are aware of the newof new hire’s start date. This gives them time to prepare their workstation, organise one-on-one welcome meetings, and also an orientation session. 

It’s always good to prepare some ice breaker activities or arrange lunches for them with other team members. This way, new hires will feel comfortable and settle in quickly.

  1. The First Day

It’s your new hire’s first day at work. Depending on whether the onboarding is done remotely or in the office, you should start things off with a warm welcome. This can easily be done in-person or through a team call.

Next, give them a tour of the office. Show them the pantry, how to use the coffee machine, the popular lunch spots around the office. Don’t forget to introduce them to their peers and other coworkers.

Quick Tip: Send out an new employee introduction email to the team prior to the new hire first day at work. 

  1. After The First Week

The new hires have just completed their first week, though the onboarding process is still not over! It takes time for new hires to feel 100% comfortable and confident in their position. Check in on them from time to time to ensure that trainings are going well and that they feel adapted and adjusted. A great way is to host team-building activities to integrate new hires to the team. It can really make a difference in retention efforts!

Reinventing Employee Onboarding through Automation

Regardless of how big the company is, the HR department usually have too many things on their plate. A significant portion of their time is spent attending to mundane and manual processes. This could be easily resolved by streamlining and automating HR processes. 

With Omni HR, you can automate your onboarding process by eliminating paperwork and manual processes. Digitalise your workflows by using the drag-and-drop feature or create it from scratch. This eliminates the need to chase after new hires and managers to complete the tasks assigned to them. Automated reminders would be sent to the relevant people, so no one will miss out on deadlines. Be notified once they complete the tasks. With a centralised employee database, you can access all your employee records in one place. Leaving you time to focus on things that matter.


With this information, it gives you a clearer idea on how to have an effective onboarding plan which results in better adaptation and integration. staff retention, increased satisfaction and an overall positive experience for both new hires and the company. 

Are you spending too much time on manual onboarding? Or looking for a solution to streamline your HR processes? Omni HR is the answer to all your employee onboarding problems. Get a free demo to see how our employee onboarding software could make your problems go away.

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