When it comes to building a thriving team, few things are more important than a strong onboarding process. It’s the gateway to a new hire’s experience with your company, and it often starts long before their first day at work. The moment prospective employees encounter your job board or careers page, they begin forming impressions about your company’s culture, values, and expectations. A thoughtful, well-designed onboarding process sets the stage for long-term success by helping new hires integrate into your team with confidence, clarity, and purpose.

The onboarding process truly begins the moment a candidate interacts with your company—whether through your job board, careers page, or social media.

The best employers engage new hires even before their first day. First impressions are powerful, and candidates are already evaluating your company culture and values long before they apply.

Many employers think onboarding begins on the first day of work, but in reality, the journey starts much earlier. The moment a candidate clicks on your job posting or visits your careers page, they are forming impressions about your company’s culture and how they might fit in.

By the time candidates apply, they should already have a sense of whether your company is a good fit for them, which reduces the chances of mismatched expectations later on.

Your job descriptions and careers page are powerful tools for reflecting your company's culture. Are you a fast-paced, results-oriented team? Are you known for a supportive, collaborative environment? These details should come through clearly. Job seekers often make decisions about whether they want to work for your company based on the language and tone of your job descriptions, so be intentional. Use clear, engaging language that speaks to your core values and mission.

Beyond listing out qualifications and job responsibilities, your careers page should highlight what’s in it for the employee. What can they expect if they join your team? This could be about career growth opportunities, work-life balance, or unique perks and benefits. Candidates who align with your culture are more likely to stick around if they know what to expect from the get-go.

Make sure your job postings reflect inclusivity and diversity. Today’s job seekers are looking for companies that are thoughtful about creating a welcoming, diverse environment. Ensure that your careers page is accessible and that the language is inclusive to appeal to a broad talent pool.

Once a candidate has accepted an offer, the onboarding process truly kicks into high gear. One of the most common mistakes companies make is assuming that onboarding only starts on the first day of work. In reality, waiting until day one can lead to missed opportunities to build excitement, alleviate concerns, and provide essential information that helps new hires feel more prepared.

Efficient onboarding begins well before the first day, and it’s during this critical period that you can set the tone for a smooth transition. Investing in the right tools—such as automated onboarding platforms, digital forms, and pre-boarding communication systems—can make all the difference. T

hese tools allow you to send out employment documents, gather necessary information, and introduce new hires to your team or company culture even before they step through the door. For example, something as simple as sending a welcome email with a personalized message from their new manager or a link to the company’s onboarding portal can instantly make new employees feel valued and part of the team.

By proactively engaging new hires before day one, you ensure they arrive excited, informed, and ready to contribute, rather than feeling overwhelmed by logistics or uncertainty.

With modern onboarding tools, you can automate much of the paperwork and repetitive tasks that bog down HR teams. New hires can fill out their W-4s, sign their offer letters, and review the employee handbook from the comfort of their own homes before their first day. This makes the in-person experience more about relationship-building and culture-sharing, rather than getting bogged down in administrative tasks.

Use email or an onboarding platform to stay in touch with your new hires before they officially start. Send them a welcome note, share any team news, and let them know what to expect on their first day. You can even introduce them to their manager and team members ahead of time, creating a sense of belonging before they set foot in the office or log into their first meeting.

With onboarding software, employers can effortlessly stay connected with new hires before they officially start, enhancing the pre-boarding experience. Automated email features allow you to send personalized welcome notes, share important company updates, and provide essential information about what new employees can expect on their first day.

Some platforms even allow you to schedule a series of pre-boarding emails that gradually introduce your new hire to company culture, values, and team expectations.

Onboarding software also offers the ability to set up virtual introductions, allowing new hires to meet their manager and team members before their start date.

Onboardign tools have features that can help create a sense of belonging and familiarity, easing any first-day nerves and fostering early engagement. Additionally, employers can use these platforms to send training materials or welcome videos ahead of time, so new employees arrive feeling prepared and informed.

Before the first day, make sure your new hire understands what’s expected of them. Share their job description, goals for the first 30, 60, and 90 days, and any resources they’ll need to hit the ground running. The more clarity you provide in advance, the smoother the transition will be.

The first day of onboarding is about more than just getting your new hire familiar with their workspace and introducing them to their colleagues. It’s the perfect opportunity to set the stage for long-term success by clearly outlining what’s expected from them in their role. This means sharing their job description in detail and giving them a roadmap for their first 30, 60, and 90 days on the job. Doing so not only provides clarity but also helps new hires understand how their work will impact the company, boosting their confidence and motivation.

While the job description might seem like old news, revisiting it on the first day ensures there’s no ambiguity about responsibilities and expectations. This is the time to walk through the day-to-day tasks, key projects, and overall objectives in more depth.

When a new employee clearly understands their role, they are less likely to feel overwhelmed or confused in those early days. You can also use this conversation to highlight the skills or experiences they bring that align with the company’s immediate needs, creating a sense of purpose from day one.

A structured set of goals for the first three months helps the new hire stay focused and provides a sense of progression. For the first 30 days, focus on learning objectives: understanding the company culture, familiarizing themselves with internal processes, and getting to know their colleagues and systems. By 60 days, they should be comfortable with their role and starting to contribute to small projects or tasks independently. The 90-day mark is when new hires should be fully integrated, consistently adding value to their team, and reaching key performance indicators (KPIs) relevant to their position.

To hit the ground running, employees need the right resources at their disposal. This includes not just physical tools (like laptops and access to software) but also informational resources such as training materials, internal documentation, and key contacts. Make sure these are ready and easily accessible on day one. Some onboarding software platforms can automate the delivery of these resources, allowing new hires to access everything they need at their own pace.