It’s Summertime Hiring Season – Why Onboarding Is So Important
By Renee Boyda
Onboarding is the process by which new hires are integrated into an organization. It includes an initial new-hire orientation process and an ongoing introduction to an organization’s structure, culture, vision, mission and values. Onboarding lays a foundation for long-term success. It can improve productivity, build loyalty and engagement, and help employees become successful early in their careers with the new organization. While orientation is necessary for completing paperwork and other routine tasks, onboarding is a comprehensive process involving management and other employees and can last weeks or up to a year.
New hire orientation is the initial process of welcoming new employees to the organization, typically occurring on their first day or within the first few days of employment. It serves as the first step in the broader onboarding process, aiming to familiarize new hires with the company policies, expectations, and role within the organization. To reduce information overload during the orientation and onboarding process, focus on essential details that new hires need immediately and use a phased approach to deliver content. Provide FAQ’s, checklists or other reference materials for easy access. Break down complex topics into smaller digestible modules with short breaks in between to enhance retention.
New hires who experience a badly planned onboarding and orientation process may conclude that the organization is poorly managed and can set the stage for a quick exit. So here is a comprehensive list of what should be included in your orientation:
Tour and introductions: Take your new hire around the workplace to see it, introduce them to the other staff, show them where the lunchroom and bathrooms are, and tell them where to park.
Company overview: Discuss the history, mission, vision, and values; discuss the company structure, culture and any key achievements or milestones.
Job-specific information: Clearly outline the role and responsibilities of the new hire’s job and provide a written job description.
Reporting and communication structure: Ensure employees know who they report to and establish communication standards.
Key HR policies: Discuss the policies and procedures on attendance, code of conduct, confidentiality, leaves, dress code, performance expectations and reviews, compensation and benefits, pay periods, payroll procedures, workplace safety protocols, emergency procedures, respectful workplace policies, social media use, grievance procedures, and disciplinary policies.
Review pertinent administrative procedures.
Highlight important dates and special events for the new hire.
Training and development: Explain the required job-specific training and potential career growth opportunities, and train them to use the necessary equipment or software.
New hire paperwork: tax forms, employment contracts, policy acknowledgments, benefits enrollment forms.
Set dates for follow-up meetings to assess progress, address concerns, and ensure that integration into the organization is going successfully.
If pairing an employee with a mentor or “buddy,” discuss the mentor’s role and introduce them.
Onboarding activities are not limited to new hires. Employees returning from an extended leave, layoff, secondment, or experiencing an internal transfer or promotion, all require reboarding. Reboarding refers to updating the employee on current and new projects; acclimating them to new team cultures and relationships; and helping the employee understand different expectations for success on the job. Investing in reboarding can increase productivity in a shorter time frame and allow employees to reconnect socially and emotionally to their teams and work. This can result in stronger engagement and job satisfaction. Reboarding employees already know the organization’s culture, benefits and administrative processes, so orientation would be personalized based on the employees’ absence duration and organizational changes that occurred in their absence. Therefore, the orientation session will focus on familiarizing the employee with new policies and procedures, providing training on updated processes, and refreshing skills or new technology relevant to their role.
Common mistakes during onboarding include bombarding new hires with excessive details on day one. This can lead to cognitive overload and hinder retention. Another mistake is not defining performance expectations or role objectives. This leaves employees unsure about their responsibilities. Poor preparation or starting without ready equipment, login credentials or workspace setup can make new hires feel undervalued. Neglecting regular feedback during onboarding can lead to disengagement and uncertainty. Also, failing to introduce new hires to the organization’s values and culture may impact their integration. By having a clear orientation and onboarding program you ensure a smoother transition and better employee engagement.
Onboarding is a comprehensive, long-term process that goes beyond the initial orientation to help new hires—and even returning employees—successfully integrate into an organization’s culture, structure, and operations. A well-executed onboarding program boosts productivity, fosters engagement, and sets the foundation for long-term success by gradually introducing essential information, policies, and performance expectations. While orientation covers immediate administrative and logistical needs, effective onboarding is phased, interactive, and supported by tools like checklists, FAQs, and mentorship. Avoiding common onboarding mistakes, such as information overload, unclear expectations, and poor preparation, ensures new and returning employees feel welcomed, informed, and connected from day one.
Renee Boyda is a human resources consultant with Legacy Bowes. Renee is a CPHR candidate, received her Bachelor of Arts in Sociology from the University of Manitoba, and received both Human Resource Management and Management Development Certificates with Honours from Red River College. Renee is focused on building HR structures and processes to create consistency and fairness in workplaces across Canada. Renee is a proud Metis, with over 12 years of human resource experience in both union and non-union environments. She can be reached at (204) 947-5525.
