What’s the one thing that can make or break a new hire’s journey, even before they start their first task? It’s onboarding.
In Indian workplaces today, the employee engagement onboarding process is more than just paperwork and induction slides.
It’s the first real experience a new employee has with your company culture, values, and leadership style.
In fact, according to a 2024 report by SHRM, 69% of employees who had an exceptional onboarding experience are likely to stay with the firm for at least three years from the date of their joining.
For HR managers and business leaders, this is a wake-up call. A modern, engaging onboarding experience isn’t just about compliance with policies like the Code on Wages or issuing the right documents; it’s about helping new hires feel seen, supported, and aligned with your company’s mission from Day 1.
In this blog, we’ll explore how you can rethink onboarding to not just welcome employees, but truly engage them.
An effective employee onboarding process is a structured approach designed to integrate new hires into an organisation, ensuring they understand their roles, the company's culture, and are equipped to contribute effectively.
According to SHRM, onboarding includes orientation and opportunities for new hires to learn about the organisation's structure, culture, vision, mission, and values.
A comprehensive onboarding process typically encompasses several key components:
Preboarding: Engaging with new hires before their official start date to complete the necessary paperwork and provide essential information.
Orientation: Introducing new employees to the organisation's mission, values, and policies.
Training: Providing role-specific training to ensure new hires have the skills and knowledge required for their positions.
Mentorship: Assigning mentors or buddies to help new employees acclimate to the company culture and navigate their new roles.
Feedback and Evaluation: Regularly checking in with new hires to address concerns and assess their integration into the organisation.
Organisations can enhance employee engagement, reduce turnover, and foster a more productive workforce by implementing a well-structured onboarding process.
Now, let's explore why getting the employee onboarding process right is crucial.
Before jumping into how to onboard effectively, it’s worth asking, Why does onboarding even matter? The answer lies in the tangible impact it has on both employee experience and business outcomes.
Faster Time to Productivity: A clear and thoughtful onboarding process helps new hires understand their roles, tools, and team dynamics more quickly. With the right guidance and resources from day one, they’re able to start contributing value much sooner.
Improved Retention: Effective onboarding and engagement are critical to retention. When new hires are properly onboarded, they’re more likely to stay long-term. Engaged employees are also more likely to remain with the company because they feel connected to your organization’s mission and values.
Better Performance: Both onboarding and engagement play a vital role in employee performance. Properly onboarded employees are better equipped to meet expectations and excel in their roles. Engaged employees are also more likely to perform at a high level because they’re motivated and committed to their work.
Greater Innovation: Onboarding and engagement can drive innovation. When employees feel connected to the company, they’re more likely to share new ideas and take risks. This can lead to new products, services, and processes that help your organization grow and evolve.
Enhanced Learning & Development: Onboarding is the perfect opportunity to set employees up for success. It’s a chance to immerse them in your company’s culture, values, and goals. Engaged employees are more likely to retain this information and apply it in their work, enhancing their overall learning and development.
Better Employee Experience: Onboarding and engagement are critical in shaping a positive employee experience. When employees feel welcomed and supported from the start, they’re more likely to feel good about their work and workplace. This leads to higher job satisfaction, which ultimately boosts retention and productivity.
Next, we’ll break down the practical strategies that can elevate your onboarding process and create an engaging experience for new hires.
An employee’s first impression can shape their entire journey with your organisation. Onboarding isn’t just about orientation, it's about helping new hires feel equipped, empowered, and connected from day one.
Here’s how you can build an onboarding experience that truly makes a difference:
1. Design a Phase-Wise Onboarding Roadmap
Successful onboarding is a journey, not a one-day event. Map out each phase to guide the employee through their first few weeks and months with clarity.
Key phases to include:
Preboarding (before Day 1): Welcome emails, documentation, and team introductions.
Day 1–7: Orientation, system access, team meet-and-greets.
Week 2–4: Role-specific training, job shadowing, and early feedback.
30-60-90 day check-ins: Track goals, offer coaching, and assess engagement.
This structured plan prevents overwhelm and helps both managers and new hires stay aligned.
2. Assign a Buddy or Mentor
New hires are more likely to thrive when they have someone to guide them informally. A buddy acts as a go-to person for questions about culture, unwritten rules, and tools.
Why it works:
Increases comfort and belonging
Speeds up informal knowledge sharing
Reduces early drop-off rates by creating early connections
Pairing someone from a different department also encourages cross-functional bonding.
3. Create a Preboarding Experience
Your onboarding should start even before the official Day 1. Preboarding builds excitement and confidence, reducing uncertainty.
Effective preboarding ideas:
Send a welcome package (swag + handbook)
Provide a Day 1 agenda and team bios
Share helpful FAQs and access to tools or videos
This shows you’re prepared, organised, and eager to welcome them into the team.
4. Build Onboarding into Everyday Tools
Don’t rely on scattered emails and docs. Integrate the onboarding plan into tools that employees will use every day.
Recommended platforms:
Trello or Asana for task tracking
Craze for document workflows
Notion or Mural for shared learning resources
This helps new employees stay organised, while managers get visibility into their progress.
5. Personalise Job-Specific Checklists
A generic checklist doesn’t cut it. Each role requires a different set of tools, training modules, and outcomes.
Your checklist should include:
Department-specific tools to set up
Stakeholders to meet
Projects to start shadowing or leading
Milestones to hit in 30, 60, and 90 days
This tailored approach shows that you value the uniqueness of their role.
6. Launch a Centralised Onboarding Portal
Avoid sending new hires down a rabbit hole of links and resources. A central onboarding hub improves access, efficiency, and experience.
What to include:
Org structure and team bios
Policy documents and handbooks
Tech guides, platform tutorials
Culture and DEI (Diversity, Equity & Inclusion) materials
Welcome videos from leadership
A centralised portal builds clarity and a sense of belonging, even before onboarding calls begin.
7. Invest in Manager Relationships Early
Managers set the tone for an employee’s experience. Encourage early and intentional 1:1s to establish trust and alignment.
Effective manager onboarding actions:
Align on performance goals and success metrics
Discuss preferred communication styles and work habits
Share team rituals and feedback culture
Schedule weekly 1:1 check-ins for the first 90 days
Train managers to treat onboarding as a shared responsibility, not just an HR task.
8. Gamify the Orientation Experience
Engagement matters, especially in remote or hybrid setups. Gamifying the experience makes learning about the company and culture more enjoyable and memorable.
Ideas to gamify onboarding:
Culture trivia quizzes with rewards
Virtual scavenger hunts for company resources
Interactive org chart challenges (match names to faces)
This approach reduces cognitive fatigue and builds retention in a fun, low-pressure way.
9. Plan Meaningful Onboarding Activities
Go beyond basic intros. Onboarding activities should help new hires understand how they fit into the team and company's mission.
Activity ideas:
Virtual coffee roulette to meet cross-functional teams
"Walk in my shoes" sessions with other departments
A mini project or presentation to showcase their strengths
These engagements deepen their understanding of the org and spark real conversations.
10. Give Away High-Quality Swag
Swag isn’t just about goodies; it’s a tangible symbol of welcome and brand pride. When done right, it creates a lasting first impression.
Items to include:
Branded T-shirt, bottle, notebook, or tech gear
Personalised welcome notes
Desk essentials or fun items that reflect your brand values
It also helps build an emotional connection that reinforces loyalty early on.
11. Encourage New Hires to Share About Themselves
Don’t just tell them about your company, invite them to bring themselves in fully. Create space for new hires to share who they are beyond the resume.
How to enable this:
Create a “Welcome Slide” for them to fill with hobbies, interests, and fun facts
Add a “get-to-know-me” Slack post
Use icebreakers in team meetings
This builds psychological safety and encourages team members to see each other as people, not just colleagues.
12. Offer Early Learning & Ownership Opportunities
When new hires contribute meaningfully early on, they feel more confident and valued.
Tips for early ownership:
Assign them a real (but manageable) task or project
Let them shadow key meetings or calls
Invite them to contribute to ongoing workstreams
This helps them see the real impact of their role and learn by doing.
13. Set Up a Thoughtful Offboarding Process
Great onboarding is a feedback loop. When employees leave, use that opportunity to learn what worked and what didn’t.
Why offboarding matters for onboarding:
Exit interviews reveal recurring gaps or red flags
Leavers can identify missing pieces in the onboarding journey
Helps build a culture of continuous improvement
A respectful and thoughtful exit process also leaves the door open for future boomerang hires.
In the next section, let’s take a look at the best practices for an effective employee onboarding process.
An effective onboarding process is crucial for employee engagement, retention, and productivity. Here are some advanced strategies to help you design and implement a seamless onboarding experience for your new hires:
Scale for Growth
As your company expands, it’s important to design an onboarding process that can scale. This ensures that new hires consistently receive a high-quality, engaging experience, regardless of how many employees you bring on board. Standardized training materials, automated workflows, and structured mentorship programs will maintain consistency and effectiveness, even as hiring volumes increase.Clear and Continuous Communication
Communication is key throughout the onboarding process. From pre-boarding to ongoing development, ensure new employees are well-informed and supported. Regular check-ins, feedback loops, and clear expectations are essential to keep new hires engaged and aligned with company goals.Leverage Technology for Personalization and Automation
Onboarding software can automate much of the administrative work, such as document verification, background checks, and project allocation. This allows new hires to focus on getting settled into their role, while also providing an opportunity for personalized engagement. Technologies like AI-driven tools, digital adoption platforms (DAPs), and video onboarding strategies can streamline the process, making it more efficient and engaging.Comprehensive and Transparent Job Descriptions
To avoid mismatched expectations, ensure that the job description aligns with the role’s actual responsibilities. Transparency from the start helps mitigate misunderstandings and reduces turnover. If necessary, use AI tools to write clear and accurate job descriptions, ensuring candidates understand exactly what the role entails before they accept an offer.Design an End-to-End Onboarding Schedule
Implement a clear, structured onboarding schedule to ensure that all essential activities are covered during the first week. Share this schedule with new hires so they know what to expect and can prepare accordingly. This also helps minimize stress and confusion as they settle into their new role.Create a Well-Structured FAQ Resource
New hires often have similar questions about company policies, benefits, and workflows. By developing a comprehensive FAQ resource, you can save time and reduce confusion for both employees and HR teams. Make sure this resource is easily accessible via your onboarding platform or employee handbook.Re-Onboarding When Necessary
Onboarding isn’t just for new hires. Employees who are transitioning to new roles or returning from extended leave may require a refresher on updated processes and expectations. Re-onboarding ensures smooth transitions and helps employees regain productivity quickly.Provide Complete Company Policy Information
A lack of clarity around company policies can lead to frustration and turnover. Make sure new hires are well-informed about company policies, benefits, and expectations from day one. Sharing a detailed employee handbook and offering chatbot support can help answer questions and avoid confusion down the line.Ensure New Hires Have the Right Tools
Ensure that all the tools, equipment, and accounts new hires need are set up before their first day. From IT equipment to communication tools, providing a smooth, well-equipped start helps new employees feel prepared and valued.Foster Connection with Meet-and-Greet Opportunities
Making new hires feel welcome and integrated into the team from day one is crucial for their long-term success. Organize a meet-and-greet with key team members and leaders. Virtual coffee chats or lunch with senior leadership can also help make employees feel valued, even in remote settings.Avoid Isolation in Onboarding
Onboarding should be a group experience to avoid making new hires feel isolated. Assigning a mentor or buddy can ease the stress of being the "new person." A supportive network from colleagues, coupled with tools like chatbots for immediate assistance, will create a more welcoming and less overwhelming experience.Track and Measure Onboarding Success
Use onboarding metrics to measure the effectiveness of your process. Track key data such as engagement levels, training completion rates, and retention outcomes. Some HR departments also calculate onboarding ROI by linking it to long-term employee performance and development. This helps you continually refine your onboarding approach to ensure it remains effective as your company grows.
By following these best practices, you can create an onboarding process that not only welcomes new hires but also sets them up for long-term success.
In addition to these best practices, technology plays a pivotal role in streamlining and enhancing the onboarding process.
Onboarding doesn’t stop once the first few weeks are over. To keep employees engaged in the long term, continuous support and feedback are essential.
Employee engagement doesn’t end once the initial onboarding period is over. To maintain momentum and foster long‑term commitment, focus on two critical practices:
1. Ongoing Check‑Ins and Feedback
Regular, structured touchpoints ensure employees feel heard and supported as their roles evolve:
Frequent one‑on‑ones: Schedule weekly or bi‑weekly meetings between managers and team members to review progress, surface challenges, and provide support in real time.
Pulse surveys: Deploy brief, targeted surveys to monitor morale and gather actionable insights on workload, culture, and tools.
Multi‑source feedback: Incorporate peer and subordinate input alongside manager reviews to give employees a balanced, 360° view of their performance.
2. Aligning Long‑Term Goals with Company Objectives
When individuals can see how their work directly contributes to the organisation’s vision, engagement and motivation skyrocket:
Strategic goal frameworks: Use OKRs or SMART goals to link individual targets with key business priorities, such as revenue growth or customer satisfaction.
Personalised development plans: Co-create multi‑year career roadmaps that balance employees’ aspirations, like leadership training or technical certifications, with the company’s talent needs.
Transparent progress tracking: Share department and company‑wide dashboards so everyone understands how their achievements move the needle on strategic outcomes.
You create a culture of continuous engagement, adaptability, and shared purpose by embedding regular feedback loops and crystal‑clear goal alignment into your people processes.
A strong employee engagement onboarding process is key to your organisation's long-term success. It's not just about completing paperwork or making introductions, it's about helping new hires feel connected, confident, and ready to contribute.
Did you know that 69% of employees are more likely to stay with a company for three years if they have a positive onboarding experience?
Investing in this crucial first step leads to stronger retention, higher productivity, and a more cohesive workplace culture.
Are you ready to elevate your onboarding process? Craze helps you create personalised, automated, and data-driven onboarding experiences that keep your employees engaged and productive from day one.
Start shaping your employee engagement onboarding process with Craze today.
1. What is employee engagement in the context of onboarding?
Employee engagement during onboarding refers to how emotionally connected and motivated new hires feel as they join a company. It includes how welcomed, informed, and supported they feel in their first weeks or months.
2. Why is onboarding necessary for employee engagement?
Onboarding sets the tone for the employee's journey. A positive experience increases trust, clarity, and motivation, leading to better retention and faster productivity.
3. What are the key components of a successful onboarding program?
Preboarding communication
First-day orientation
Role-specific training
Culture immersion
Regular check-ins and feedback
Access to tools and resources
4. How long should an effective onboarding process last?
Ideally, onboarding should last between 30 and 90 days. However, engagement efforts can extend up to 6 months or even a year for better integration.
5. How can we personalise the onboarding experience?
Tailor onboarding with role-specific checklists, assigned buddies, personalised welcome kits, and flexible learning paths. Let new hires introduce themselves, too.
6. What is preboarding, and why is it important?
Preboarding occurs before the first day. It includes sending welcome messages, paperwork, and company info. It reduces anxiety and boosts early engagement.
7. How do we measure onboarding success?
Track metrics like:
Time-to-productivity
30/60/90-day satisfaction surveys
Retention in the first 6 months
Engagement survey scores
Feedback from managers and new hires
8. What are the common onboarding mistakes to avoid?
Overloading new hires with information
Unclear job expectations
Lack of manager involvement
No follow-up after the first week
