Employee Onboarding Policy sample

Onboarding is familiarizing and introducing employees to an organization and its workers while providing them with the resources, tools, and knowledge required to support their role. 

The onboarding process starts once a new hire accepts the job offer and continues for a period of three or six months. 

An organized and structured onboarding process helps the new hire adjust to the company’s culture and improves job satisfaction, retention, and engagement. It also reduces the time required for the employee to contribute effectively to their role.

Onboarding policy sample

The objective of the policy

This onboarding policy aims to outline the onboarding procedure and equip employees with all the tools, knowledge, and resources necessary to thrive in their roles. 

The policy seeks to ensure employees are set up for success by giving them access to essential information, training, and resources from day one. 

The organization fosters a positive and welcoming experience that helps new hires feel valued and integrated into the company culture.

It is also the goal of the policy to reduce early-stage attrition by addressing common challenges faced and to enhance long-term retention by building a strong foundation for employee satisfaction and growth.

Scope

This policy applies to all employees joining the organization including full-time, on-site, remote employees, part-time, and contractual workers. 

The onboarding process will contain several stages for a smooth transition into the organization:

• Preboarding: Activities and communication shall be conducted before the new hire’s first day to make them feel welcomed and prepared.
• Orientation: A formal introduction to the company’s culture, mission, values, policies, and expectations.
• Training: Job-specific training to equip employees with the skills and knowledge required for their role.
• Integration: Includes introductions to team members, key stakeholders, and other organizational members.
• Support: Regular check-ins by managers and HR to ensure new hires feel supported and valued.

The execution of this onboarding process is a shared responsibility between the HR, manager, and team leads.

Pre-onboarding preparation

The tasks to be completed prior to the new hire’s first day are as follows with key stakeholders.

1. HR to send necessary paperwork: The new hire should have all necessary documents like employment contracts, tax forms, etc. 
2. IT department to ensure setup: The IT lead is to assign a worker to help with required hardware (e.g., laptops, phones) and software access (e.g., email, project management tools). Ensure that all systems are tested before the employee’s start date.
3. HR to send welcome communication: Send a detailed welcome email outlining the onboarding plan, arrival logistics, and a point of contact for queries.
4. Manager to engage with the new hire: Make a personal connection through a phone call or email from the manager or team member, expressing excitement about the employee joining the team.
5. HR to share logistics details: Share practical details such as arrival time, location, parking, building access, and any required identification or materials.

First-day overview

The HR must ensure that on the first day, new employees feel welcomed, comfortable, and equipped to begin their journey with the organization. 

Here are some suggested activities:

1. Orientation session: An orientation session covering the company’s mission, vision, values, and culture to be conducted by the HR in-charge and joined by the direct manager.
2. Introduction to the team: The manager should initiate an informal meet-and-greet to encourage initial social interactions.
3. Pair with a buddy: Pair the new employee with an onboarding buddy to guide them through their first few weeks and answer any informal questions.
4. Tour: For on-site employees, provide a tour of the office, including shared spaces, emergency exits, and key facilities.
5. Complete training and documentation: The HR should complete all remaining onboarding paperwork. Conduct compliance training on company policies, including workplace safety, anti-harassment guidelines, and data protection protocols.
6. Provide a first-day and first-week schedule: Share a clear schedule for the day and week, including breaks and lunch plans with team members or the manager.

Onboarding schedule: First week to first month

Training and development

This section of the policy outlines the mandatory training programs new hires have to go through, along with the timelines. 

1. Role-specific training

Role-specific training is designed to equip employees with the knowledge and skills needed to succeed in their positions. 

This includes understanding their key responsibilities, team structure, tools, and how their role contributes to team objectives.

• Timeline: To be scheduled during the first week, with follow-ups in Week 2 as needed.
• Led by: Manager, Team Leads, or Subject Matter Experts (SMEs).

2. Diversity, Equity, and Inclusion (DEI) training

DEI training aims to foster an inclusive workplace by building awareness about unconscious biases, promoting equitable practices, and embracing diversity. Employees learn strategies to contribute to a culture of belonging.

• Timeline: Mandatory session to be made available within the first month of employment and revisited quarterly.
• Led by: HR.

3. Prevention of Sexual Harassment (POSH) training

POSH training educates employees about the company’s zero-tolerance policy for workplace harassment, reporting mechanisms, and maintaining a respectful environment. 

This training aligns with legal and regulatory frameworks to ensure a safe workplace for all.

• Timeline: Mandatory session to be completed within the first week of joining.
• Led by: HR and Compliance Teams.

4. Culture and ethics Training

Culture and ethics training introduces employees to the organization’s mission, values, and code of conduct. It highlights the importance of ethical decision-making and maintaining integrity in all business practices.

• Timeline: Conducted during the first week of onboarding.
• Led by: HR Team.

5. Compliance training

Compliance training ensures employees understand workplace policies, legal regulations, and data security requirements. This training covers topics such as workplace safety, data privacy, and industry-specific compliance standards.

• Timeline: Completed within the first three days of onboarding, with refresher sessions as needed.
• Led by: HR.

Access to tools and resources

Employees shall receive tool access based on their roles and responsibilities. The IT team must ensure secure access to sensitive tools (e.g., finance or HR tools) with permissions granted only to authorized personnel.

The IT team is also required to audit access permissions regularly to ensure compliance and prevent unauthorized access.

All new hires shall be given access to the following tools over the first week:

• Microsoft Teams for communication.
• ClickUp to track tasks, manage projects, and collaborate across teams.
• Keka as an HRMS for employee profiles, feedback, payroll management, and performance tracking.
• Keka to access company policies, training materials, and project documentation.
• Keka Pulse Survey for gathering feedback and tracking engagement.
• Vantage Circle for employee engagement.
• Vantage Fit for corporate wellness tracking.

Department and role specific tools must be handed over by the manager in charge. Access control best practices must be followed as per given role.

Compliance and policy acknowledgment

During onboarding, all employees must acknowledge their understanding and agreement to abide by the company’s policies and procedures.

 Critical processes include:

• Employees must review the company’s policies during onboarding.
• Mandatory training sessions on key policies should be conducted during the first week of employment.
• Employees will be periodically reminded of their responsibilities through refresher training or updates on policy changes.
• Unauthorized access or misuse of company systems is strictly prohibited.

All employees must log into Keka HRMS and go to Documents on the ‘Org’ section on the left-hand side. All documents and policies must be acknowledged by the employee in the platform itself to ensure:

• Agreement to comply with company policies.
• Commitment to uphold ethical standards and workplace norms.
• Confirmation of participation in mandatory training sessions.