New Employee Onboarding Guide [With Templates]

By Sivan Kaspi, Updated on June 23, 2024, 6 min read
New Employee Onboarding Guide

Onboarding new employees is a crucial process that sets the tone for their entire journey within your organization. A well-structured onboarding program can lead to increased productivity, higher job satisfaction, and greater employee retention. To help you create a successful onboarding experience for your new hires, I’ve broken down a four-week plan with explanations and examples.
To help you manage the onboarding process and make your new hire’s first days go more smoothly, I’ve put together helpful Spike Meeting Note templates for you to use.

How to use the templates:

  1. To use the following templates create an account on Spike or Log into your existing account

  2. Simply duplicate them by clicking on the three dots in the upper right corner, then click on “Duplicate”, and edit as needed.

[TEMPLATE] Meeting Minutes 🗒️

[TEMPLATE] Project Planning 🎯

[TEMPLATE] To-Do list

[TEMPLATE] Notes ✍️


Start Your New Hire’s Journey Before They Arrive

Don’t let your new employees’ first day be their first introduction to your company. Instead, kickstart the onboarding process even before they walk through the door. Create a preboarding workflow that streamlines the paperwork and administrative tasks, allowing new hires to hit the ground running on their first day.
Here’s how you can make the most of preboarding:

  • Utilize Technology:

    Use platforms like Spike to upload all necessary onboarding documents and forms so new employees can complete them ahead of time. This saves valuable time and ensures that paperwork doesn’t eat into their first-day experience.

  • Task Lists for Efficiency:

    Implement task lists to delegate responsibilities effectively. Have the IT department organize the required equipment and task the new hire’s manager with a check-in process. This way, all the nitty-gritty details are handled, and your new team members can use their first day to build connections and get to know their colleagues.

  • Personalize the Experience:

    Take the time to personalize the preboarding experience for each new hire. This could include sending them a welcome video from the CEO or providing them with a customized onboarding checklist. By personalizing the experience, you’ll make your new hires feel valued and appreciated.

  • Provide Access to Resources:

    Make sure your new hires have access to all the resources they need to be successful. This could include providing them with a company-shared document or giving them access to a learning management system. By providing access to resources, you’ll help your new hires hit the ground running.

  • Track Progress:

    It’s important to track the progress of your new hires throughout the onboarding process. This will help you identify any areas where they may need additional support. By tracking progress, you can ensure that all your new hires are set up for success. One way to do this is to schedule meetings to discuss the onboarding process and answer any key questions.

By following these tips, you can create a preboarding process that will help your new employees feel welcome, prepared, and ready to make a meaningful contribution from day one.

Optimize your employee onboarding process with the right templates


Week 1: Orientation – Laying the Foundation

In the grand scheme of things, Week 1 may seem like a mere drop in the ocean of an employee’s career, but it’s a week of paramount importance. During this initial phase, new hires embark on their journey with your organization, and the impression they form in these early days can significantly impact their tenure and productivity.
The primary focus of Week 1 is to introduce your new team members to the heart and soul of your company: its culture, values, and their individual roles. Think of it as the bedrock upon which their entire experience will be built.
Activities and Examples:

    • Welcome Session: Begin with a warm welcome session where new hires meet the leadership team and fellow employees.


    • Company History and Culture: Share the company’s history, mission, and core values to instill a sense of belonging.


    • Role Introduction: Provide an overview of their roles and responsibilities, helping them understand their place in the organization.


  • Technology Setup: Ensure they have access to all the necessary tools and software required for their role.



Week 2: Training and Skill Development

Week 2 is where the real magic starts to happen in your new employee’s journey. While Week 1 introduced them to the company’s culture, values, and their role, Week 2 takes those foundational elements and propels them forward, helping your new hires become confident contributors.
Activities and Examples:


    • Role-Specific Training: Offer specialized training sessions or workshops tailored to their roles. For example, if the role requires certain IT skills, you can provide opportunity to complete IT Certifications on online platforms like Examcollection. This ensures they have the necessary skills to perform their best in the role.


    • Mentorship Introduction: Connect them with a mentor or buddy who will guide them through their early days.


    • Company Policies: Make sure they understand company policies, including codes of conduct, ethics, and security.


  • Project Overview: Provide insight into ongoing projects and explain their roles within these projects.



Week 3: Integration and Team Building

Week 3 is like the social mixer of onboarding, where you’re not just introducing your new hires to their roles but also to the people they’ll be working with. Building these connections promotes teamwork and makes the job more enjoyable. By the end of this week, your newbies should feel like they’re part of a lively, welcoming community that’s ready to take on challenges together.
Activities and Examples:

    • Team Meetings: Encourage attendance at team meetings and promote active participation in discussions.


    • Lunch and Learns: Organize informal learning sessions over lunch to encourage social interaction and knowledge sharing.


    • Networking: Facilitate connections with colleagues from different departments to broaden their understanding of the company.


  • Team-Building Activities: Engage in team-building activities or events to build camaraderie and trust.



Week 4: Goal Setting and Feedback

Week 4 is all about looking forward, not backward. It’s about setting the stage for your new hires’ long and successful careers with your organization. By the end of this week, they should have a clear vision of their role in your company’s mission and a roadmap for their professional growth. It’s about saying, “Here’s where we’re headed, and we’re excited to have you along for the ride!”
Activities and Examples:

    • Goal Setting: Collaborate with new hires to set SMART (Specific, Measurable, Achievable, Relevant, Time-bound) goals for their future.


    • Feedback Session: Establish a feedback loop where new hires can provide input on their onboarding experience and receive constructive feedback.


    • Performance Expectations: Clarify performance expectations for their roles and responsibilities.


  • Next Steps: Develop a plan for their ongoing growth and development within the organization.


In Conclusion

A successful onboarding process is essential for the success of new employees and the organization as a whole. This guide provides a roadmap for managers, emphasizing the importance of dedication, open communication, and unwavering support for new hires. As you implement this four-week onboarding plan, remember that support and guidance are the keys to a smooth transition. Encourage your new employees to ask questions and seek assistance, and together, let’s celebrate successful onboarding and the continuous growth of your organization!
Here are some additional tips for a successful onboarding process:

  • Ensure your new employees have all the information they need to succeed, including their job description, company policies, and benefits.

  • Provide training and development opportunities so your new employees can grow in their roles.

  • Create a positive and supportive work environment where new employees feel comfortable asking questions and seeking help.

  • Celebrate successes and milestones along the way to help your new employees feel like they are part of the team.

By following these tips, you can create a successful onboarding process that will benefit your new employees and your organization as a whole.

Sivan Kaspi Sivan is the Director of Marketing at Spike. A firm believer that the right kind of tech actually helps us use it less, she is passionate about tools that improve our lives. She starts off each morning reviewing her Spike feed over a good cup of coffee.

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