As a small business owner, you juggle a lot of responsibilities. Employee onboarding is one of them, where you welcome and train new hires so they feel prepared and confident to do their jobs well.
But onboarding employees shouldn’t feel like just another box to tick. Done right, it helps new team members feel supported, connected, and excited to be part of your business. A good onboarding experience sets them up for success, helps them grow, and makes them much more likely to stick around for the long run.
In this article, we’ll break down what a strong onboarding process looks like and share practical tips to help you make every new hire feel right at home.
What does onboarding employees mean?
Employee onboarding is the detailed process of integrating new hires into your business. It has a big influence on how the new members of your team will work, since a big part of onboarding is training them with the needed skills for them to grow into their roles.
Why should you have an employee onboarding process?
Having an employee onboarding process doesn’t just ensure that new hires will be trained on their responsibilities for their new job, it helps them feel welcome and excited to be part of your business. Around 70% of employees who have a great onboarding experience say they have the best job and are far more likely to stay long-term.
For small business owners, this is huge. Employee onboarding isn’t just a checklist; it is a key part of how you build a strong team and grow your company. When you set new employees up for success from day one, you’re investing in a happier, more loyal team that sticks with you as your business grows.
How long should it take to onboard a new hire?
How long does onboarding take? It depends on your business. For many companies, it takes about three months, but for some, it can be just a few weeks or even six months or a year, depending on the role.
No matter how long it takes, what matters is how you onboard your employees. A thoughtful, well-planned process makes all the difference in helping new hires feel comfortable, confident, and ready to do their best work.
How to onboard new employees
1. Send the job offer and welcome resources
Once you’ve picked the right people for the job during the hiring process, send them a clear, friendly job offer outlining the role, pay, start date, and any other important details. Along with that, share a few welcome resources, like a short company guide, an intro to you and your team, or even a simple checklist of what to expect. This helps new hires feel excited (instead of overwhelmed) before they even walk through the door.
2. Prepare for their first day
A little preparation goes a long way. Ensure their workspace, tools, or login credentials are ready to go. If you’re remote, double-check they have access to any software or communication tools they’ll need. It shows you care and helps your new hire settle in smoothly without any awkward downtime on their first day.
3. Notify team members and stakeholders
Don’t forget to inform the rest of your team about what’s happening. Let everyone know who’s joining, what they’ll be doing, and when they’re starting. This not only makes your new hire feel welcome, but also gives your team a chance to say hello, offer help, or just make the newcomer feel part of the crew right away.
4. Conduct an orientation and training session
On their first day, walk them through how your business works: your values, how things get done, and who’s who on the team. Then, give them any job-specific training they’ll need to hit the ground running. Keep it simple and practical. Think “what do they need today?” instead of overloading them with everything at once.
5. Set a regular schedule for catch-ups and performance reviews
Check in often, especially during those first few weeks. Schedule regular catch-ups to answer questions, clear up confusion, and make sure they’re settling in well. Down the line, consistent performance reviews help your new hire know where they’re shining and where they can grow. It gives you a chance to spot and fix any issues early.
6. Collect feedback and improve the onboarding experience
Finally, ask for honest feedback about the onboarding process. What worked? What didn’t? Small tweaks can make a big difference for the next person you bring on board. A smoother process saves you time, helps new hires get up to speed faster, and keeps your business running smoothly.
Employee onboarding best practices
Automate and personalize your process
Automating tasks is one of the ways to improve business productivity, especially for small businesses where time is crucial. Use simple tools to automate things like sending paperwork or scheduling reminders. But also remember to add a personal touch when onboarding employees. Giving a welcome call or a small team intro can make a big difference in making new hires feel like they belong.
Stay engaged with new hires until they start
After hiring, don’t let your new employees feel ghosted after they accept the offer. A “what to expect” message, a few check-in emails, or even a welcoming phone call before their first day helps keep them excited and reassures them they made the right choice to join your company.
Establish performance metrics
Be clear about what you expect from your new hires. Set simple, realistic goals for their first few months so they know what to aim for. This keeps everyone on the same page and helps you spot any issues before they grow into bigger issues.
Use a structured training plan
Your new hires are far more motivated to do their best when they have a clear training plan to guide them. In fact, a study found that 74% of workers feel they’re not reaching their full potential because they don’t have proper training or development opportunities. Having a structured training plan doesn’t just build skills; it helps new hires feel more confident, supported, and sure about how they’re growing in their role.
Pair up new hires with more seasoned employees
No matter the size of your team, having experienced employees who can show new hires the ropes is a game-changer. When seasoned team members are there to answer questions and share advice, it helps new people feel comfortable faster. Not only that, but having this type of system also brings your team closer together and creates a culture where everyone feels valued and supported.
Sometimes, re-onboarding is necessary
In any business, there will be unexpected changes that can make even the most seasoned employees feel lost. In this case, you can re-onboard your team. Give them extra training sessions or quick refreshers to help everyone stay updated and keep your business running smoothly.
What should you do if an employee isn’t meeting expectations?
If an employee isn’t quite living up to expectations, don’t write them off right away. Start by looking at your onboarding process. Maybe there’s something you could improve or clarify to help them succeed.
Next, have an open, honest chat with them about how they’re doing. Share specific feedback and give them clear, actionable steps to get back on track (don’t shackle them, as this will only hinder their growth). This way, they know exactly what’s expected and feel supported to do better before their next review.
How do you make the onboarding process more engaging?
To make onboarding fun and engaging, go beyond just paperwork and routine tasks. Show new hires how things get done. Give live demos, walk them through everyday tasks, and encourage them to ask questions. Check in with them regularly to see how they’re settling in.
And don’t forget to add a little fun! Try planning a casual team lunch or an activity outside the office. It’s a great way for new employees to get to know the team on a personal level and feel like they truly belong.
Does the onboarding process affect employee retention?
Yes! Think about it: when you bring someone new on board, their first days and weeks shape how they feel about your business. Recent data shows that employees who go through an effective onboarding process are up to 18 times more likely to stick around for the long haul.
For small business owners, this absolutely matters. You don’t have endless time or money to keep rehiring and retraining. Every new hire counts, so making sure they get off to a great start is one of the best ways to build a strong, reliable team and keep them growing with you.
The right tools can make your HR responsibilities a breeze
Employee onboarding is key to building a strong team for your company. As a small business owner, you have a lot of responsibilities. So when it comes to onboarding and managing your staff, you need tools that make your life easier, not more complicated.
To make your HR tasks lighter, you need the right tools, such as Bookipi People. It’s our easy-to-use roster app designed for businesses just like yours. With Bookipi People, you can handle timesheets, track time cards, set up schedules, and keep an eye on time-off requests, all in one place, without the headaches.
Ready to make onboarding and staff management a breeze? Get in touch with us today. We’d love to help you get started!
