Onboarding process in a company: design and implementation

24 of February, 2025

How can you ensure that your new employees feel integrated from the first day? A good onboarding process is key. As a human resources manager, you know that the first impression your employees get from their new job sets their long-term experience.

Therefore, investing in good, effective company onboarding is not an option for large companies, it is a necessity. If you want us to accompany you with our HR software to expedite the incorporation of your new hires, keep reading.

What is the onboarding process?

The onboarding process entails the integration of a new employee into the company, making their adaptation to the organizational culture, their roles, and the team easier. This process goes beyond the first day of work and includes all the required actions for the new employee to feel welcomed, understood and prepared to effectively perform their role.

How to carry out an onboarding process?

To design an effective onboarding process, each step should be defined from when the employees are incorporated until they are fully integrated.

A good welcome plan is fundamental for new employees to feel part of the team from the first day, perform better, and stay longer in the company.

1. Design the stages of the onboarding process

A good employee welcome plan starts by designing the key stages of the onboarding process. Among them, you should pay special attention to:

Filling out preliminary documentation.
Welcome day.
Orientation material.
Training plan.
Follow-up evaluation.

And remember, HR software like Sesame HR can help you automate and manage the stages of this critical integration process for new talents.

2. Assign tasks

Once this reception process is defined, it is important to assign those responsible at each of the stages.

While document management will depend on your HR team, training will be carried out by the team where the new employee is to be integrated.

In order to carry out the performance evaluation, you will need to prepare and schedule employment surveys three months in advance.

3. Centralize documentation

Once you have a clear idea of the welcome plan, it’s important to centralize all relevant documentation for onboarding in one place.

This will make it easier for new employees to access information and save time hunting in different locations. Some of the documents you can centralize are:

Employment contract.
Company manual.
Internal policies and procedures.
Company organizational chart.

Having all this information gathered in a single human resources software will make the onboarding process for new employees much more efficient.

4. Prepare a welcome pack

Providing a welcome pack is an excellent way to welcome new employees and make them feel integrated from the first day. It includes things like:

A personalized welcome letter.
Information about the company, its mission, and values.
A map of the workplace.
A company gift such as a mug, pen, or t-shirt.

This positive first contact can make a difference in the new employee’s experience.

5. Appoint a mentor

As part of the integration, appoint a mentor or “travel companion” to guide the new employee during their first few months at the company.

This doesn’t have to be a superior, it could be a team colleague who serves as a guide within the company.

6. Impart training and resources

It’s worth to remind the importance of providing employees with a good training plan from the first day.

Give them a specific training plan along with their mentor, as well as video tutorials and manuals that they can consult at any time. This will allow them to quickly acquire the necessary knowledge to perform their work.

Investing in training your new employees is key to their success and your company’s success.

7. Monitor performance

Once the employee has been incorporated, it is important to monitor his development. This process of evaluating performance allows:

Identifying areas for improvement.
Detecting possible adaptation problems and solving them.
Confirming that the new employee is meeting expectations.
Facilitating feedback.

Continuous monitoring guarantees the success of the incorporation process and talent retention in the company.

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