What Is New Hire Orientation?

No matter where you’re at in your career, that feeling of being the “new kid” on the block is universal – there’s probably some excitement, some jitters, some anxiety about the unknown. When designed well, new hire orientation answers all the basic questions a new hire might have about compensation, benefits, where to find the coffee machine, etc. It sets the tone for the employee’s engagement, productivity, and satisfaction in their role. 

A thorough new hire orientation is the process of introducing new hires to your company and their role within it. Orientation typically involves: 

• Providing information about your organization
• Reviewing policies and procedures
• Giving new employees the opportunity to ask questions and clarify what you expect from them

During orientation, you may ask new hires to complete paperwork such as tax forms and contracts. You may provide an office tour and make official introductions between them and their team members. 

You may see the terms “orientation” and “onboarding” used interchangeably, but they aren’t the same. 

So what is orientation vs. onboarding?

Employee orientation is generally a one-time event that introduces new employees to the workplace, company policies, and their job duties. It’s a stage of onboarding usually conducted shortly after an employee joins the organization, but could include steps before their first day. New hire orientation prioritizes the basics employees need to begin work, such as knowledge of systems of work and the employee handbook.

Employee onboarding is a longer term process that focuses on helping an employee become integrated into the workplace and succeed in their role. It is an ongoing process that may include orientation-like activities, such as a review of job duties, but also involves specific skills training, manager feedback and guidance, and helping the employee build relationships with co-workers. Onboarding should span months, using that time to build and strengthen relationships between new hires and their teams.

An effective orientation includes a lot of moving parts. Use this employee orientation checklist template to make sure you have your bases covered.

1. Collect New Hire Paperwork

First, make sure  your new hire has all of the necessary paperwork they need to complete. This may include tax forms, registration forms, and other legal documents, which you may send over ahead of their first day. Use a tool like Enboarder to automate this process, making it easy to deliver the content via email or SMS – whichever your new hire prefers!

Once the paperwork is gathered, on day one, a supervisor or HR representative should review it with the new hire to ensure they understand all of the forms and their responsibilities. Finally, the new hire should sign each form to acknowledge the information and to indicate their agreement to the terms outlined in the documents. 

2. Share a Company Overview

A company overview helps new hires understand their purpose as employees and the culture they’re joining. The overview should include information about the company’s history, mission, values, and structure. It also should have a description of the products and services the company offers and any significant accomplishments or honors. This part of orientation can also begin virtually during preboarding, taking some of the information load off of the first day,

3. Provide a Workplace Tour

For in-person work, show your new hire around the office, including the break room, conference rooms, and other offices. Make sure to point out any safety hazards and emergency exits. For remote employees, introduce new hires to digital workspaces and set expectations for their use. Explain the tools and resources they’ll need to get their work done and how to navigate those spaces.

4. Clarify Job Role Expectations

Ahead of employee orientation, give the new hire a detailed overview of their new duties and responsibilities. During employee orientation, schedule a time for managers to discuss the job description, answering any questions their new hire may have and ensuring they understand their responsibilities. Additionally, managers should provide examples of the kind of performance they expect.

5. Introduce Team Members

Connections with team members are key to establishing a positive employee experience – and relationship building can start even before day one.  Encourage team members to connect and say hello to  new hires ahead of orientation via LinkedIn.. During orientation, highlight each team members’ strengths and explain how they contribute to the team’s success. You can have the team answer some fun icebreaker questions to help people get to know each other better or even use Enboarder’s Connection Cards for virtual networking. 

6. Walk Through HR Policies and Procedures

Start by delivering the employee handbook to new hires before their first day, giving them time to read through carefully so they can be prepared to follow what it outlines on day one. If an employee needs to follow a certain dress code for safety reasons, for example, they need to know that before their first day. 

During orientation, give new hires the chance to ask questions. Emphasize that following these policies is essential for a successful, productive work environment. Finally, provide employees with a copy of the HR policies and procedures for future reference.

7. Lead Safety and Compliance Training

Before orientation, provide a detailed overview of safety and compliance standards employees must follow while on the job. During orientation, provide a brief overview of safety and compliance topics and give employees the chance to ask questions or provide feedback. Finally, provide employees with any relevant documents or resources they can reference in the future.

8. Set Up Technology and Software

By the time orientation has arrived,new employees should have access to the tools they need to succeed. That means before their first day you’ll need to create user accounts for any company-provided software and technology they’ll need. Coordinate with IT to set up any necessary passwords or access codes and make sure your new hire has them ahead of their first day. 

Consider providing a walk-through of each piece of software or technology they’ll use. This should include any basic steps for logging in, navigating the system, and accessing any relevant documentation. Additionally, provide a contact or resources they can reach out to if they need help.

9. Enroll New Hires in Company Benefits

Ahead of orientation, provide new hires with benefits-related paperwork, including information about the company’s health insurance plans, retirement savings plans, and other automatic or optional benefits. During orientation, give team members the chance to meet with HR for additional information about the benefits available and to ask any questions they may have. 

Once the paperwork is finished,  HR should provide new hires with instructions on how to enroll in the benefits they selected. This may include setting up online accounts, scheduling an appointment with a benefits counselor, or taking other steps, depending on the type of benefits offered.

10. Respond to Feedback and Questions

Be sure to listen carefully and answer questions as thoroughly as possible. Make sure to be patient and understanding, as new hires may feel overwhelmed and unsure. Remember that orientation lasts only a few days and that many new hires may not have questions just yet. Their questions may arise once they’ve worked for a few days, so during orientation, make sure new hires know where to go with specific questions as they evolve.

Have additional questions about the employee orientation process? Check out our responses to these frequently asked questions. 

How Long Should Employee Orientation Last?

The duration of employee orientation can vary based on the complexity of the role and the organization’s needs, but it typically ranges from one to a few days. When planning orientation, try to strike a balance between providing comprehensive information and avoiding overwhelming new hires.

Does Every New Hire Need an Orientation?

Yes, every new hire can benefit from an orientation process tailored to their role and the organization. Orientation ensures a smooth integration into the company’s culture, policies, and expectations, fostering a strong foundation for success.

Are Employees Paid for the Job Orientation Process?

Yes, new hires are typically compensated for their time spent in orientation. Compensation recognizes the time and effort they put into learning about the organization and their role within it.

How Can We Measure the Success of Our Orientation Program?

The success of an orientation program can be measured through various metrics, including new-hire engagement, time-to-productivity ratios, retention rates, and feedback from both new hires and their supervisors. Regular assessments and surveys can provide insight into the program’s effectiveness and areas for improvement.

How Often Should We Update Our Orientation Program?

It’s advisable to review and update your orientation program annually or whenever significant changes occur within the organization, such as updates to policies, procedures, or shifts in company culture. Keeping the program current ensures that new hires receive accurate and relevant information.

A well-executed orientation bridges the gap between uncertainty and confidence, between a new hire and a valued contributor.

When done right, orientation sets a positive tone for the entire employee lifecycle, impacting job satisfaction, performance, and retention. As new employees transition smoothly into their roles, they become part of a well-aligned workforce, capable of propelling yourorganization toward its goals.

Want to learn more about employee orientation and onboarding? Watch “From Stress to Success: Enboarder’s Onboarding Walkthrough” on demand.