{"id":178684,"date":"2026-01-19T11:19:39","date_gmt":"2026-01-19T09:19:39","guid":{"rendered":"https:\/\/factorialhr.com\/blog\/?p=178684"},"modified":"2026-01-19T11:21:58","modified_gmt":"2026-01-19T09:21:58","slug":"creating-an-effective-onboarding-workflow","status":"publish","type":"post","link":"https:\/\/factorialhr.co.uk\/blog\/creating-an-effective-onboarding-workflow\/","title":{"rendered":"Creating an Effective Onboarding Workflow"},"content":{"rendered":"

Onboarding recruits is a crucial part of a manager\u2019s role. Ensuring that new employees have a positive experience in the lead-up to starting the role and in the first few days, weeks and months plays a key role in how they perform, engage and contribute. An effective onboarding process increases productivity and retention rates, but how do you get it right? In this post, we\u2019ll guide you through the steps to creating an onboarding workflow tailored to your business.<\/span><\/p>\n

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The Ultimate Onboarding Checklist<\/h4>\n \n

The perfect checklist for HR professionals onboarding new hires. Download your free checklist to seamlessly welcome new joiners to your team.<\/p>\n \n \n Download for free <\/a>\n <\/div>\n\n

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What is an Onboarding Workflow?<\/b><\/h2>\n

An <\/span>onboarding<\/span><\/a> workflow is a documented process outlining the steps a recruit must follow upon joining the business.\u00a0<\/span><\/p>\n

According to <\/span>Zippia<\/span><\/a>, businesses with an effective onboarding workflow experience productivity gains of over 70%<\/strong> from recruits. In contrast, statistics show that 20% of employees leave new roles within their first 45 days.<\/strong><\/span><\/p>\n

Having a structured workflow provides a template for everyone in the business to use and ensures that everything gets covered. It sets an intentionality about how significant it is to set expectations and make someone feel part of the team right from the start. A framework for onboarding ensures that recruits have what they need and can start developing their full potential immediately.\u00a0<\/span><\/p>\n

\ud83d\udccc Get your free onboarding workflow template<\/a> to effectively welcome your new hires to the team.\u00a0<\/strong><\/em><\/p>\n

Step-by-Step Guide To Creating an Onboarding Workflow<\/b><\/h2>\n

The HR teams usually owns the onboarding workflow process. Often times, they collaborate with other teams to ensure they are tailoring their onboarding sessions with relevant information based on title or department. More and more HR teams are opting to use onboarding software<\/a> to assist them to create effecting onboarding workflows. There are four main steps to follow when creating an onboarding workflow.<\/span><\/b><\/p>\n

Preparation<\/b><\/h3>\n

Once contracts are signed and a new hire is confirmed, the preparation or <\/span>preboarding<\/span><\/a> stage begins. At this point, the focus needs to be on finalising the necessary administration, such as signing contracts, setting up technology and accounts, and scheduling any immediate meetings or training. However, an equally important part of preparation is making the new employee feel welcome before they start. A virtual meeting or phone call before the first day to set expectations can go a long way towards reducing the natural anxiety of starting a new role.<\/span><\/b><\/p>\n

Welcome<\/b><\/h3>\n

The second stage focuses on the first day and first week that the recruit is in role. Adequate preparation for this stage ensures that the employee feels welcomed and included from the start, setting the tone for them to feel valued and engaged – and ultimately supporting them to deliver from the beginning. There\u2019s a balance to achieve between providing enough information so they feel informed and equipped, without overwhelming them. Creating a schedule for the first week that includes informal opportunities to meet teammates and key stakeholders, meetings to cover key areas such as roles, responsibilities, policies and procedures, and adequate time for any essential training will help deliver this balance.\u00a0<\/span><\/b><\/p>\n

Training<\/b><\/h3>\n

While some training is usually essential in the first week of starting a role, an effective onboarding workflow will include a strong focus on the learning and development<\/a> support an individual needs to do their best in the role in the first three to six months. Setting clear goals for different stages of the initial period and providing close guidance, mentoring, and coaching ensures a strong feedback loop between the business and the new employee. Not only does this feedback help the employee feel supported and enable them to do the best work you require, but it also allows an ongoing conversation between both parties about what is working and what is not, and whether the role is the right one.\u00a0\u00a0<\/span><\/p>\n

Feedback<\/b><\/b><\/h3>\n

Companies often overlook the fourth stage of the onboarding process. It\u2019s easy to assume that onboarding is complete after a few months. While the employee may no longer be technically \u2018new\u2019, it\u2019s important to remember that feedback, development goals and appropriate training are still essential to help these employees grow their confidence. Conducting an initial performance review, setting interim goals with role- or team-related objectives, and organising specific training or events to attend are all part of this stage.\u00a0<\/span><\/p>\n

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Create memorable first days for a seamless transition<\/h4>\n \n