Manager’s guide to onboarding
New starter on Monday and no idea where to begin?
Start here.
The interview is over and a new person has joined your team. What you do over the next few weeks shapes how well they perform and whether they’re still with you a year from now. Here’s what to plan for, from the email before day one to the opportunities you create by month three.
1Before they walk in the door
Good onboarding starts before day one. A little preparation means your new starter arrives expected, not overlooked.
2Day one and week one
Be there. Keep your diary clear on day one rather than handing over a stack of policies and disappearing.
- Introduce them to the people they’ll work with most.
- Assign a buddy, someone other than you, who can field the “silly” questions without judgement.
- Explain how the team really works: how people communicate, when meetings happen and the unwritten norms.
- Give them something small but real to work on early. Contributing quickly builds far more confidence than reading documentation.
Why the first week matters
A new starter forms their impression of the team, and of you, faster than you think. A first week that feels planned and personal tells them they made the right call.
3Run a set induction program
Whether your induction lasts one day or one month matters far less than having one. A defined program that every new starter goes through, and that they know exists, shows them their manager has invested in their success. Most people notice and value that.
Share the plan upfront: what they’ll learn, how they’ll learn it and who they’ll learn it with. Resist the urge to cover everything. Aim for a clear overview of team tasks, systems training and the procedures that genuinely apply to their role, without tipping into information overload.
Map the first 90 days together
Talk through what success looks like at 30, 60 and 90 days so no one is guessing. Neither of you wants to reach the end of probation and discover you’ve been working from different pages. Each checkpoint is a chance to confirm they’re on track and getting the support they need.
Settled in
Knows the team, the systems and how work gets done. Early tasks completed with support.
Contributing
Handling core responsibilities with growing independence and asking sharper questions.
Owning the role
Working to the role’s expectations, with a shared view of progress heading into probation review.
Habits that turn a new starter into a stayer
Make expectations clear
Spell out their responsibilities, who they’ll work with and how decisions get made. Then explain the “why”: who your customers and stakeholders are, and where their role fits in the bigger picture.
Check in often, early on
Meet one-on-one at least twice a week in the first few weeks, more often than with established staff. Ask open questions about what’s confusing, what’s going well and what they need. New starters rarely admit they’re struggling, so make it explicitly safe to say so.
Get to know the person
Have an honest conversation about how they like to work, how they prefer to receive feedback and where they want their career to go. Ask about any adjustments they need, whether for accessibility, health, caring responsibilities or working hours. People who feel seen settle in faster.
Let feedback flow both ways
Give early, specific feedback, including the positive, so they know they’re on track. Then ask what they’ve noticed. Fresh eyes spot the inefficiencies and odd habits everyone else has stopped questioning.
Look after the rest of your team
A new arrival affects everyone. Someone may be carrying extra work to train them, or feel their own role is shifting. Acknowledge it openly and share the load fairly to keep things running smoothly.
Create space and opportunity
Give them room to learn, and early chances to use their strengths and show what they can do. Most leaders leave this until later; don’t. Connect them with key stakeholders across the business, too. People perform better when they know who they’re working with.
Onboarding isn’t paperwork. It’s the first proof that joining your team was the right decision.
Prepare early, show up, set a clear plan and keep checking in. Do that, and you’ll build someone who performs well and chooses to stay.