How to run the perfect onboarding at a company

A good onboarding process makes the difference between an exciting start and a frustrating one. If you are wondering “what is onboarding”, think about everything that happens from the moment someone accepts the offer until they add value with autonomy: setting up the role, training, support, culture and clear objectives. In this guide you will find the definition, types and onboarding plan examples to onboard a new employee without leaving any loose ends.

What onboarding is and why it matters

Onboarding is the set of coordinated actions that help a new professional integrate into the company, understand their role and reach the expected productivity in the shortest possible time, while keeping their motivation. It is not just “the first day”: it includes preboarding (before arrival), the first 90 days and the support until performance and belonging are consolidated.

Why is it key? Because it reduces early turnover, shortens time-to-productivity, improves the employee experience and strengthens the culture. It also lays the foundations to build a good working atmosphere, a critical aspect if you want committed teams and attractive employer brands.

A well-designed onboarding plan example usually includes: an administrative checklist, a welcome, technical and cultural training, a buddy or mentor, 30-60-90 goals, periodic reviews and an onboarding exit survey. All measurable.

Types of onboarding and what to consider before planning your process

There is no single model. It is best to combine several “types” depending on the role, the working mode and the maturity of the company:

• Administrative onboarding. Signed contracts, system access, device handover, credential setup, data protection and compliance training. Although it may seem routine, it can become a positive experience if done with clarity and support. For example, a short introductory video explaining each step or an interactive document with direct links to policies and forms avoids confusion.
• Technical onboarding. It includes training on tools, internal processes, the technology stack, quality standards and security protocols. The key lies in the sequencing: the essentials first, the complementary ones later. Video microcapsules, interactive tutorials or 30-minute workshops make understanding easier and prevent cognitive overload. In addition, documenting best practices and real cases helps internalise the company standards without it being a theoretical exam.
• Social onboarding. Introducing the new talent to key people, team rituals, communication channels and their buddy or mentor builds trust and belonging. One-to-one coffees, welcome lunches or even chat channels dedicated to informal topics speed up integration. Cultural onboarding. This aspect goes beyond mission and vision: it is about conveying purpose, values, the history of the company and ways of working. Presenting past decisions, success stories and dilemmas resolved in line with the values helps to understand the culture in a practical way. Weaving in small stories or day-to-day anecdotes makes the values tangible.
• Onboarding by working mode. In person, the focus is on logistics and the physical experience: office tours, collaboration spaces and workstation ergonomics. Remotely, the priority is social connection and logistical clarity: sending equipment in advance, asynchronous guides, virtual coffees and remote ergonomics checks. For hybrid teams, combining the best of both worlds, making sure no one feels excluded or disconnected, is essential.

Before defining your onboarding process, review: the size and complexity of the role, the location (office/remote work), regulations and workstation ergonomics. In the physical environment, prepare a comfortable and functional space: you might be interested in scandinavian chairs for collaborative areas, considering buying an office desk with height adjustment and adding footrests for the office to improve posture from day one.

How to give your new employees a top-notch onboarding

Bringing someone onto your team should not be a bureaucratic formality: it is the first experience that will shape their relationship with the company. A good onboarding not only speeds up productivity, but also generates commitment, motivation and a sense of belonging. Here we tell you how to take it to the next level.

Start with preboarding: communicate, prepare and build excitement

Onboarding starts even before the first day. A week before, send the day-1 agenda, a welcome handbook, the org chart and a personal message from their future manager. Arrange access, equipment and credentials, and add a human touch: a mini preferences survey (favourite tools, ideal hours, allergies for the welcome kit).

Lifestyle tip: include a 2-minute “video teaser” with the team introducing themselves. It sparks curiosity and reduces nerves.

A memorable day 1: a human welcome and friction-free logistics

Welcome the person, introduce them to the team, give an office tour and go over the agenda for the first week. Hand over a welcome kit (notebook, reusable bottle, merchandise) and check the workstation ergonomics: monitor height, chair, footrest and keyboard.

A small detail, such as a plant or a handwritten welcome note, makes them feel valued from the very first minute.

Define 30-60-90 objectives with clear success criteria

Setting specific, measurable goals by phase makes integration easier and reduces uncertainty. Example: first assisted tasks (30 days), autonomy in key processes (60), and improvement contributions (90). Review and adjust weekly to keep up the pace and celebrate small wins.

Assign a buddy or mentor to speed up integration

Having a go-to colleague helps to resolve informal questions, share “unwritten rules” and connect with other teams. This not only avoids blockers, but also multiplies trust and the sense of belonging.

A modular training plan: technical, cultural and tools

Split the training into microcapsules: videos, guides, live sessions with a short assessment. Prioritise what is essential to operate from day 1 and schedule the rest according to its impact on the role.

Lifestyle extra: combine learning with dynamic activities, such as 30-minute workshops or gamified challenges. Learning was never so much fun.

Social onboarding: key people and rituals that build belonging

Schedule one-to-one coffees with stakeholders and take part in team rituals (dailies, demos, retrospectives). This speeds up the understanding of “how things are done here” and helps weave authentic relationships.

Take care of the physical environment: ergonomics and aesthetics that motivate

Check posture, lighting and noise. Combine collaborative areas with focus corners and, in common areas, comfortable chairs and sturdy desks. An attractive environment is not only more comfortable, but also generates wellbeing and creativity.

An administrative checklist with no surprises

Signed documentation, mandatory training, payroll registration, licences, policies and protocols. Use a digital checklist and assign owners.

A map of tools and access explained with examples

Indicate what each tool is for, when to use it and with whom. Share templates and best practices. Do a real “ticket route”.

A feedback schedule: weekly one-to-ones and pulse surveys

Listening is half of onboarding. Schedule weekly one-to-ones in the first month and fortnightly ones afterwards. Launch short surveys in week 2, 4 and 12. This makes it possible to adjust the programme in real time and shows that their opinions matter.

Connect onboarding with culture and atmosphere

Reinforce values with real cases and day-to-day decisions. Link it with initiatives to build a good working atmosphere (wellbeing, open communication, recognition).

Spaces that make continuous learning easier

Design a learning area with visible and comfortable resources. If you are renovating the environment, consider buying an office desk that is large for sessions and adding versatile pieces in common areas.

Remote and hybrid onboarding: reduce the social distance

Welcome via a group video meeting, asynchronous guides, virtual coffees and a dedicated chat channel. Send the equipment in advance and run a remote ergonomics check.

Avoid cognitive overload: dose and prioritise

Do not “dump” all the information in the first week. Prioritise what is essential and leave organised reference material, such as a digital library or a quick-reference board.

Celebrate milestones and recognise progress

Share the 30-60-90 achievements on the team channel. Early recognition increases motivation and reinforces positive behaviours.

Iterate with data: measure, learn and improve

Measure metrics such as time-to-first-value, time to autonomy, ENPS, the retention rate at 6/12 months and the quality of initial performance. Adjust the programme according to the data and feedback.

A formal close of the onboarding and a development plan

At 90 days, carry out a review of objectives, gather two-way feedback and define a development plan (training, challenges, mentoring). This way you move from “welcome” to “projection”, and you ensure that the talent grows within the organisation.