Onboarding Checklist: The Proven Formula to Boost Retention and Productivity

Hiring a new employee is a big win, but the real challenge? Getting them fully integrated and productive. A structured onboarding checklist / process isn’t just a formality—it’s a strategic advantage. Studies show that companies with a strong onboarding process experience 50% greater new hire retention and 62% higher productivity (HBR).

At Soteria HR, we specialize in custom onboarding solutions designed for small and mid-sized businesses. Whether you’re welcoming employees in-person or remotely, this onboarding checklist ensures your new hires feel supported, engaged, and ready to succeed.

📌 Preboarding: Start Before Day One

Your onboarding checklist begins before an employee’s first day. A smooth preboarding process eliminates first-day jitters and sets them up for success.

✔ Send a Welcome Email – Include a schedule for their first week, company policies, and a friendly intro to their manager.

✔ Complete Necessary Paperwork – Provide tax forms, direct deposit info, and handbooks before day one.

✔ Set Up IT & Tools – Ensure email accounts, software logins, and equipment (laptops, phones, etc.) are ready.

✔ Introduce Them to the Team – Announce the new hire in a company-wide email or Slack message.

✔ Assign an Onboarding Buddy – A mentor can help answer initial questions and provide social support.

🚀 Soteria HR in Action: One of our clients, a mid-sized marketing firm, saw a 40% boost in new hire satisfaction after implementing structured preboarding with automated welcome emails and digital paperwork.

🎉 Day 1: Make a Great First Impression

The first day is about making employees feel welcomed and prepared, not overwhelmed.

✔ Warm Welcome – Have a personal touch like a welcome kit, team lunch, or office tour.

✔ Review Company Culture – Cover mission, values, and workplace expectations.

✔ Go Over Role Expectations – Set clear performance goals and key responsibilities.

✔ Complete IT & HR Paperwork – Ensure all required documents are finalized.

✔ Facilitate Introductions – Help them meet key team members and leadership.

📢 Pro Tip: Harvard Business Review notes that 20% of new hires leave within 45 days due to poor onboarding. First impressions matter!

📅 First Week: Lay the Foundation

During week one, employees should start feeling comfortable, engaged, and productive.

✔ Assign Small Wins – Provide initial tasks to build confidence.

✔ Host One-on-One Meetings – Schedule time with key colleagues and leadership.

✔ Introduce Company Tools & Software – Train them on essential platforms.

✔ Encourage Daily Check-ins – Managers should connect daily to address questions and concerns.

💡 HR Tip: New hires need more than policies—they need relationships. Encouraging team bonding leads to long-term success.

⏳ First 90 Days: Build Confidence & Engagement

Your onboarding checklist continues through the first three months, which are critical for long-term retention and performance.

✔ Set Performance Goals – Clear objectives keep employees aligned and motivated.

✔ Offer Continuous Training – Develop skills through structured learning opportunities.

✔ Schedule 30-60-90 Day Feedback Sessions – Frequent check-ins ensure alignment and satisfaction.

✔ Encourage Social Integration – Plan team-building activities or mentorship programs.

🚀 Case Study: A fast-growing e-commerce business reduced turnover by 55% after implementing structured 30-60-90 day check-ins with our help.

🏡 Onboarding for Remote Employees

Remote onboarding requires a different approach to ensure employees feel connected.

✔ Schedule Virtual Meet-and-Greets – Build rapport with video introductions.

✔ Provide a Digital Onboarding Guide – Centralize policies, expectations, and key resources.

✔ Ensure Access to Collaboration Tools – Set up Slack, Teams, or project management software.

✔ Assign a Remote Buddy – Virtual mentorship enhances engagement and connection.

📢 HR Insight: Companies with strong remote onboarding processes see 50% higher productivity among new hires.

🔄 Ongoing Support: The Key to Retention

Your onboarding checklist doesn’t end at 90 days—it’s an ongoing process.

✔ Provide Career Development Opportunities – Encourage continuous learning and growth.

✔ Gather Employee Feedback – Use surveys to refine and improve onboarding.

✔ Reinforce Company Culture – Foster engagement through team events and recognition.

🔎 Why It Matters: According to Gallup, employees who have a positive onboarding experience are 11x more likely to stay long-term.

💼 Why Partner with Soteria HR for Onboarding?

At Soteria HR, we help small and mid-sized businesses streamline onboarding for higher retention and engagement.

• Customized Onboarding Programs – Tailored to your business’s unique needs.
• Expert HR Consultants – Specialized in small and mid-sized company challenges.
• Culture-Driven Approach – We help businesses attract and keep top talent.
• Proven Track Record – Our clients report higher retention and improved employee satisfaction.

🎯 A great onboarding experience doesn’t happen by chance—it happens by design. Let’s create a structured, engaging onboarding process that retains top talent.

📧 Schedule a consultation with Soteria HR or email questions to info@soteriahr.com.

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