A free onboarding template for those 3 followers who always like my posts 🙌🏼

Today, I want to share how I approached getting the onboarding process right or building any onboarding process from scratch for companies I’ve worked with, such as Productboard, Deepnote, Around, and many more. You can find practical templates here, but I also spend some time on the theoretical part, discussing the transition from old-school onboarding to Onboarding 2.0. I’ll explain why you should begin auditing your old processes and start iterating from today.

''There are so many moments that we have in our lives that are so incredibly important, and we’re good as a culture about thinking about birthdays and retirement dinners, but there are so many moments that pass unacknowledged, and yet those moments can have great impact if we take a little bit of time to think about them.''

Recruiters (myself included) often target folks who’ve just joined company XY because when onboarding isn’t great, these employees are more likely to look for other opportunities. Good onboarding makes a big difference: it can boost new hire retention by 82 percent and crank up productivity by over 70 percent (Glassdoor). Nowadays, jobs are plentiful, and employees have choices. That’s why keeping them engaged and happy from day one matters. A solid onboarding process also gets newbies up to speed faster. But here’s the kicker: Gallup’s data shows that only 12 percent of employees think their organization rocks at onboarding. That’s a huge missed chance! So, it’s worth checking in with your team to see how you can make the onboarding experience better.

Recruiters (myself included) often target folks who’ve just joined company XY because when onboarding isn’t great, these employees are more likely to look for other opportunities. 😈

10 Why’s for effective onboarding

1. 🪩 You don’t get a second chance. The first day at work is a big deal for employees. It shapes their entire experience with the company. If the onboarding isn’t great, it can leave a bad first impression, which might affect their enthusiasm and motivation.
2. 🎖 Personal impact. Since we all remember our own first days at work, new employees also carry those early memories with them throughout their time at the company. When the onboarding experience is positive, it helps them feel like they belong and creates a sense of loyalty. Then it’s easier for us, recruiters, to get them.
3. 😱 Reducing stress. Moving to a new place and starting a new job can be pretty nerve-wracking. Good onboarding can ease this stress by giving clear instructions, setting expectations, and offering support.
4. 🫧 Clear communication. An inviting email and straightforward instructions are key parts of onboarding. When communication is lacking, it can lead to anxiety and confusion.
5. 👷🏻‍♀️ Getting the logistics right. Onboarding should answer the basics for the new hire, like where to go, when to show up. Forget about making everyone start on a Monday at 9 am. That’s just asking for confusion. Some newbies end up twiddling their thumbs when their boss isn’t even in yet. Try Tuesday or Friday around 10:30 am when things are more chill. Your new hires will be doing paperwork, orientation, and meeting their team, so why not pick a relaxed day? Also, remember, onboarding takes time, and it can be a hassle for the current team, so be considerate of timing.
6. 🍌 Paying attention to details. Go bananas. The desk of the new hire is wonderfully prepared, not only is it clean. But there’s also a thoughtful touch — a handwritten welcome note signed by the team, a book that aligns with the company’s values and culture, and their favourite snack, carefully selected based on their preferences from the pre-onboarding form they filled out. I remember once during an interview, an engineer mentioned bananas a lot, so we got him a basket of bananas for his first day, and he loved it. It’s a small gesture, but it sends a powerful message, right from day one. This is going to create such a “wow” effect for them, and trust me, the magic is hidden in these tiny little details.
7. 🎪 Setting the stage. A little planning goes a long way. You can save so much time by sending the necessary forms ahead of time, such as contracts and forms to be completed in advance. Additionally, consider including celebration cakes or ballons for their family, so their family can also benefit from them getting started. This not only ensures you have the family’s support but also makes the paperwork process more enjoyable. You can also allow them to complete some onboarding forms with information that you can then use to create surprise and wow effects on their first day in the office, e.g. ask them for their favourite cake or a nickname.
8. 💻 Equipping them right. Making sure newbies have the tools they need on their first day, like a laptop, a desk, and a scheduled lunch with their team, is a must for a smooth start. Ensure they know about building and office access, phones, corporate credit cards, expense reimbursement.
9. 🤗 A warm welcome. Handing over an employee manual and rushing off to a meeting isn’t the best way to say hello. And don’t just expect the new hire to boldly go around introducing themselves to everyone in the company. Even if they’re a bit shy, like me, they might not be too thrilled about it. So, it’s a good idea to lend a hand in this department. Consider providing company swag, a list of nearby lunch and coffee places. Give them office tour and show them around. Point out restrooms, break rooms, emergency exists. They should know where everything is.
10. 🕺🏿 Boost their experience. When an organization doesn’t bother with onboarding, it doesn’t send a great signal about how much they care about their employees.

Alright, at this point, I’ve got these three dedicated followers who are genuinely interested in the new Onboarding 2.0. Well, I’ve got something special for you — a template you can start using today. Woohoo! 🎉

A free onboarding template for those 3 followers who always like my posts 🙌🏼

Here we go! Notion is where I’m sharing the warm welcome to the company page. It should be simple, easy to orient for the newbie, and, most importantly, it should feel exciting. Make sure it reflects your company’s vibe, whether it’s pictures of your team having a fun in Portugal while surfing, your favorite custom emojis, or memes. However, if your company leans more towards a formal boring culture, you might find this too wild or even childish and wanna go away (bye! 👋🏻).

Your onboarding page should be designed to assist the new hire in navigating their first few weeks at the company smoothly and ensuring your transition is as seamless as possible. Creating a structured onboarding page for new starters is crucial to ensure they have a smooth transition into the company.

Here’s a suggested structure for building your onboarding page:

🏢 Company-wide onboarding

Overview: Start by providing an overview of what company-wide onboarding entails. Highlight that it’s designed to set new employees up for success and introduce them to the company’s culture.

Note: Emphasize the importance of company-wide onboarding and its role in helping new hires acclimate to the company.

Key Contacts:

• Your manager: Mention the name and contact information of the new employee’s manager.
• Your buddy: Introduce the buddy system and clarify their role in assisting the new hire.

Before Day #1

Introduction: Set the tone for the onboarding process and express excitement about the new employee joining.

Woohoo, it’s really happening! We hope you are as stocked as we are 🤗! Ahead of your start date, there is a couple of things to complete and get yourself familiar with. In the meantime, we are processing all the paperwork, organizing 1on1s and onboarding sessions, and getting excited for having you around!

Preparation Steps:

• Encourage the new hire to familiarize themselves with the reading list provided.
• Request logistical details from the new hire, such as contact information and any specific requirements.

Day #1

Welcome message: Welcome the new hire to the company and express enthusiasm about their first day.

The very first day should be dedicated to a warm welcome, to celebrating and having some fun getting to know the new colleagues but some admin, too.

Agenda for Day #1:

• Outline the schedule for the first day, including meetings and activities.
• Mention that the team will assist in guiding the new hire through the day’s checklist.

You can provide a slightly fun checklist to help them set the right expectations:

Week #1

Week #1 overview: Describe the objectives of the first week and what the new hire can expect.

Activities:

• Mention that the first week will focus on self-study, learning, and exploring internal resources.
• Emphasize the importance of gaining context and insights during this time.

Week #2

Week #2 overview: Introduce the second week’s goals and areas of focus.

“Specific team” introduction:

• Explain that Week #2 will involve getting to know the engineering, product or any other team, the company’s market, and its vision and strategy.
• Encourage the new hire to come prepared with questions and curiosity.

Week #3

Week #3 overview: Describe the activities and sessions planned for the third week.

Marketing and Go-to-Market strategies: Highlight that week #3 will cover marketing and go-to-market strategies to provide the new hire with a sense of the company’s market position.

Week #4

Week #4 overview: Explain the purpose of the fourth week and what to expect.

Check-in with your head of people/CEO.

• Mention that a check-in with a specific team member will be scheduled during Week #4.
• Encourage the new hire to prepare questions and seek guidance on improving their transition.

Team onboarding — Function specific

Function-specific onboarding: Provide an overview of function-specific onboarding managed by the team lead, emphasizing its role in the new hire’s development.

Monitoring and planning: Mention that progress in function-specific onboarding will be regularly monitored during 1:1 meetings and within the 30–60–90 days plan.

Reading cafeteria

Reading cafeteria: Reiterate the importance of reading materials provided by the team lead and its role in the onboarding process.

Monitoring: Emphasize that reading progress will be regularly checked during 1:1 meetings and within the 30–60–90 days plan.

By following this structured approach, you can create a comprehensive onboarding page that guides new employees through their initial weeks at the company, ensuring a seamless transition and a positive introduction to the organization’s culture and values.