You Hired Them. Now Keep Them.
Your hiring isn't done until your new employee is productive, confident, and committed. 30% of new hires leave in their first year due to poor onboarding. Yet most companies spend zero time planning it. This module teaches you to design an onboarding that turns a nervous day-one hire into a confident, productive team member within 90 days.
Timeline: The First 90 Days
Structure onboarding into three phases: Days 1-7 (Get Comfortable), Weeks 2-4 (Learn the Role), Months 2-3 (Own the Role). Each phase has specific goals, milestones, and check-ins.
Day 1: First Impressions
Welcome, setup, team intro. Goal: comfortable, not overwhelmed.
Week 1: The Foundation
Company overview, culture, key processes. Role basics. Meet key people.
Week 2-3: Role Deep Dive
Hands-on training, job shadowing, learning systems. Start small tasks.
Week 4: Check-in
First formal review. What's clear? What's confusing? Adjust support plan.
Month 2: Increasing Responsibility
Taking on larger projects. Less hand-holding. More mentoring.
Month 3: Independence Checkpoint
Can they handle the core role alone? Probation review. Next steps.
Pre-Day One: Preparation (2 Weeks Before)
Good onboarding starts before they arrive. Prepare everything so day one isn't chaos.
Pre-Day One Checklist
- Workspace setup
Desk, equipment, access cards, ID, supplies. Test everything works.
- IT systems access
Email, Slack, project management, databases. Get them done 3 days before arrival.
- Assign an onboarding buddy
Someone from team who'll be their first contact. Not the manager; a peer.
- Create an onboarding plan
Email them a simple one-pager: 'Here's what week 1 looks like, meet so-and-so, we'll cover X, Y, Z.'
- Send a welcome package
If remote: FedEx them company swag, book, or device. If office: a welcome note on their desk.
- Brief the team
'New person arrives Monday. Introduce yourselves. [Name] joins us to [role]. Background: [brief bio].'
- Schedule day-1 meetings
Manager (9 AM, 30 min). Onboarding buddy (10 AM, 1 hour). HR (3 PM, admin stuff).
Day 1-7: Get Comfortable Phase
- 1
Day 1 Morning: Welcome & Setup (1-2 hours)
Manager greets them, shows workspace, tests that IT works, explains day structure. Tone: warm, not overwhelming. Coffee and a colleague walk-around is enough for the morning.
- 2
Day 1 Afternoon: Meet the Team & History (2 hours)
Onboarding buddy takes them to meet ~5 key people (not 25, that's too much). Lunch together if possible. Early afternoon: they read a company one-pager you prepared: mission, values, 3 key facts.
- 3
Days 2-3: Company Overview (2-3 hours each)
HR: employment contract, benefits, policies. Finance: how budgets work, approval processes. Operations: day-to-day rhythms, meetings, systems. Keep each session to 1 hour, max. Lots of writing and docs to review at home.
- 4
Days 4-5: Role Basics (3-4 hours each)
Manager or role expert walks through their specific job: here's what success looks like, key projects, reporting structure, tools they'll use. They observe but don't do yet.
- 5
Days 6-7: First Small Task & Check-In
They do something small with supervision. Manager checks in: any concerns, questions, confusion? Goal: they leave day 7 knowing what they're getting into and feeling somewhat confident.
Weeks 2-4: Learn the Role Phase
They now know the basics. Time to go deeper and start doing real work, supported.
Week 2-4 Onboarding Milestones
- Job Shadowing
Day-to-day with manager or experienced peer. See real work, ask 'why' questions.
- Training on Key Systems
Each tool/system gets a 1-on-1 session + written guide. Don't assume they know.
- First Small Projects
Low-risk tasks they can own. Not just observation. Give them wins to build confidence.
- Weekly Check-Ins
30 min 1-on-1 with manager: How's it going? What's confusing? What do you need?
- Documentation Review
Any playbooks, guides, past examples for their role. Learn from history.
- Cross-Team Introductions
Meet other departments they'll work with (sales, product, etc.). Quick coffee chats.
- Week 4 Formal Review
30-min chat with manager. How are they feeling? Any adjustments needed? Probation on track?
The Buddy System: Your Secret Weapon
A good buddy makes or breaks onboarding. They're not a trainer; they're a friend who knows where things are, who answers informal questions, and whom the new person can trust.
Buddy Role & Responsibilities
- Who to choose
Someone excellent, patient, personable. NOT too senior (they're busy). A peer, ideally 6-12 months in.
- Day-to-day anchor
Lunch buddy, coffee break buddy. The person they ask 'dumb' questions to without shame.
- System guide
'Where's the supply closet? How do we book a meeting room? Who do I ask about X?'
- Culture translator
'Here's how we really work. This is what's valued here. Don't worry about Y, everyone struggles with Y.'
- Honest feedback
'That went great, keep doing it. That approach won't fly here, try this instead.'
- Weekly buddy check-in
15 min per week (manager provides 15 min of buddy's time). How are they settling? Anything to escalate?
- Recognise the buddy
Thank them formally. It's extra work. A small bonus or recognition goes a long way.
Months 2-3: Own the Role Phase
They're no longer a newcomer; they're a junior team member. Time for independence with safety net.
Months 2-3 Expectations
- Larger Project Ownership
They lead something meaningful. Still supported, but they own the outcome.
- Reduced Hand-Holding
Manager steps back slightly. They should come with problems AND solutions now.
- Peer Learning
Learning from mistakes (small ones). Trying things. Building confidence.
- Integration
Invitations to social events, team outings. Feeling part of the group.
- Mid-Probation Check-In (60 days)
How's it going? What's their biggest gap? What's going well? Adjust support if needed.
- Stretch Assignments
Something slightly above their current level to grow. But not impossible.
- Month 3 Probation Review
Formal review: Can they do the core role independently? Ready to move to full standing?
Handling Red Flags During Onboarding
Sometimes during onboarding, you discover this hire isn't working out. Address it quickly and professionally.
Red Flags vs. Growing Pains
| Red Flag | Growing Pains | Action |
|---|---|---|
| Dishonesty (misrepresented experience) | Struggling with a tool, needs more training | Terminate immediately if possible. Dishonesty won't improve. |
| Disrespect, rudeness, or negative attitude | Normal anxiety and adjustment stress | Address directly: 'I'm noticing X. Is something wrong?' If pattern continues, plan exit. |
| Absence of effort or caring | Slower learning curve but trying hard | 1-on-1: be honest. 'This doesn't seem like a fit. Let's discuss.' |
| Fundamental values mismatch (e.g., integrity) | Different working style, needs adjustment | Exit gracefully with dignity. Sometimes a hire just isn't right. |
| Poor technical fit after week 1 | Underestimated learning curve, will catch up | Extend timeline slightly. Assign more support. Reassess in week 4. |
Probation Review Template (Day 90)
Day-90 Probation Review Agenda
- Technical Skills
Can they do the core role independently? What gaps remain? Timeline to fill them?
- Soft Skills / Culture Fit
How do they interact with the team? Learning from feedback? Values alignment?
- Productivity
Are they at expected productivity levels yet? If not, when will they be?
- Overall Assessment
Pass probation? Extend with clear milestones? Or exit?
- Next 90 Days
If passing, what's the development plan? Goals? Stretch assignments?
- Feedback for Them
What are they doing well? One area to focus on improving?
- Your Feedback
Ask them: How's your experience so far? What's worked? What could improve?
Questions About Onboarding
How long does someone actually take to become fully productive?
Should I extend probation if they're not ready by day 90?
What if the buddy and new hire clash?
How involved should the manager be in daily onboarding?
Is it ok to give critical feedback during probation?
You're Done! Ready to Certify?
You've completed all 5 modules. Now take the final exam to earn your official Aurelia recruitment certification.