Onboarding is one of the most critical moments in an employee’s journey, yet organizations often rely on outdated or surface-level strategies to measure and improve it. I recently read an article on the topic, and while some of its points resonated, many perpetuate common misconceptions. Here’s my take on how we can rethink onboarding for better satisfaction and retention.
The Myth of Culture Fit
The article suggests that “culture fit” is crucial for onboarding success. I couldn’t disagree more.
Focusing on culture fit often means hiring people who conform to unwritten norms, which leads to homogeneity. This not only stifles innovation but also risks creating a workplace where those who are different feel excluded. Instead of hiring for “fit,” we should hire for culture add—valuing diversity of thought, experiences, and perspectives.
Most people are willing to adapt to workplace culture if they know what the “rules” are, but the problem lies in the lack of clarity. Many organizations post their values, but they’re left open to interpretation. Worse, behaviours on the ground often conflict with what’s written on paper.
Rather than striving for culture fit, organizations need a culture that embraces individuality, fosters inclusion and belonging, and clearly communicates expectations—allowing employees to bring their authentic selves to work.
Measuring Onboarding Satisfaction: Start with Trust
The article emphasized feedback and metrics for assessing onboarding programs. While I agree that the onboarding process should be monitored and that feedback from new hires is invaluable, this feedback is only as good as the level of trust established early on. Employees are unlikely to provide honest and authentic input within their first three months if they don’t feel psychologically safe doing so.
Creating a culture of trust is essential for gathering meaningful feedback. This is especially true when onboarding smaller groups, where anonymity in feedback is difficult to maintain. To encourage new hires to be open, organizations must demonstrate that it’s safe to share concerns and suggestions from the very beginning.
How to Build Trust in Weeks 1 and 2
1️⃣ Set the Tone on Day One
During orientation, you must normalize asking questions and offering suggestions by emphasizing their importance to the organization. This can be done by explicitly communicating that feedback is valued and will not result in negative consequences and reinforcing that feedback is not a one-time event but an ongoing dialogue. Additionally, in the early stages of the employee life cycle, you must use neutral, constructive language to encourage honesty and focus on processes, not people, to make feedback feel less risky.
Use phrases like:
“Your thoughts and ideas matter to us.”
“We understand you’re new and might see things we don’t. Please share your perspective.”
“We welcome questions, suggestions, and concerns. They help us improve.”
“What’s one thing we could improve in your onboarding process?”
“Is there anything you’re unclear about or need help with?”
2️⃣ Train Leaders to Model Openness in Their Teams
Leaders should demonstrate vulnerability by sharing their own onboarding experiences or challenges. Normalizing imperfection and showing empathy creates an environment where employees feel safer sharing.
For example:
“When I first started, I struggled to navigate some processes. If you feel the same way, please let me know. I want to help."
In team meetings or introductions, leaders should emphasize a culture of curiosity and support. They should also encourage team members to share personal anecdotes to help new hires feel at ease.
Phrases like:
“In this team, questions are always welcome.”
“We’re all learning from each other, so don’t hesitate to share your ideas.”
“As you get more familiar with your role, your insights will become even more valuable. Keep sharing!”
3️⃣ Make Feedback an Ongoing Conversation
When requesting informal feedback after the first few days, questions should be framed in a way that feels non-threatening. Highlight that the response will improve the onboarding process for them and future hires, emphasizing their contribution to the organization.
Use questions like:
“What’s been going well so far?”
“Is there anything we could do differently to help you settle in more smoothly?”
Assigning a peer mentor can also provide an approachable outlet for questions and feedback. New hires may feel more comfortable voicing concerns to a buddy than to their direct manager initially.
Encourage mentors to ask open-ended questions such as:
“What’s been the most surprising thing about your first week?”
“Do you feel like you have everything you need to succeed?”
Establishing trust during onboarding isn’t about a single event—it’s about consistently creating an environment where new hires feel safe, respected, and valued. When employees experience this culture of trust from the outset, they are far more likely to provide the honest, actionable feedback necessary to refine onboarding processes and improve retention.
Improving Onboarding: Make It Human-Centric
The article highlights strategies like assigning mentors, personalizing plans, and incorporating interactive activities. While these are helpful ideas, they miss a critical element: human interaction.
Effective onboarding isn’t just about ticking boxes or fitting new hires into a predefined mold. To make employees feel like they belong, are valued, and can contribute meaningfully, onboarding programs need to go beyond structured tasks and offer room for flexibility, connection, and contribution.
Here’s how to make onboarding truly human-centric:
1️⃣ Foster Genuine Connections
New hires should have opportunities to connect organically with peers and stakeholders. Relationships built on genuine interactions, rather than forced team-building activities, create a sense of belonging.
Facilitate networking opportunities: Arrange informal meet-and-greets or small-group lunches where new hires can interact in a low-pressure environment. On the first day, give the team a longer lunch to connect with the new hire in a relaxed setting.
Buddy programs: Assign a peer mentor who can help the new hire navigate the organization and act as a friendly, approachable guide.
2️⃣ Avoid Overload: Integrate at a Manageable Pace
Onboarding can feel overwhelming if it’s a relentless stream of training sessions, paperwork, and compliance modules. Balance the process by alternating between structured learning, work-related tasks, and opportunities to connect with the team. Remember: this is a human, not a process.
Start with a shorter first day. The first day is often stressful, boring, and unproductive. Shorten it to reduce fatigue and allow new hires to ease into their roles.
Break it up: Space out training and administrative tasks over the first few weeks to prevent burnout. Use engaging formats, such as videos or hands-on demonstrations, to keep learning interesting.
Team-led integration: Encourage team members and leaders to actively engage with new hires, helping them understand not just their role but also the team’s dynamics and goals.
3️⃣ Integrate Real Work Early
Nothing is more demoralizing than showing up on day one to discover that no one has set up your equipment or workspace. Ensure all tools, equipment, and access credentials are ready before the new hire’s first day.
Set them up for success: A well-prepared work environment signals that the organization values and respects the new hire’s time and contributions.
Start small but make it meaningful: Within the first week, Assign manageable tasks tied to their role. These early wins help new hires feel productive and valued immediately.
4️⃣ Respect Individual Preferences and Empower New Hires
Onboarding is not a one-size-fits-all process. To create a positive cultural experience, it’s essential to recognize that individuals have different personalities, learning styles, and preferences. Empowering new hires requires flexibility, personalization, and trust.
Foster one-on-one connections: Leaders must prioritize direct, personal interactions with new hires. These conversations are critical for building trust, understanding individual preferences, and setting the stage for a supportive working relationship.
Provide self-serve resources: A centralized hub for policies, training, and documentation allows employees to learn at their own pace. This empowers new hires to revisit key materials as needed and fosters a sense of independence.
Tailor experiences: While some employees may thrive in team-building events and social gatherings, others prefer quieter, self-paced learning opportunities. Flexibility is key to ensuring all employees feel comfortable and supported.
Thoughtful recognition: Public acknowledgment may energize some employees but make others uncomfortable. Leaders should take the time to understand what motivates and supports each individual and offer private recognition when needed.
Celebrate individuality: Leaders who consistently invest in relationship-building gain a deeper understanding of how to authentically support their team members. Acknowledging unique strengths and preferences, they help new hires integrate seamlessly into the organization.
Creating a culture where individuality is respected and preferences are valued enhances the onboarding experience and lays the foundation for a trusting, inclusive, and engaging workplace.
The Real Key to Onboarding Success
Onboarding isn’t about creating clones who “fit” an existing culture or completing a checklist of activities. It’s about aligning expectations, building trust, and creating an environment where new hires can succeed as their authentic selves.
A human-centric onboarding program prioritizes relationships, flexibility, and personalization over rigid processes. It recognizes that employees are individuals with unique needs and preferences. Leaders play a pivotal role in this process by fostering psychological safety, offering personalized support, and building genuine connections with their new team members.
When onboarding is approached with empathy and intention, it boosts satisfaction and retention and lays the foundation for long-term engagement, trust, and success.
💬 What’s your take on onboarding best practices? Let’s discuss this in the comments!
Comments