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How to speed up your HR onboarding process for new employees

6 min read

Jan 20, 2025

What is the employee onboarding process in HR?

Onboarding is the process of introducing a newly-hired employee to your business. It helps new employees understand their new place of work, their role, and what is expected of them in their new position.

It’s a key process that helps to integrate new hires into your organization and get them up to speed on the people and company culture.

Why is employee onboarding important?

According to research by Brandon Hall Group, companies that have a strong onboarding process improve their retention of new hires by 82% and productivity by over 70%.

A good onboarding process can help to set good expectations for the new hire’s experience at your company and ensure they feel welcome. The process should help them settle in faster, establish relationships with their new colleagues, and ultimately hit the ground running in their new role.

A professional smiles while speaking on their mobile device.

What is the process for onboarding new hires?

The new employee onboarding process differs from organization to organization. However, it typically involves the following five steps:

1. The recruitment stage—preboarding

The hiring process is often regarded as separate from onboarding, but they are closely connected. In some ways, onboarding starts at the very beginning of the recruitment process, with setting good impressions in clear job descriptions and interviews.

The period between the sending of an offer letter and the new hire’s first day is known as “preboarding.” During this stage, you'll be answering any questions the new hire has before they start, keeping in touch, and making sure they have everything they need for their first day.

2. The week before joining

As the new hire’s start date approaches, it’s time to send them the relevant paperwork, company policies, and forms, as well as organizing their equipment and access.

At this stage you will:

  • Send relevant documents and materials, such as contracts to sign and employee handbooks

  • Send equipment such as a laptop and finalize resources such as a work email account and network access

  • Confirm their personal information to be added to your internal systems

  • Schedule introductory meetings and your first day induction call

  • Send a welcome email with important information, such as how to get to the office if they are working on-site

A remote worker looks at their computer monitor during a virtual meeting.
A remote professional smiles at their laptop.

Common difficulties with the onboarding process

Some common difficulties HR teams face with onboarding include:

  • A lack of pre-boarding, causing new hires to feel unprepared and overwhelmed on their first day
  • Neglecting feedback, making employees feel unheard and unvalued
  • Low-quality or inaccurate information for new employees, leading to confusion or frustration
  • Misleading job descriptions and unclear expectations, leaving new employees feeling lost or unsure of their role in the company
  • Failing to demonstrate the relevant software, hindering the new hire's ability to perform their job effectively
  • Giving too much information too quickly, inundating the new hire with document overload
  • A lack of introductions and team building activities, making new employees feel isolated and disconnected from their colleagues

All of these factors can contribute to a negative onboarding experience and ultimately, result in a disengaged and unmotivated employee.

It is crucial for companies to invest time and resources into creating a comprehensive and effective onboarding process to set their new employees up for success. By doing so, they can ensure a smooth transition into their new role and foster a positive and productive work environment.

A new employee of Cobalt Circle Corporation inserts an eSignature into a digital document.

How to speed up the onboarding process

We’ve explored the onboarding process and discussed the different people and materials involved throughout. But when this often takes longer than it should do, what can you do to streamline it?

Dropbox offers a suite of tools to help HR professionals speed up onboarding new hires. These allow you to:

  • Customize documents and templates with logos, fonts, and colors for consistent branding across your onboarding materials

  • Manage important documents by tracking views, forwards, and downloads with DocSend

  • Improve turnaround time and automate workflows with information tracking and built-in reminders using Dropbox Sign

  • Stay updated on internal progress with file activity tracking and comment notifications

  • Build a trustworthy reputation among employees and candidates by protecting sensitive information at all times

When used as part of your HR workflow, these features save you significant amounts of time so you can focus on nurturing your relationship with your new colleagues.

Sign paperwork without all the paperwork

With legally binding eSignatures you can send out new hire documents and get them signed, fast.

Make onboarding new hires a breeze

Dropbox provides HR professionals with a comprehensive set of tools and resources to streamline the onboarding process for new hires.

With features such as automated workflows, customizable templates, and secure file sharing capabilities, HR professionals can easily collaborate with hiring managers and ensure a smooth transition for new hires.

By utilizing Dropbox's onboarding tools, HR professionals can save time, reduce administrative burden, and provide a positive experience for new hires as they integrate into the organization.

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