24 of February, 2025

Establishing a quality welcome allows new hires to easily adapt to their new job position. Therefore, it is necessary for the company to establish a onboarding guide to welcome employees.

Don’t know how to carry out the company onboarding process? To help you, we have prepared a complete guide on how to do it. Keep reading!

How to conduct an employee onboarding process

When a new person joins an organization, they usually occupy an old position or vacancy, so they will need time to adapt. To facilitate these first days and even months, it is advisable to have an onboarding process in the company.

A good onboarding guide is one that seeks to establish a process that convinces employees and integrates them smoothly. The experience takes into account every detail from their arrival day to a few months later.

This process can also be called staff induction. With an onboarding guide, the aim is to have a procedure in which not only to guide, but also help and train a newly arrived employee.

To do this, the organization must provide all the resources and tools to carry out their work. Want to know more? Here we leave you all the steps to follow.

Onboarding guide step by step

To have a quality staff onboarding process, an onboarding guide should be established in which the following steps are collected:

Prepare the documentation for hiring

The onboarding guide should establish, among other aspects, the following for the hiring moment:

Prepare a hiring schedule. In it, you need to show the course of events, from recruitment to incorporation, scheduling the appropriate interviews.
Count and identify the point of contact between Human Resources and the new staff. It is advisable to have a person who will serve as a mentor for the first few days.
Notify the IT team to request access codes or IDs as necessary.
Create a file for the new staff where any form or document that needs to be completed will be saved.
Establish in the onboarding guide how long it will last, how it will be measured and what are the key points to consider.

Prepare everything for the first day

Before the new worker joins, it is advisable to consider this step of the onboarding guide. In it you have to:

Stay in touch with the candidate to confirm the start date, time, place, dress code or documents to be provided. It also allows for changes or adaptations if necessary.
Prepare a welcome kit that includes: employee manual, objectives, company policies, benefits, summary of documents required by HR or a detailed explanation of their functions.
Schedule in advance what will be the meetings of the new member and inform their mentor to help them on the first day.
Take care of and prepare the work area of the person, either in person or remotely, so that they have all the essential tools to start working.

Prepare a good welcome

During the process of joining the company, especially on the first day, the following factors should be considered:

Provide a warm welcome explaining everything they need to know.
Offer remote workers an onboarding guide explaining the project management systems and software to be used.
Clarify the work expectations, department goals, schedules and rest policies followed by the company.
Provide a list of company contacts of interest.

During the first weeks

The first weeks in a staff onboarding process are key. Therefore, regular checks will need to be carried out to know if the new team member is adapting.

This way, you can find out if there are any doubts or problems that have arisen. Similarly, it allows for discussion of the new employee’s performance and orientation with their supervisor or mentor to identify potential problem areas.

During the course of the first months

During the first months in the onboarding guide you should plan to carry out different performance evaluations of the new member. After this time, the last one is prepared in which to measure the SMART objectives, KPI’s or overall acclimatization.

With these evaluations, a meeting is held with the supervisor or colleague to see if the employee has received the required orientation or if they require any additional. Responsibility adjustments can be made and more complex tasks or projects can be presented.

All this, requesting feedback from the worker to see if the position aligns with their needs and expectations.

Tips to establish a good onboarding process

When carrying out the onboarding guide, certain tips should be kept in mind to improve results:

Gather teams and departments and inform about the incorporation of new employees.
Efficiently collect information about the objectives and who is part of the company’s organizational chart.
Plan a career plan from the first day to the following weeks.
Provide necessary information, without excess, as that may overwhelm the worker.
Maintain a motivated and healthy work environment, working to achieve it and avoid any problems.
Be clear about what documentation will be needed for the formalization of the employment contract.
Have HR software like Sesame HR that provides an onboarding guide and various functionalities that help measure and evaluate development.

By considering all these tips during the process of staff incorporation in an entity, this procedure will be facilitated, helping new workers to be motivated and integrated.

Now you know how to make an onboarding guide, all that’s left is to start! For more information about this and other HR topics, don’t hesitate to visit our blog where you will find multiple guides and articles. We are your reference HR software!

Customer-oriented, both internally and externally, specializing in the definition and implementation of HR policies, as well as talent management, recruitment, and retention. Strong leadership, communication, negotiation, organization, and team coordination skills. Over 12 years of experience in Human Resources.

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iriserrador

HR Content Specialist

Onboarding guide to establish the employee incorporation process