Onboarding Process: How to Set New Hires Up for Success

Did you know that 69% of employees are more likely to stay with a company for three years if they experience a great onboarding process? This statistic, highlighted in a report by the Society Human Resource Management (SHRM), emphasizes how critical onboarding is for retaining talent. 

In Malaysia, where competition for talent is fierce, onboarding is more than just a formality. It’s your chance to make a lasting first impression. 

But, here’s one thing. Onboarding isn’t just about paperwork and office tours. It’s about setting employees up for success, boosting engagement, and reducing costly turnover. 

So, how can Malaysian employers create an onboarding experience that’s both seamless and impactful? Let’s break it down. 

What is the onboarding process?

Onboarding is the process of helping new hires integrate into your company. It goes beyond being just a mere formality. It’s your chance to set employees up for success.

A good onboarding process introduces new hires to your culture, gives them the tools they need to excel, and helps them feel like part of the team from day one. 

Now, how is onboarding different from orientation? Orientation is typically a one-day event covering the basics, such as HR policies, benefits, and a quick office-tour. 

Onboarding, on the other hand, goes deeper and lasts longer. It focuses on building relationships, clarifying expectations, and ensuring employees are ready to contribute meaningfully. 

In short, orientation is a single step, meanwhile onboarding is the entire journey. 

 

The role of HR in onboarding

HR plays a central role in making onboarding effective. They design and manage the entire process, from creating checklists to ensuring all necessary resources are ready. 

HR also acts as a guide, helping new hires navigate their roles, understand company values, and connect with their teams. They monitor progress, address concerns, and gather feedback to improve onboarding experience for future hires. 

 

Why is the onboarding process important?

A strong onboarding process isn’t just nice to have. It’s essential for business success. It helps employees feel connected, motivated, and ready to contribute from day one. Let’s break down why onboarding matters.

1. Builds connection to company culture

Onboarding helps new hires understand your company’s values, mission and culture. It ensures they feel part of the team and aligned with organization goals. 

Employees who feel connected are more likely to stay. A study cited by Forbes from Glassdoor highlights that effective onboarding can boost employee retention by 82%.

2. Reduces turnover rates

Turnover is costly, both financially and operationally. Poor onboarding is one of the top reasons new hires leave within their first six months. 

According to the Society for Human Resources Management (SHRM), 20% of staff turnover happens in the first 45 days, often due to a lack of clarity and support. A structured onboarding process can significantly lower this risk.

3. Boosts productivity and satisfaction

Employees who are well-onboarded tend to perform better and feel happier in their roles. Research by BambooHR found that new hires who had a positive onboarding experience were 18 times more likely to feel committed to their organization.

By giving them the tools and knowledge they need, you set them up for early success.

 

Key steps in the onboarding process

An effective onboarding process is structured and intentional. Each step builds on the last to ensure new hires feel welcomed, informed, and ready to succeed. Here’s a breakdown of the key steps:

1. Pre-onboarding 

Onboarding begins long before an employee’s first day. Sending a personalized email with key information such as their start date, agenda, and any preparatory instructions helps set a positive tone. 

At the same time, ensure their workspace, tools, and system access are ready to go. Sharing materials like the employee handbook or a brief on your company culture can make them feel informed and included before they even step into the office. 

2. First day orientation

The first day is crucial for building excitement and reducing nerves. Introduce new hires to their team and give them a tour of the office or virtual tools they’ll use. 

This is also the time to set clear expectations by discussing their role, responsibilities, and immediate goals. 

Explaining the organizational structure and communication channels can help them understand how things work and where they fit in.

3. Training and development

Providing structured training ensures new hires can hit the ground running. Offer job-specific training and resources tailored to their responsibilities. Assigning a mentor or buddy can provide them with someone to turn to for questions or advice. 

For Malaysian employers, remember to comply with any local labor laws that may require specific onboarding training to ensure legal and procedural alignment.

4. Integration into company culture

Helping employees feel part of the team is just as important as teaching them their job. Encourage engagement through team-building activities or casual meetups. 

Reinforce company values and the border mission so they understand how their role contributes to overall success. This step fosters a sense of belonging and shared purpose. 

5. Feedback and follow up

Onboarding doesn’t stop after the first week. Regular check-ins during the first 90 days can help address any challenges, gauge how well the employee is adapting, and provide opportunities for coaching. 

Additionally, gathering feedback about their onboarding experience allows you to refine the process for future hires. 

 

Challenges in onboarding new employees

Onboarding isn’t without its hurdles. Missteps during this process can lead to confusion, dissatisfaction, and even turnover. Here are some common challenges and practical ways to overcome them:

• Overwhelming new hires with excessive information

Dumping too much information on new hires all at once can lead to stress and confusion. They may struggle to retain key details, making their transition harder.

To tackle this, break the onboarding process into manageable phases. Prioritize what they need to know immediately and spread out additional training over the first few weeks or months. This approach helps them absorb information better and reduces stress.

• Lack of structured onboarding plans

When onboarding lacks structure, employees are left feeling lost and unsupported. This can lead to lower productivity and engagement. 

To avoid this, create a detailed onboarding checklist that covers every stage, from pre-boarding to the first 90 days. 

Assign specific roles to managers, HR, and team members to ensure accountability and smooth coordination. Tools like onboarding software can also help streamline the process.

• Cultural or language barriers in diverse workplaces

In a multicultural setting, cultural misunderstandings or language differences can hinder communication and integration. 

To address this, provide materials in multiple languages or use visual aids to simplify complex information.

Encourage open dialogue and educate existing staff about cultural sensitivity to create an inclusive environment. Pairing new hires with a buddy who understands their background can also ease their transition. 

 

Best practices for onboarding in Malaysia

To ensure new hires are set up for success, here are some best practices tailored to local needs and expertise:

• Onboard before day one

Start onboarding before your new hire even steps through the door.

Send them a welcome email with essential details, such as what to expect on their first day and any materials they should review. This helps them feel prepared and excited to start their new role. 

• Leverage technology

Using HR software and other digital tools can streamline your onboarding process, making it more efficient and less prone to errors. 

Technology can handle document management, training modules, and feedback collection. It’s creating a seamless experience for both the new hire and the HR team. 

 

• Customize the onboarding process

Every role and department requires a different approach. Tailor your onboarding process to meet the specific needs of each team. 

This could involve job-specific training, introductions to department leaders, or giving them the right resources for their unique responsibilities. 

• Align with Malaysian labor laws

Ensure your onboarding process complies with local labor laws, including working hours, benefits, and mandatory training. 

In Malaysia, specific legal requirements, such as the Employee Provident Fund (EFP) and Social Security Organization (SOSCO) registration, must be covered during the onboarding process.

Familiarizing yourself with these regulations helps avoid legal complications and ensures new hires feel secure in their roles. 

 

Metrics to measure onboarding success

Measuring the effectiveness of your onboarding process is essential to ensure continuous improvement. Here are key metrics to track:

• Time-to-productivity

This measures how long it takes for new hires to reach full productivity. A shorter time-to-productivity means your onboarding process is efficient in providing the tools, knowledge and support they need to get up to speed quickly.

Tracking this can help identify any gaps in training or resources that slow down the process. 

• Retention rate of new hires

The retention rate of your new hires within the first year is a strong indicator of your onboarding process’s success. High turnover among recent hires can signal issues with integration, role clarity, or company culture fit. 

Monitoring this metric allows you to adjust your approach to retain top talent and avoid unnecessary rehiring costs. 

• Employee satisfaction from onboarding surveys

Surveying employees about their onboarding experience helps gauge their satisfaction and uncover areas for improvement. A quick survey at the end of the onboarding process can reveal how welcomed and supported employees feel.

If your satisfaction scores are high, it’s a sign that the onboarding process is engaging and effective. 

 

Example of successful onboarding programs: QI Group

One example of successful onboarding programs from companies in Malaysia is from QI Group. 

QI Group’s onboarding program is designed to help new hires integrate smoothly into the company’s diverse, multinational workforce. It combines structured introductions to the company culture and values with well-being programs, training opportunities, and team-building activities. 

This approach not only ensures that employees feel supported but also fosters a sense of community. Their successful program earned them a bronze award for Best Onboarding Experience at the Employee Experience Awards 2024, recognizing its role in creating an engaging and effective onboarding experience. 

 

Frequently Asked Questions (FAQs)

• How long should the onboarding process last?

Onboarding generally lasts from a few days to several weeks, depending on the complexity of the role and the company’s process. The first 90 days are often the most critical for setting new hires up for success.

• What tools can simplify onboarding for remote employees?

HR software, video conferencing tools, and project management platforms like Slack, Zoom, and Trello can help streamline remote onboarding. These tools enable communication, task management, and document sharing in a virtual environment. 

• How does onboarding differ for different job levels or roles?

Onboarding for entry-level roles typically focuses on basic company policies and job-specific training, while senior roles may involve leadership training, strategic alignment, and deeper immersion into company culture and goals. The process can be more detailed for higher-level positions to ensure they understand their broader responsibilities.

 

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