It’s reported that 69% of employees are more likely to stay with a company for three years if they received a great onboarding experience.

First impressions matter, especially when it comes to new hire onboarding. A strong onboarding experience sets the tone for an employee’s journey, significantly impacting retention, productivity, and engagement.

But here’s the problem: Most companies miss the mark. Whether it’s due to a lack of time, resources, or a structured plan, onboarding gaps often lead to disengagement and early turnover.

So, how can HR teams make onboarding more efficient and enjoyable? Let’s dive into five best practices that will turn your new hires into long-term, engaged employees.

What is Involved in Onboarding?

Onboarding isn’t just about paperwork and introductions. Onboarding is a structured process that helps new hires adjust to their roles, understand company culture, and hit the ground running.

A successful onboarding program includes:

• Preboarding: Ensuring paperwork, I-9s, background checks, and technology setup are completed before day one.
  
  
• Orientation: Introducing new hires to company values, policies, and their team.
  
  
• Training: Providing role-specific knowledge, compliance education, and career development resources.
  
  
• Integration: Encouraging social connections and mentorship to help new employees feel welcomed.
  
  
• Continuous Support: Regular check-ins, performance goals, and career development opportunities.
  
  

By structuring onboarding thoughtfully, companies set employees up for success from day one.

Why is Onboarding Important?

Onboarding is the foundation an employee builds on during their time at a company. If the foundation is shaky, the employee will likely have a harder time finding results.

A well-structured onboarding program is important because it should:

• Improve retention: Employees who feel supported are more likely to stay.
  
  
• Boost productivity: New hires get up to speed faster with the right training and resources.
  
  
• Enhance company culture: Fostering early engagement strengthens team connections.
  
  
• Reduce compliance risks: Ensuring proper documentation and legal adherence prevents costly mistakes.
  
  

Most importantly, onboarding helps create a sense of belonging—when employees feel valued and understand their role’s impact, they feel pride in their work and are motivated to continue chasing new goals.

Now that we understand the “why” behind onboarding, it’s time to explore the “how” with some best practices to ensure new hire onboarding success.

Five Best Practices for New Hire Onboarding Success

1. Ditch Generic Training—Make It Role-Specific

Nobody wants to sit through hours of irrelevant training. New hires should receive training that is tailored to their specific roles rather than generic content that is vague or too surface-level for what they will actually be doing day-to-day. Effective training includes:

• Role-specific learning: Aligning training with job responsibilities to accelerate performance.
  
  
• Preboarding assessments: Identifying knowledge gaps before the start date for a personalized learning plan.
  
  
• Interactive learning: Hands-on exercises, shadowing, and mentorship programs to reinforce skills.

Role-specific training helps new hires gain confidence and become productive members of the team faster. Plus, using a learning management system makes it easy to customize training plans, track progress, and ensure every employee gets the knowledge they need to succeed.

2. Conduct Thorough Background Screening

Onboarding success can actually start before day one. Background screening is a critical step in ensuring you have the right hires with the right qualifications. Your background screening process should involve:

• Role-specific checks: One-size-fits-all checks won’t fly for certain specialized roles. It’s important to customize your background checks to be role-specific so that you get the most out of them.
  
  
• Efficient screening solutions: Background checks shouldn’t be what’s slowing down your hiring. You should have a background screening solution that can keep up with your hiring needs.
  
  
• Transparent Communication: Being transparent with candidates helps establish trust and avoid frustrations.
  
  
• Staying compliant: Understand federal and specific state regulations to ensure that you are following compliant screening processes.

By completing a thorough and specific background check, you can be confident that your new hire is qualified and ready for the rest of the onboarding process.

3. Get Your Paperwork (and Process) in Order

HR teams already handle enough paperwork, but onboarding is the best time to ensure proper organization and compliance so you don’t have to retrace your steps later on if you end up facing an audit. Key areas to focus on include:

• Form I-9 Management: Small mistakes can lead to big fines, so it’s important to double-check that your I-9s are completed correctly or use a solution that helps you ensure I-9 compliance.
  
  
• Automated Task Reminders: Ensure deadlines for required documents and training modules are met.
  
  
• Go Electronic: If you’re still paper-based, consider looking into electronic document management for  easier organization.

When documentation is well-managed, HR teams can focus more on engaging new employees rather than chasing down paperwork.

4. Make Team Integration a Priority

New hires should feel like part of the team from day one. Developing new connections is one of the most exciting and rewarding parts of starting a new role, and you can help them build strong relationships by:

• Assigning mentors or onboarding buddies to provide guidance and answer questions.
  
  
• Hosting a virtual or in-person lunch where team members can casually chat and get to know each other outside of work topics.
  
  
• Assigning a “first-week project” that encourages collaboration with different team members and gives them an early win.
  
  
• Setting up a “get to know you” survey to match new hires with colleagues with similar interests or hobbies.

A supportive team dynamic makes for better results. When new employees feel comfortable, they are more likely to ask questions and not be afraid to speak up, which helps speed up their onboarding process.

5. Follow Up with Clear Goals and Check-Ins

Onboarding shouldn’t stop after the first week. Continuous support is the secret to long-term success, and there are several ways you can make sure your new hire is thriving by:

• Setting 30-, 60-, and 90-day goals to provide achievable milestones and track progress.
  
  
• Conducting regular check-ins to address concerns, offer feedback, and provide support.
  
  
• Gathering feedback on the onboarding process to make improvements for future hires.
  
  
• Providing additional training and development opportunities to help them grow in their role.

Consistent follow-up shows that you care about the employee’s growth early on and helps remind them of their onboarding goals so that they continue actively working toward achieving them.

6. What Happens After Onboarding?

Now that onboarding is complete, it’s time to keep the momentum going. A strong start is important, but long-term engagement and career development are what truly drive retention and success. Here’s how to ensure employees continue to grow and thrive:

• Performance Reviews: Establish structured feedback sessions with clear, actionable insights. Set personalized growth plans that align with both company objectives and individual career aspirations.
  
  
• Ongoing Training & Development: Offer continuous learning opportunities, such as skills workshops, cross-training programs, or certifications, to keep employees engaged and evolving in their roles.
  
  
• Mentorship & Career Growth: Connect employees with mentors who can provide guidance, career advice, and leadership development opportunities. Encourage networking within the company to foster collaboration and internal mobility.
  
  
• Employee Engagement Initiatives: Keep employees motivated through recognition programs, peer appreciation, and team-building activities. Cultivate a culture of transparency, inclusivity, and open communication.
  
  

Investing in long-term employee development helps sustain motivation and drive business success.

How to Build Better Onboarding Today

Onboarding involves many moving parts, and having the right tools makes all the difference. A seamless process not only ensures compliance but also enhances employee engagement and retention.

Mitratech’s HR solutions help streamline and optimize every stage of onboarding, including:

• Background Screening: Quickly and efficiently verify new hires while ensuring compliance.
  
  
• I-9 Management: Simplify employment eligibility verification and maintain accurate records.
  
  
• Learning Management: Provide structured training programs that set employees up for success.
  
  
• And More! For onboarding and beyond, our HR and compliance solutions are designed to make things simple for HR teams.