New Hire Onboarding Checklist: Onboarding Employees 101

Behind every hire is a human being. Yet, working for a global company that’s based elsewhere can feel isolating for new hires. With a strong onboarding experience and a reliable best-in-class Employer of Record like G-P solution in place, it doesn’t have to be. 

What is an effective onboarding process? How can your business set up new hires for success? From regular check-ins to building a 90-day plan, let’s explore how to streamline the new hire experience from day one. 

What are the benefits of an effective onboarding process? 

Onboarding, also known as organizational socialization, is a human resources term referring to the process of integrating a newly hired employee into an organization. Onboarding familiarizes new hires with all the elements of their new role and employer to set them up for success. 

In 2023, 88% of employees surveyed revealed that they didn’t have a good onboarding experience. Yet, Forbes research shows that effective onboarding can improve retention, company culture, and even your bottom line. 

Let’s explore a few key benefits of effective onboarding:

1. Better productivity. A recent SHRM study found that new hires are 50% more productive when they successfully complete a standardized onboarding. Efficient onboarding can help new hires learn quickly so they can start contributing to the organization faster.

2. Strengthened company culture.  As you expand your business globally, cultural embeddedness is key to employee retention. After all, the most successful companies go out of their way to integrate brand core values and principles into the talent management process. A structured onboarding process can also encourage fellowship, work friendships, and build a strong company culture.

3. Reduced employee turnover. According to the Harvard Business Review (HBR), new employee turnover rates can reach as high as 20% within the first 45 days.  Early, structured training can help new hires feel more connected to their role and the organization as a whole. A solid program can also increase long-term talent retention — and reduce the need to offboard employees early.

4. Decreased training costs. Organizations can reduce the time and costs associated with learning and development by providing new employees with key tools and resources necessary to succeed early on.

5. Improved employee satisfaction and engagement. Research shows that a seamless onboarding experience can help new hires feel more engaged with their work, team, and overall company culture. Engaged employees tend to be more productive and have stronger job performance overall.

In general, efficient onboarding is proven to increase productivity, improve the employee experience, and promote strong, long-term outcomes for the individual and the organization.

Onboarding new hires checklist: 9 key steps to effective integration

According to G-P’s 2023 Global Growth Report, successfully onboarding new professionals is a top barrier to building global teams. With a well-supported Employer of Record (EOR) solution, it doesn’t have to be.

Let’s explore how a structured onboarding process and best-in-class HR tech can help new hires feel connected working across borders and boundaries.

1. Give new hires early system access. Before their start date, it’s a good idea to give access to all new hire paperwork and resources. Usually considered part of the “preboarding phase,” be sure to deliver all key equipment and tools to the employee, including a work laptop, an overview of key job descriptions, and digital copies of the employee handbook.

Don’t forget to set up your new hire’s email and company accounts so your HR team can provide login details on their first day.

2. Build a 90-day onboarding plan. Creating an onboarding plan is key for effective goal setting. All employees need a basic understanding of their day-to-day roles and responsibilities. Be sure to set performance expectations including monthly, quarterly, and annual goals. 

Use this onboarding plan as a springboard to outline goals and potential targets. A strong roadmap includes:

• Week 1: Orientation and initial training.
• Week 2: Job-specific training and mentorship meetings. 
• Weeks 3-4: Necessary course certifications, training with subject matter experts (SMEs), and individual or team goal setting. 
• Weeks 5-8: Regular check-ins with managers, ongoing company-wide training with cohorts, and performance feedback discussions. 
• Weeks 9-12: Introduction to long-term team projects and ongoing career development plans for the year ahead. 

3. Assign a mentor or a buddy. Chances are your new hire doesn’t know many people in their new workplace beyond those who interviewed them. Consider pairing your new professionals with a mentor or buddy who can offer support and guidance from the start. After all, a seasoned employee can help the new hire navigate their new role, work culture, and organization.

4. Clarify employee benefits. Competitive, up-to-date benefits are key to attracting top talent. In fact, 50% of employees say having a better understanding of their benefits — what’s offered and what’s covered — would make them feel more loyal to their employer.

Partner with a best-in-class Employer of Record (EOR) solution to easily administer locally compliant benefits plans for a smooth team member experience. 

5. Provide technology resources on day one. The compliance portion of your onboarding process should address your company’s IT security policies and practices. Be sure to include guidelines on software and hardware usage for all employee onboarding programs, including:

• Password management.
• Data back-ups.
• Data sharing or access-only boundaries.
• Mobile device usage.
• Wireless network usage.
• Two-factor authentication.

6. Try group onboarding. Whenever possible, it’s a good idea for hiring managers to onboard new hires in large groups to build community. Not sure where to start? Our bulk onboarding feature allows G-P Meridian EOR Prime™ account holders to handle large onboardings and adjustments across your workforce. 

7. Conduct regular check-ins. Weekly or even daily check-ins are an essential part of any successful employee onboarding process. To stay on track for your 90-day employee onboarding roadmap, be sure to regularly check in with your new hire. Build a structured check-in document that outlines goals and where they stand with individual development planning. Don’t forget to request regular feedback and create space for employees to offer their input. 

8. Streamline human resources documentation with an EOR. HR documentation is a key element of the “employee orientation” portion of onboarding.  Over a third of HR professionals say they don’t have the right onboarding technology. 

G-P’s technology and self-guided workflows help simplify and streamline onboarding. With features like our Employment Contract Generator, companies can create legally compliant contracts in just a few clicks and present them to candidates for faster and simpler hiring. 

9. Offer 24/7 support. When managing global teams, be sure to offer in-region HR support and access to a reliable help center. G-P’s dedicated, in-region HR specialists provide local support to new hires in their time zone and language. With access to G-P’s 24/7 Help Center, professionals never have to wait for answers and solutions. We’ll make sure your new hire is taken care of, regardless of geography.

Streamline employee onboarding with an EOR.

Onboarding global talent doesn’t have to be complicated. G-P streamlines and simplifies the entire global employment lifecycle with automated and self-service workflows that support your team at every touchpoint. From hiring to onboarding, payroll, and end-to-end HR support, managing global teams is easy with a best-in-class Employer of Record like G-P by your side. 

Seeking automated workflows and comprehensive onboarding support? AI-powered onboarding is a key feature of G-P Meridian EOR Core™ and G-P Meridian EOR Prime™ that automates and simplifies critical steps in the employment experience. By providing instant assistance via a chatbot interface as well as native AI acting as a co-pilot, new hires are guided through onboarding workflows in accordance with country-specific regulations.

Unlock global business success today with G-P.