In many organisations, onboarding is a mess. Vague expectations and poor communication quickly lead to frustration — for new employees and clients. A clear process creates a smooth start and a positive collaboration from day one.
Why bother with an onboarding process?
Picture this: a new team member starts on Monday. There’s no laptop, no active email account, and no one really knows what’s supposed to happen. Not exactly a great first impression.
The same happens with clients: you schedule a project meeting, but no one’s prepared. Key questions go unanswered, things get delayed, and uncertainty creeps in.
A solid onboarding process:
- Brings structure and clarity for everyone involved.
- Helps new employees feel welcome and prepared.
- Builds professionalism and trust with your clients.
What is onboarding?
Onboarding is a structured process that helps new employees or clients get up to speed with confidence. Not a bunch of scattered tasks, but one clear overview of all the steps, tools, and information they need for a successful start.
How do you build an onboarding flow?
Map out everything that needs to happen before, during, and after the first workday or kickoff meeting. Involve the right teams and centralise it all in one system, like Notion. Ask for feedback and keep improving the flow.
1. Welcome page
Create a central hub with all essential information. It helps new employees or clients feel informed and confident. Think of:
- Key contacts and communication channels
- Links to important documents or tools
- Overview of goals, deadlines and upcoming tasks (see 2. Tasks)
2. Tasks
Document all standard onboarding tasks so everyone knows what needs doing and by whom. Add deadlines and owners to stay on track. A few examples:
- IT: laptop and account setup
- HR: contracts and policies
- Operations: training and check-ins
3. Templates and automations
Standardise and speed things up using templates and automations:
- Create onboarding templates by team, role, or client type.
- Set automated reminders for feedback moments.
- Send a welcome email when a new client or team member is confirmed.
Conclusion
A strong onboarding process sets the tone for how you work. It boosts engagement, builds trust, and improves retention for both clients and colleagues.
Ready to onboard more efficiently? Get in touch.