Knowledge Onboarding is more than just an administrative exercise. It sets the tone for the employment relationship and can significantly influence employee engagement, retention, and compliance with internal processes, procedures and workplace policies.
In this instalment of our Lifecycle of Employment Series, we discuss why an effective onboarding process is essential and outline key considerations for employers when onboarding new employees.
What is onboarding and why is it important
Onboarding is the structured process of integrating a new employee into an organisation. The onboarding process usually begins once a candidate accepts the offer of employment and continues through tasks like preparing the workspace, completing required paperwork, and carrying out orientation and induction activities.
Some of the benefits of an effective onboarding process:
- Helps employees settle in quickly, reducing the time needed to adjust to the new role.
- Fosters a sense of belonging and connection with the organisation and other staff members.
- Increases retention by ensuring new employees feel supported and valued, lowering the risk of early departures and the associated costs.
- Introduces and reinforces organisational values, mission, and expectations, helping to build a cohesive and positive workplace culture.
- Clearly communicates job responsibilities and performance expectations.
- Ensures all legal, regulatory, and policy requirements are met, minimising operational and legal risks.
- Equips new employees with the tools, resources, and training needed to perform their role effectively.
Key considerations for employers when onboarding new employees
Employers should consider the following when designing an onboarding process:
- Express genuine excitement that they have accepted the role: Once you have the right candidate and they have accepted your job offer, let them know you are happy they are joining the team.
- Confirm the start date and time: Sometimes this will be based on notice requirements at other roles so confirm when they will be starting.
- Ensure you have a signed employment agreement: See our previous article about the requirements.
- Identify opportunities for them to feel welcome before the start date: Do you have a team morning tea or function you can invite your new team member to before they start? This enables opportunities for team connection and can make day one less daunting.
- Send a pre-start email one week before their first day: Reach out with a warm email that outlines what their first few days will look like. This is a great opportunity to express how excited you are to have them join the team, introduce who will be supporting their induction, and share practical details like the dress code and even their coffee order. Small touches go a long way in making people feel welcome.
- Ensure all tools and equipment are ready: Make sure everything the new employee needs to do their job is organised in advance. This could include a workstation, work vehicle, phone, or other equipment. Set up all necessary IT access and licences ahead of time so training can run smoothly from day one.
- Design an induction: This should include:
- Legal and Regulatory Compliance: Ensure all legal and regulatory requirements are met, including signed contracts, tax forms, and policy acknowledgements.
- Completion of Essential Documentation: Ensure all required forms, including the Tax IR330, KiwiSaver deduction form (if applicable), payroll information and emergency contact details are completed before the employee’s first day.
- Clarity of Role and Organisational Structure: Provide the new employee with information about their role, responsibilities, reporting lines, and organisational culture.
- Introduction to Policies, Procedures and Compliance requirements: Introduce the employee to key policies, procedures, and compliance requirements, as well as workplace health and safety protocols.
- Health and safety obligations: Ensure onboarding process includes a Health and safety induction. Under the Health and Safety at Work Act 2015, employers must provide a safe and healthy work environment from day one. A health and safety induction should include:
- Hazard awareness for the employee’s work area. This also applies to employees working from home;
- Emergency procedures and reporting lines; and
- Mental wellbeing support resources if applicable (e.g., EAP services, stress management policies).
- Training and Support: Offer initial and ongoing training relevant to the employee’s position and identify support resources such as mentors or HR contacts.
- Integration and Engagement: Facilitate introductions to colleagues and encourage participation in team activities to foster a sense of belonging for the new employee.
- Opportunities for team connection: Arrange a welcome coffee with the team during the employee’s first week to help build relationships.
- Ongoing Support: Schedule regular follow-up meetings to address questions, provide feedback, and ensure the employee is settling in well.
These steps should ensure a smooth, legally compliant onboarding process and help employees feel welcomed, supported, and set up for success from the outset.
If you need assistance with implementing an effective onboarding process or would like to discuss improving your current onboarding process, please get in contact with the Black Door Law team.
Disclaimer: This information is intended as general legal information and does not constitute legal advice.