The first day at a new job should feel exciting, not like a trip to the DMV. But all too often, onboarding is treated like a checklist instead of a powerful opportunity to build culture, create intentional connection, and make new hires feel like valued team members.
When onboarding is lackluster or uninspired, it sends the wrong message. New hires will start to feel disconnected, be unsure of their place, or question whether they made the right decision.
The consequences of a poorly executed onboarding process often present as early turnover, slower ramp-up times, and lackluster cultural engagement from day one.
If your onboarding process feels flat or transactional, it might be time to rethink your approach. Here are seven ways to transform your onboarding experience into something memorable, energizing, and genuinely engaging.
Start Before the First Day with Preboarding
Accepting a new job offer is often a big decision for any employee, and like any large investment such as buying a home or a car, your new employees need consistent reminders that they made the right choice.
The window between offer acceptance and day one is a golden opportunity to start building excitement for their new position as well as trust in your organization and team. One of the later recommendations is to send a welcome kit to new hires prior to their first day – that is a great step to include in what is known as the preboarding process.
Preboarding involves light, friendly communication that keeps new hires in the loop, answers practical questions, and helps them feel prepared. Implementing preboarding communications reduces anxiety and helps the new hire arrive feeling confident and well-informed. It also minimizes the number of questions HR and managers field on day one.
Instead of waiting until their first day to reach out again, the new employee’s future managers or team members can send a series of communications via email, video message, phone call, written letter, etc. with:
- Information about what the new employee can expect on the job.
- Housekeeping items such as dress code, office hours, and benefits information.
- Positive culture-building stories or anecdotes.
- Statements of how excited the team is to work with the new employee.
You can make this outreach process repeatable and seamless by creating a set of message templates, pre-scheduled messages, automated checklists, and talking points.
Personalize the Experience with Local Favorites
One simple yet powerful way to make new hires feel at home is to share a list of your team’s favorite local spots near the office. Whether it’s the best coffee shop for a morning pick-me-up or a must-try taco place for lunch, a personalized list of neighborhood favorites adds a warm, human touch to onboarding. Imagine receiving a note that says, “Jasmine swears by the cold brew at Java Junction,” or “You have to try the quesabirria tacos at La Taqueria! Chris says it’s a rite of passage.”
This is a personal yet casual strategy for immediately connecting the new hires to the team in a real-world way. It also serves as an opportunity to spark engagement and buy-in among your existing team members by giving recognition to the interests and tastes they are proud to claim.
To make this easy to maintain, ask employees to submit their local favorites through a short form every quarter. Then, compile and share the updated list as part of a welcome email or printed onboarding packet. Though this might seem like a small gesture, it goes a long way in creating a sense of community from day one.
Send a Welcome Package that Feels Thoughtful
There’s something energizing about receiving a gift with your new company’s logo and name on it! Sending a welcome kit to a new hire before their first day on the job makes a tangible impression while signaling that the company is excited to have a new team member on board.
A welcome kit might include branded items like a t-shirt, mug, pen, or notebook, but what really elevates it is the personal touch of a handwritten note from a future manager or teammate. This small gesture can make a lasting impression and show new hires that they’re genuinely valued from the start.
For example, a new hire might receive a branded hoodie, a company sticker, and a note that reads, “We’re so glad you’re here! Your skills and energy are exactly what we need. Welcome to the team! We hope you find this hoodie and our team to be a cozy fit!” These little touches can turn a first day into a memorable milestone.
To streamline the process, keep a small inventory of swag items on hand or partner with a quick-order vendor to handle fulfillment. Automating this process or adding it to a checklist in your HRIS or ATS can also help with making sure the process is seamlessly incorporated and cemented within the onboarding processes.
Assign a Buddy or Mentor
Starting a new job can be daunting, but assigning a peer mentor or “buddy” can ease that transition significantly. A buddy program offers new hires a go-to person for questions. This program of matching new employees with those who know the ropes can demystify both official policies and the all-important “unwritten rules” of the workplace.
Buddy or mentor programs build connection, improve retention, increase early productivity, and most importantly propagate culture.
Picture this: A new operations associate is paired with a tenured team member who explains not just how to submit PTO, but also which Slack channels are most useful as well as how casual “Casual Friday” really is. This kind of real-world guidance can be priceless in those first few weeks on the job.
You can set expectations for the buddy’s role by providing all buddies and new hires with a short guide that:
- Explains the value and goals of the program.
- Outlines a check-in schedule.
- Recommends what tips or advice to provide.
- Establishes appropriate boundaries for the new hire and buddy.
To incentivize becoming a buddy or mentor and to thank those who are serving in the role, consider recognizing outstanding mentors in team meetings. These moments of recognition can also serve as an opportunity to reinforce the value and goals of the program.
Gamify the Onboarding Journey
Onboarding doesn’t have to be dry or procedural. Turning it into a game or challenge can introduce fun and structure to the process, especially for younger teams or remote employees.
New hires might “unlock” badges for completing tasks like setting up their email, attending orientation sessions, or meeting with different departments. This approach makes the learning process feel more engaging and rewarding.
Onboarding checklists can be turned into a digital “mission board” or “exploration map” with each item completed earning the new hire points or progress toward a small reward like a gift card or company shoutout.
Though gamification may seem cheesy, it encourages engagement and reinforces a sense of accomplishment. According to AmplifAI, companies integrating gamification into training and onboarding processes boost employee engagement by 60%.
Though project management and productivity tools such as Trello, Notion, or Asna can be used to build out a custom, gamified onboarding journey for new hires, most HRIS or ATS platforms can also be adapted to include gamified elements.
At the very least, organizations can develop a gamified onboarding process via Excel or Google Sheets. It doesn’t need to be complex; it just needs to be fun and meaningful!
Include a “Culture and Values” Session that Feels Authentic
A powerful onboarding program informs new employees about how to do the job while helping them understand the why behind it. Hosting a session where a senior leader or founder shares the company’s values, mission, and founding story can be deeply impactful for new employees.
This is a chance for intentional storytelling that fosters and enhances culture. The session should answer questions such as:
- How or why did the organization start?
- What value does the organization provide to its stakeholders?
- What qualities, values, or characteristics unite the team?
- What challenges has the organization overcome?
- What wins have been most meaningful?
When new hires hear directly from leadership about what matters and why, they feel more connected and inspired. These conversations bring your culture to life and clarify what success looks like beyond the employee handbook.
To keep it authentic, make this a live conversation around a table rather than a scripted presentation. It’s super important to leave time for Q&A so new hires can engage meaningfully and start building relationships with leaders.
Ask for Feedback Early and Often
Feedback is your most valuable tool for improving your onboarding process and tailoring it to meet the specific needs of your future new hires. It’s also a way to show new hires that their voices matter.
Sending a short check-in survey at the end of week one, or even after the first day, signals that you care about their experience and are committed to getting it right.
A simple Google Form can uncover quick wins and long-term improvements by asking questions like:
- What was most helpful as you started your new position?
- What was confusing or needed more clarification when you started?
- What could have made your first day better?
It’s important to review the feedback regularly and to share it with all parties responsible for onboarding. Also, if you implement a change based on someone’s suggestion, tell them! That kind of follow-through builds trust and reinforces a culture of listening and giving constructive feedback.
Let’s Make Your First Impression Count
Onboarding is your organization’s first impression, and you never get a second chance to make one. By taking the time to thoughtfully design an experience that’s personal, warm, and engaging, you help new hires hit the ground running and set the tone for the kind of employer you want to be.
If your onboarding process needs a refresh, if you don’t have an onboarding process at all, or if you need additional support to facilitate your onboarding process, HRG can help. Our team specializes in building strategic, culture-forward onboarding experiences that drive productivity, retention, and engagement from day one.
Let’s build something great together. Schedule a free consultation.
