Employee Onboarding: What is it, How to, and Free Editable Checklist

The first day at work is an exciting moment for new employees. They expect a warm welcome and a good first impression.

A well-planned onboarding helps them understand the work environment and feel comfortable from the start.

That’s why a proper onboarding process is important to help new employees adjust quickly and work more effectively.

In this article, we will discuss why onboarding matters and how to prepare it properly. You will also find an onboarding checklist that you can use right away.

Definition of Employee Onboarding

Onboarding is the step-by-step process of introducing new employees to their work, the company’s culture, and workplace policies.

It begins before their first day and continues for weeks or even months, depending on company policies.

Many businesses understand that onboarding is important, but not all do it well. A poor onboarding experience often leads to new employees leaving early.

Research shows that companies with a structured onboarding process have 50% lower turnover in the first year.

That is why, good onboarding is important to be prepared. An onboarding process benefits both employees and employers.

When new hires receive proper guidance, they adapt quickly and perform better. Employers benefit from:

Lower employee turnover because employees who are comfortable and supported are more likely to stay.
When new hires understand their job and responsibilities early, they can start working efficiently.
Onboarding helps employers follow labor laws, including proper documentation and workplace policies.

Without a structured process, new employees may feel lost and take longer to adjust, which can affect their performance and job satisfaction.

Key Components of an Effective Onboarding Process

An effective onboarding process includes several key steps, starting before the employee arrives and continuing through their first few months.

Pre-Arrival Preparation

Welcome the employees and prepare them before their first day of work by doing these steps below:

Send an offer letter and welcome email, explaining what to expect on the first day.
Prepare important documents, including tax forms, employment contracts, and company policies.
Set up the employee’s workspace, including a computer, work email, and access to necessary software.
Inform the team about the new hire, so they can be ready to welcome them.

New hires who receive clear information before the first day of work feel more prepared and confident when they arrive.

First Day Activities

The first day can be exciting but overwhelming for new hires. A positive first day helps employees feel at ease and gives them a good start.

So, employers should focus on making them feel welcome and comfortable.

Give an office tour and introduce them to team members.
Provide an employee handbook with company rules, policies, and benefits.
Set up their workstation with the necessary tools and software.
Assign a mentor or buddy to guide them through the first few weeks.

Training and Development

To help new hires do their jobs well, they need proper training. To make the training and development process smooth, ensure employers do these things below:

Provide job-specific training, so employees understand their responsibilities.
Explain company policies and procedures, including leave applications, payroll, and workplace rules.
Encourage ongoing learning, such as workshops or mentoring programs. 30/60/90 training can be a good option for onboarding training.

Ongoing Support

Onboarding does not stop after the first week. Employers should continue supporting new hires as they adjust.

Schedule regular check-ins with supervisors to discuss progress and challenges.
Encourage open communication, so new hires can ask questions easily.
Gather feedback on their onboarding experience to improve the process.

Providing consistent support helps employees stay engaged and motivated.

Onboarding Checklist for Malaysian Employers

Having a clear step-by-step guide can help businesses prepare in advance and avoid missing important steps that could affect a new hire’s experience.

Below are some checklists that can be utilized in your onboarding preparation and process:

Pre-Arrival

✔ Send an offer letter and welcome email.

✔ Prepare workspace, equipment, and system logins.

✔ Arrange necessary documents (employment contracts, tax forms, EPF, SOCSO).

✔ Inform the team about the new hire.

First Day

✔ Give an office tour and introduce the team.

✔ Provide the employee handbook and company policies.

✔ Set up the workstation with all necessary tools and software.

✔ Assign a mentor or buddy for guidance.

First Week

✔ Schedule training sessions for job tasks and company systems.

✔ Explain company processes and reporting structures.

✔ Discuss short-term goals and performance expectations.

✔ Hold an end-of-week check-in meeting.

First Month:

✔ Conduct a performance review and provide feedback.

✔ Gather feedback from the new hire about their onboarding experience.

✔ Offer additional training if needed.

✔ Encourage participation in company events and meetings.

How to Create Successful Onboarding

To help you be more prepared for the onboarding and avoid some mistakes, here are some best practices that you can learn.

1. Personalize the Experience

Every employee has different needs. The onboarding process should be adjusted to match their role and work experience.

For example, a company hires Aidil, a junior marketing executive, and Fara, a senior software developer.

Instead of giving them the same onboarding process, the company tailors it to their needs:

Aidil (Fresh Graduate) → Assigned a mentor, given extra training on marketing tools, and has weekly check-ins with his manager.
Fara (Experienced Hire) → Skips basic IT training, meets key stakeholders, and joins a leadership workshop.

By adjusting the onboarding process, Aidil gets the support he needs, while Fara feels challenged and engaged, leading to better job satisfaction and faster productivity.

2. Introduce Company Culture Early

New employees should feel connected to the company’s mission and values.

Employers can do this by sharing company stories, highlighting career growth opportunities, and encouraging team interactions.

3. Use Digital Tools to Simplify the Process

Using HR software for documentation, training, and communication makes the onboarding process more efficient and reduces paperwork.

4. Encourage Open Communication

New hires may feel shy about asking questions. Regular check-ins and feedback sessions help them feel comfortable and confident.

Assigning a buddy for the hires can be a way to make open communication smooth.

Buddy also can be a new hire's companion in the early days.

Common Challenges in Onboarding and How to Overcome Them

Onboarding is not always smooth, and some new hires may struggle to adjust.

Employers need to be aware of common challenges that can make onboarding difficult.

Addressing these issues early helps new employees adapt faster and stay motivated.

1. Too Much Information at Once

New employees can feel overwhelmed if they receive too much information on their first day.

Breaking the onboarding process into smaller steps over a few weeks helps them understand things better.

2. Lack of Engagement

If new hires do not feel connected to the company, they may struggle to adapt.

Employers can involve them in team activities and introduce them to mentors to make them feel more comfortable.

3. Poor Training

If employees do not get proper training, they might feel uncertain about their tasks. A well-structured training plan helps them gain confidence and perform well.

Example Onboarding Checklist Template

To help employers, here are two free downloadable onboarding checklist templates:

Employers can download and modify these templates to fit their onboarding needs.

FAQs about the Onboarding Process & Checklist

What is the purpose of an employee onboarding process?

Onboarding helps new hires adjust to their jobs, understand company policies, and feel comfortable in the workplace.

What should be included in an employee onboarding checklist?

A good onboarding checklist should cover pre-arrival steps, first-day activities, training, and ongoing support.

How long should the onboarding process last?

A complete onboarding process lasts at least 90 days, but some companies extend it up to one year for better support.

What are common mistakes to avoid during onboarding?

Common mistakes include not preparing in advance, overwhelming new hires with too much information, and not providing proper training.

How can technology enhance the onboarding process?

Using HR software can help automate paperwork, provide online training, and track employee progress, making onboarding faster and more organized.

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