The employee onboarding process is a critical step in setting up new hires for success, and as we move into 2025, it's more important than ever to create a seamless, engaging experience.
The way companies onboard employees has evolved, driven by new technology, remote work trends, and changing workforce expectations.
This guide will walk you through the key elements of an effective onboarding strategy, offering insights into the latest tools, best practices, and strategies that will help new hires feel welcomed, informed, and ready to contribute to their teams.
What is the New Employee Onboarding Process?
The new employee onboarding process helps new hires integrate into an organization by introducing them to their role, the company culture, and essential tools.
It usually takes place during their first week or first month of work to make them feel comfortable and welcomed from day one. In some complex cases, the onboarding process may extend through the new hire's first year.
Nowadays, this process is more personalized and tech-driven than it was a decade ago, often combining digital resources, virtual training, and interactive experiences.
Why Employee Onboarding Videos Are Essential?
Employee onboarding videos are a powerful tool for enhancing the experience. They provide a visually engaging and consistent way to introduce new hires to key company information, from organizational culture to role-specific tasks.
Videos can easily convey complex ideas, demonstrate processes, and showcase company values, making them more memorable than traditional text-based materials.
In 2025, videos are especially valuable in remote and hybrid work environments, allowing employees to access essential information anytime, anywhere.
5 Key Advantages|5 Key Advantages of Using Videos in Onboarding
Using videos in the onboarding process offers several advantages for both employees and organizations.
They provide an engaging, efficient way to deliver important information, enhance engagement, and streamline training.
Here, we’ll highlight five key benefits of incorporating videos into onboarding to boost employee integration and retention.
Advantages
Description
Quickly Grasp the Organization’s Values
Videos allow new hires to quickly understand the company’s mission, vision, and values. Through engaging storytelling and visual cues, interactive onboarding videos help employees connect with the organization on a deeper level, making aligning with the company from day one easier.
Minimize the Risk of Missing Critical Information
Videos ensure that all new employees receive the same crucial information, reducing the chances of important details being overlooked or missed. By standardizing key content delivery, videos create consistency and help HR teams maintain quality control throughout the onboarding process. For instance, with Guidde’s AI technology, creating personalized video flows is as simple as a few clicks, with all the necessary information organized and hosted in one central location.
Guarantee Easy Access to Information
Videos provide employees with the flexibility to access onboarding content anytime, anywhere. Whether in the office, at home, or on the go, new hires can review information as needed, making the onboarding process more convenient and adaptable to different schedules.
Improve Employee Retention
A well-structured onboarding experience, supported by videos, helps new hires feel more engaged and supported. This sense of connection and clarity in their role boosts confidence, leading to improved job satisfaction and, ultimately, higher employee retention rates.
Optimize Efficiency and Reduce Costs
Onboarding videos save HR professionals significant time and resources by reducing the need for repetitive in-person training sessions. Videos can be reused for future hires, streamlining the onboarding process and cutting down on administrative costs. All of this while providing a high-quality, consistent employee experience.
Key Steps to Create an Onboarding Process|Key Steps to Create an Effective Onboarding Process
Creating an effective onboarding plan is essential for helping new employees integrate smoothly into their roles and the organization.
Here are six key steps to help you build a comprehensive and effective process for onboarding new hires.
1
Identify Essential Information
It’s crucial to identify what information new employees need from day one. This includes company policies, role-specific expectations, job descriptions, and other key details that will help them perform well.
Remember that new hire orientation provides essential information from the start, setting them up for success in their new role.
2
Handle Logistical Preparations
Before the new hire’s start date, ensure the workspace is prepared, and all logistical arrangements are in place.
This includes setting up an office, creating employee credentials, completing human resources paperwork, and providing access to the tools and systems they’ll need.
3
Connect New Hires With Team Members
Help new employees build connections by introducing them to their teammates and other key contacts.
This is essential for fostering collaboration and ensuring they know who to approach for support.
For instance, you could organize a team lunch, a virtual happy hour, or a quick introduction on your team messaging platform.
4
Define the Onboarding Program Timeline
Establish a clear timeline for the onboarding process, outlining key steps, deadlines, and the overall program duration.
The extent should depend on the complexity of the role and how quickly the new hire grasps the information. Regular check-ins with managers can help assess progress and ensure retention.
5
Clarify the New Role and Key Objectives
On the employee’s first day, clearly outline the new hire’s job expectations, performance metrics, and key objectives based on the initial job offer. This transparency builds confidence and helps new employees understand what’s expected of them.
6
Continuously Improve the Onboarding Process
Monitor the effectiveness of your onboarding process. Gather feedback from new hires and managers to identify areas that need improvement, ensuring each new hire’s experience is optimized for success.
6 Best Practices|6 Best Practices to Optimize the Onboarding Experience
Once you've outlined the key elements of your onboarding process and collected the necessary content, it's time to begin crafting the experience.
But what makes for good onboarding? Here are some important considerations to provide a smooth and dynamic process.
Plan Preboarding Activities
Preboarding activities are a great way to build excitement and engage new hires before their first day on the job.
The goal is to make them feel welcomed and prepared, setting a positive tone from the start. Let’s see some preboarding examples:
Share a personalized video from the team or manager, introducing the company culture and giving a warm welcome.
Organize informal team sessions.
Send out an onboarding checklist.
Provide a welcome kit with company-branded items like mugs and t-shirt.
Introduce Company Values
Introducing company values early in the onboarding process is crucial for setting the tone for their behavior and decision-making.
To make this experience engaging, consider creating interactive videos featuring senior leaders explaining the organization’s values and how they influence everyday work.
This approach not only communicates the values clearly but also allows new employees to connect with leadership and feel a sense of alignment with the company’s culture.
Avoid Overwhelming New Hires
Overloading new hires with information can lead to confusion and stress. Here are some best practices to keep in mind:
Break the onboarding process into manageable steps.
Start with key information and gradually introduce more details.
Allow time for questions.
Ensure they can absorb the material at their own pace, helping them feel confident and engaged.
Schedule Weekly Check-ins
Regular day-to-day or weekly check-ins are essential to assess how well the new hire is adapting to the workflow and identify any challenges they may be facing.
These follow-up meetings provide an opportunity to address any concerns, offer additional support, and ensure they are on track with their responsibilities.
By staying proactive, you can help them overcome obstacles early and ensure a smoother transition into their new role.
Encourage Feedback and Open Communication
Listening to feedback from new employees helps improve the onboarding process for future hires.
By accepting their suggestions and opinions, you can make adjustments that enhance the experience and show that their input is valued.
Leverage Technology for Optimal Results
Using technology in the onboarding process can significantly improve efficiency and engagement.
Tools like video documentation platforms, onboarding software programs, automated workflows, and digital training modules streamlike tasks and provide new team members instant access to necessary resources.
By integrating the right tools, you can get onboarding templates, reduce new hire paperwork, and transform employee handbooks into interactive how-to guides.
Examples and Case Studies|Examples and Case Studies of Successful Onboarding Programs
If you’re looking for innovative ideas and cutting-edge strategies, next, we’ll explore real-world examples of organizations that have successfully implemented onboarding programs.
Accenture: Virtual Reality Onboarding in the Metaverse
Accenture has taken onboarding to the next level by using virtual reality (VR) in the Metaverse to welcome new team members.
Through immersive VR experiences, new employees are introduced to the company culture, team, and role in a highly interactive environment.
These are some key takeaways from this use case:
Welcomes new hires in a virtual space.
Provides a unique and memorable onboarding experience.
Enhances employee engagement through interactive VR experiences.
Makes onboarding more inclusive, particularly for remote employees.
Taktile: Ongoing Feedback Throughout the Onboarding Process
Taktile has implemented a continuous feedback loop during their onboarding process, allowing new hires to share their experiences and provide insights throughout their first few months. Main takeaways:
Ensures that onboarding is continuously improved and tailored to meet the needs of each employee.
Helps identify potential issues early on.
Continuously supports new hires.
Fosters a culture of open communication from the very start.
Spotify: Fostering Innovation With «Controlled Chaos»
Spotify’s onboarding process embraces a culture of «controlled chaos», where new hires are encouraged to explore and experiment within the company.
Promotes creativity and innovation by giving employees the freedom to dive into various projects and collaborate across teams early on.
By balancing structure with flexibility, it fosters a dynamic and adaptive environment.
Helps new employees quickly integrate and contribute to the company’s fast-paced, innovative culture.
Netflix: Onboarding Focused on Company Culture
Through an inspiring video, new employees are introduced to Netflix's core values, such as freedom, responsibility, and innovation, ensuring they understand the expectations and the company's approach to work.
By prioritizing culture in onboarding, the company helps new hires align with its high-performance environment.
Furthermore, it fosters a sense of ownership and inspires greater engagement and accountability among team members
Buffer’s Buddy System
Buffer’s onboarding process includes a unique «Buddy System», where each new hire is paired with an existing team member who serves as a mentor and guide throughout their first few months.
These are some major advantages of a buddy system:
Provides personalized support: new hires have a go-to person for questions and guidance, easing their transition.
Fosters a sense of belonging: buddies help new employees feel more connected to the team and company culture.
Improves knowledge sharing: buddies share valuable insights and practical tips, helping new hires adapt faster.
Enhances employee satisfaction: the buddy system promotes social interaction, helping new hires feel more engaged and supported.
Reduces stress and anxiety: having a familiar person to turn to reduce the uncertainty and pressure of starting a new job.
Zapier: Streamlined Onboarding Through Automation
Zapier leverages automation to create an efficient onboarding process that minimizes manual tasks and saves time—such as setting up employee accounts, granting access to tools, and sending welcome emails.
These are the advantages of automating simple onboarding tasks:
Ensures a seamless and consistent experience for new hires.
Allows new employees to get started quickly without delays or confusion.
Reduces the administrative burden on HR managers.
Makes the onboarding process streamlined, efficient, and scalable.
Verisys: Customized Remote Onboarding
Recognizing the challenges of remote work, Verisys offers a personalized remote onboarding experience tailored to each new hire’s role and needs.
This personalized onboarding includes:
A warm welcome message on their messaging platform.
One-on-one virtual meetings.
Customized training sessions.
Tutorial videos and comprehensive technical guides.
Regular check-ins.
Equipment and company swag.
Overall, this helps new hires feel engaged and integrated into the company, regardless of location. It also ensures a smooth and personalized onboarding experience, making remote employees feel welcomed and supported from day one.
Google’s «Noogler Program»
Google’s «Noogler program» offers a unique approach to onboarding, ensuring that new hires, or «Nooglers», experience a smooth and engaging transition into the company.
What’s included in the program? Let’s dive into its main pillars:
Culture introduction: from day one, «Nooglers» are introduced to Google’s culture and values.
Complementary material: Google provides resources through a structured program that includes employee orientation sessions, social events, and mentoring.
Pairing system: The program pairs new employees with experienced «Googlers» to guide them through their first few months, helping them navigate the company and build relationships.
This comprehensive, supportive onboarding experience helps «Nooglers» feel integrated and aligned with Google's innovative and collaborative culture.
Zappos’ Engaging Customer Support Training
Zappos is known for its exceptional customer service, and its onboarding program reflects this commitment. New hires undergo an immersive customer support training program that goes beyond traditional methods.
They are encouraged to experience the customer journey firsthand, including shadowing calls and engaging in role-playing exercises.
Zappos emphasizes the importance of empathy and connection, ensuring employees understand the company’s customer-first mentality.
This hands-on, engaging training approach helps new hires build strong communication skills and a deep understanding of Zappos’ customer service philosophy from the start.
HubSpot: In-Depth Product Training
HubSpot offers comprehensive product training as a core component of its onboarding process.
New hires are provided with detailed, hands-on training called «Foundations» to ensure they fully understand the company’s suite of tools and products. The training includes:
Welcome sessions: this covers all the key information for new hires, including company culture and role expectations
Product training: it includes video tutorials, demos, interactive sessions, and real-world use cases
Remote onboarding: HubSpot’s onboarding process is designed to work seamlessly in a remote environment, offering tailored content and product training to ensure a smooth transition for new hires
This in-depth approach makes a strong first impression of the company. Moreover, it equips new hires with the skills and confidence needed to support customers and align with the company’s mission of helping businesses grow.
A well-designed onboarding process is key to helping new hires feel supported and ready for success.
By incorporating best practices like onboarding videos, personalized training, clear communication, and innovative tools, companies can create an engaging and efficient experience.
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