Why your new hire experience needs to go beyond paperwork and into purposeful integration.
We've all seen it before:
A new hire walks in for their first day, gets a warm welcome, signs the forms, picks up some swag, and ... that's about it. A few weeks later, that same employee is disengaged, uncertain, or even on their way out.
Here's the truth:
Orientation gets someone into the building.
Onboarding gets them into the business.
If you want to retain top talent, speed up productivity, and build trust early - your onboarding program needs to go beyond the basics and become a true integration process.
Why Onboarding Matters
Research shows that companies with strong onboarding processes improve new hire retention by 82% and productivity by over 70%. But most organizations focus only on logistics, leaving relationship building, culture, and expectations to chance.
Effective onboarding is one of the highest leverage investments you can make in your people, especially for small and mid-sized businesses.
Three Phases of Purposeful Onboarding
At CSM, we help clients think of onboarding in three intentional phases:
Phase 1: Preboarding (Before Day 1)
This is your opportunity to create confidence before the employee even walks through the door.
What it looks like:
Welcome email or video from the team
Tech setup + systems access arranged in advance
Clear schedule for the first week
Paperwork and compliance tasks completed digitally
A brief introduction to company values, mission, and org structure
Why it matters:
Early communication builds trust. It reduces first-day friction and shows that your team is prepared and excited for them to join.
Phase 2: Orientation & Foundation (Day 1-30)
This is where most companies stop, but it should just be the beginning.
What it looks like:
Warm in-person or virtual welcome
Role clarity: responsibilities, expectations, goals
Introductions to team, stakeholders, and internal partners
Overview of tools, systems, and workflows
Regular manager check-ins (ideally weekly)
Introduction to company culture and social norms
An assigned peer buddy or onboarding coach
Why it matters:
The first 30 days set the foundation for the employee's journey. A structured and supportive experience creates clarity, reduces anxiety, and helps new hires feel connected faster.
Phase 3: Assimilation & Activation (Day 31 - 90+)
This is where long-term success is shaped - and often forgotten.
What it looks like:
Stretch projects or role-specific challenges
Continued manager 1:1s focused on progress, blockers, and growth
Check-ins with HR or onboarding lead to surface early feedback
A 60- and/or 90-day review conversation to align expectations
Introduction to performance feedback or development tools
Skip-level or cross-functional conversions to build broader perspectives
Why it matters:
Most early turnover happens between Day 30 and Day 90 - after the welcome party is over and reality sets in. Assimilation ensures that new hires feel valued and equipped as they transition from "new" to fully contributing team members.
The Manager's Role is Critical
Onboarding isn't HR's responsibility alone - managers are the single most important factor in a new hire's success.
Managers should be trained and supported to:
Set clear expectations early
Provide weekly check-ins and feedback
Be available for clarification and coaching
Integrate the employee into team meetings, rhythms, and decisions
Monitor for early signs of disengagement or overwhelm
A consistent manager presence in onboarding builds loyalty and reduces time to productivity.
Avoid These Common Pitfalls
Even well-intentioned teams fall into these traps:
Too much too soon: Overloading new hires with tools, policies, or product knowledge without context
Unstructured manager involvement: Leaving it up to the manager without providing templates or timelines
Cultural disconnect: Skipping the "how we work together" conversations in favor of tasks and tools
No feedback loops: Not asking the new hire how onboarding is going - or what could be improved
Fixing these gaps doesn't require huge investments - it just requires planning, intention, and follow-through.
Ready to Strengthen Your Onboarding Process?
If your team is growing, or if you're experiencing early turnover or slow ramp-up, your onboarding process may need a refresh.
We've created a free onboarding essentials worksheet you can use to assess and improve your current program.
Or schedule a consult to walk through your current onboarding experience.
Christy Smith, SHRM-SCP | Founder, CSM Consulting
Helping businesses build better people practices—practically and strategically.
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