Employee Onboarding Plan: Complete Guide for Small Businesses
How to create an employee onboarding plan that works for small businesses. Includes 30-60-90 day framework, checklists, and practical templates for companies without HR departments.
Employee Onboarding Plan
A practical guide for small businesses without HR departments
An employee onboarding plan is a structured process for integrating new hires into your company. It covers everything from paperwork and equipment setup to training, goal-setting, and building relationships with the team. Done well, it turns a new hire into a productive, engaged employee. Done poorly, it turns them into a flight risk.
The problem for small businesses: most onboarding advice assumes you have an HR department. You probably do not. You are the founder, the manager, and the HR department all in one. You need an onboarding plan that works when you have ten other things competing for your attention.
This guide gives you exactly that. I have built teams at multiple companies from scratch, and I have learned that the difference between a new hire who thrives and one who quits in three months often comes down to their first 90 days. Here is how to get those days right without turning onboarding into a full-time job.
12%
of employees say their company onboards well
82%
better retention with structured onboarding
20%
of turnover happens in first 45 days
69%
stay 3+ years with great onboarding
What Is Employee Onboarding?
Employee onboarding is the process of integrating a new hire into your organization. It starts when they accept your job offer and continues until they are fully productive in their role. For most positions, that means onboarding lasts 90 days at minimum, and up to 12 months for complex roles.
Onboarding includes the administrative basics like completing tax forms, setting up payroll, and reviewing company policies. But the real work of onboarding is helping new employees understand how things actually get done at your company, who they need to build relationships with, and what success looks like in their specific role.
For small businesses, onboarding a new employee is especially critical because every hire has outsized impact. When you have 15 people, one disengaged employee affects the whole team. One great hire who gets up to speed quickly can transform your business.
Why Onboarding Matters for Small Businesses
Only 12% of employees strongly agree that their organization does a great job of onboarding new employees. That means 88% of companies are leaving retention, productivity, and engagement on the table.
The cost of getting it wrong is significant. Twenty percent of employee turnover happens within the first 45 days. If you spent weeks finding the right person and they leave before month two, you have wasted your recruiting investment and have to start over. For a $50,000 hire, that mistake can cost $25,000-$100,000 when you factor in recruiting costs, lost productivity, and starting the search again.
Small businesses face an additional challenge: 66% of employees at small companies feel undertrained after onboarding, compared to 52% overall. Your new hires are more likely to feel lost and unsupported than those at larger companies with dedicated training programs. A structured onboarding plan closes that gap. And only 12% of employees strongly agree their organization onboards well, according to Gallup research.
Still Using Spreadsheets for Onboarding?
Automate documents, training assignments, task management, and track onboarding progress in real time.
See How It WorksOnboarding vs. Orientation: What is the Difference?
Orientation and onboarding are often used interchangeably, but they are not the same thing. Understanding the difference helps you avoid a common mistake: thinking you have onboarded someone when you have only oriented them.
| Aspect | Orientation | Onboarding |
|---|---|---|
| Duration | 1-3 days | 90 days to 12 months |
| Focus | Paperwork and policies | Performance and integration |
| Goal | Administrative compliance | Productive, engaged employee |
| Who leads | HR or office manager | Manager, team, and mentors |
| Content | Forms, handbooks, benefits | Training, goals, relationships |
Orientation is a one-time event, usually on the first day or during the first week. It covers the basics: here is your desk, here is how to submit expenses, here is where to find the employee handbook. Orientation is necessary but not sufficient.
Onboarding is an ongoing process that continues for months. It includes orientation but goes much further. The goal of onboarding is not just to inform the new hire but to transform them from an outsider into a productive, integrated team member.
Most small businesses stop at orientation and wonder why new hires take so long to get up to speed. If you want to understand what truly effective onboarding looks like, I wrote a detailed guide on what makes a good onboarding experience.
The 4 Phases of Effective Onboarding
Every successful onboarding plan moves through four distinct phases. Skipping phases or rushing through them leads to gaps that hurt retention and productivity.
Pre-boarding
Offer → Day 1
Paperwork, equipment, welcome
Orientation
Days 1-7
Introductions, systems, culture
Training
Days 8-60
Role skills, initial projects
Integration
Days 61-90+
Independence, performance
Phase 1: Pre-boarding (Offer Accepted to Day 1)
Pre-boarding is everything that happens between the accepted offer and the first day of work. This phase is often neglected, but it sets the tone for the entire employee experience. A new hire who shows up on Day 1 to find their desk is not ready, their email does not exist, and nobody knows they are coming will start questioning their decision to join.
During pre-boarding, complete as much paperwork as possible, prepare their workspace and equipment, and communicate clearly about what to expect on Day 1. I cover the complete pre-boarding process in my guide to new employee onboarding process flow.
Phase 2: Orientation (Days 1-7)
The first week is about helping the new hire get their bearings. Introduce them to the team, show them how basic systems work, and help them understand the company culture. Do not try to teach them everything in week one. Focus on making them feel welcome and giving them enough context to start contributing.
Phase 3: Training (Days 8-60)
Once they understand the basics, shift focus to role-specific training. This includes the skills, tools, and processes they need to do their job. By the end of month two, they should be able to handle routine work independently, though they will still need support for complex situations.
Phase 4: Integration (Days 61-90+)
The final phase is about moving from "new hire" to "team member." They should be working independently, contributing to team goals, and building relationships across the organization. At 90 days, conduct a formal review to assess progress and set goals for the next quarter.
The 30-60-90 Day Framework
The 30-60-90 day plan is the most widely used structure for employee onboarding. It breaks the first three months into clear phases with specific goals for each. If you only implement one thing from this guide, make it this framework.
Days 1-30: Learn
Focus on understanding
- • Complete all compliance paperwork and system access
- • Meet team members and key stakeholders
- • Understand company culture, values, and how things work
- • Learn core tools and processes for the role
- • Have weekly 1:1s with manager to address questions
Days 31-60: Contribute
Focus on doing
- • Take ownership of initial projects or responsibilities
- • Build cross-functional relationships
- • Identify areas for improvement in current processes
- • Receive and act on feedback from 30-day check-in
- • Start contributing to team goals independently
Days 61-90: Perform
Focus on impact
- • Work independently with minimal supervision
- • Complete first significant project or milestone
- • Participate in 90-day performance review
- • Set goals for months 4-6 and beyond
- • Begin mentoring or helping newer team members
The beauty of the 30-60-90 framework is its flexibility. The specific activities will vary based on the role, but the progression from learning to contributing to performing applies to almost every position. For a deeper dive into implementation, see my complete guide to the 30-60-90 day onboarding plan.
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See It in ActionPre-boarding Checklist: Before Day 1
Pre-boarding reduces Day 1 chaos and shows new hires you are prepared for them. Complete these tasks between the accepted offer and their first day.
The most important pre-boarding task is communication. Send a welcome email 3-5 days before they start that includes: start time and location (or video call link for remote), what to bring, what to wear, who they will meet with, and a rough schedule for Day 1. New hires are often anxious about starting. Clear communication reduces that anxiety.
First Week Schedule
The first week sets expectations for everything that follows. Here is a practical schedule for a small business without dedicated training staff.
| Day | Morning | Afternoon |
|---|---|---|
| Day 1 | Welcome, paperwork, workspace setup | Team introductions, company overview |
| Day 2 | Systems and tools training | Role overview with manager |
| Day 3 | Process and workflow training | Shadow team member |
| Day 4 | First small task or project | Cross-team introductions |
| Day 5 | Continue project work | Week 1 check-in with manager |
A few principles for the first week:
- Do not schedule wall-to-wall meetings. Leave buffer time for the new hire to process information and ask questions.
- Mix formal sessions (training, meetings) with informal ones (lunch with team, coffee with buddy).
- End each day with a quick check-in: What went well? What questions do you have? What do you need?
- Give them one small, completable task by Day 3. Early wins build confidence.
Remote and Hybrid Onboarding
Onboarding remote employees requires more structure and intentionality. You cannot rely on hallway conversations and osmosis to integrate someone who is not physically present.
Ship equipment early
Send laptop and supplies 3-5 days before start date so they can test everything
Over-communicate the first week
Remote hires need more structure. Share a detailed hour-by-hour Day 1 schedule
Use video for everything
Default to video calls instead of phone or chat for the first few weeks
Create virtual coffee chats
Schedule 15-minute intro calls with each team member throughout week one
Assign a dedicated buddy
Remote employees especially need someone they can message with basic questions
The biggest mistake with remote onboarding is assuming new hires will reach out when they need help. They often will not. They do not want to seem incompetent, and they do not know who to ask. Build check-ins into the schedule so you are proactively asking how things are going rather than waiting for them to come to you.
For remote hires, I recommend daily 15-minute check-ins during week one, then every-other-day during week two, then twice weekly through month one. This cadence catches problems early without being overwhelming.
Common Onboarding Mistakes Small Businesses Make
After building teams at multiple companies, I have made most of these mistakes myself. Here is what to avoid:
No plan before Day 1
Fix: Create a simple checklist and share it with the new hire in advance
Information overload on Day 1
Fix: Spread training across the first week, not the first day
No clear expectations
Fix: Define 30, 60, and 90-day goals in writing during week one
Forgetting about them after week one
Fix: Schedule regular check-ins through month three
No buddy or mentor assigned
Fix: Pair them with a peer who can answer day-to-day questions
Treating onboarding as HR-only
Fix: Involve managers and team members in the process
The underlying pattern in all these mistakes is treating onboarding as something that happens to the new hire rather than something you actively manage. Onboarding requires your time and attention, especially in the first 30 days. If you do not have time to onboard someone properly, you do not have time to hire them.
The Minimum Viable Onboarding Plan (When You Have No Time)
If you can only do five things, do these:
This takes about 2 hours to set up and dramatically improves retention.
Measuring Onboarding Success
How do you know if your onboarding is working? For small businesses, you do not need complex metrics. Focus on these five indicators:
| Metric | What It Measures | How to Track (Simple) |
|---|---|---|
| Time to productivity | How long until they perform independently | Track project completion dates |
| 30/60/90-day retention | Are new hires staying past critical periods | Simple headcount tracking |
| New hire satisfaction | How do they rate their onboarding experience | Quick survey at 30 and 90 days |
| Manager satisfaction | Is the manager happy with the hire's progress | Check-in at 90 days |
| Training completion | Did they finish required training on time | Checklist tracking |
The simplest measure is retention. If new hires are consistently leaving in their first 90 days, your onboarding has a problem. If they are staying and becoming productive team members, you are doing something right. For a more detailed look at metrics, see my guide on onboarding KPIs.
I built FirstHR specifically to help small businesses track these metrics without spreadsheets and manual work. When you can see patterns in your onboarding data, you can identify what is working and what needs to change.
Frequently Asked Questions
What is new employee onboarding?
New employee onboarding is the process of integrating a new hire into your organization. It includes administrative tasks like paperwork and system setup, but more importantly covers training, goal-setting, and helping them build relationships with colleagues. Effective onboarding transforms someone from a new hire into a productive team member.
How long should onboarding take?
At minimum, onboarding should last 90 days. Research shows the ideal duration is 6-12 months for most roles. The first 90 days cover the basics, while the following months focus on deeper integration, advanced training, and career development. Most companies end onboarding too early.
What are the 4 phases of onboarding?
The four phases are: (1) Pre-boarding, from accepted offer to Day 1, covering paperwork and logistics; (2) Orientation, the first week focused on introductions and basics; (3) Training, weeks 2-8 focused on role-specific skills; and (4) Integration, months 2-3+ focused on independence and performance.
What is the difference between onboarding and orientation?
Orientation is a one-time event, usually on Day 1, covering administrative basics like paperwork, policies, and introductions. Onboarding is an ongoing process lasting months that includes orientation but extends to training, goal-setting, culture integration, and relationship building. Orientation tells them where the bathroom is; onboarding helps them succeed in their role.
What should be included in an onboarding plan?
A complete onboarding plan includes: pre-boarding tasks and communication, Day 1 schedule and welcome activities, first week training agenda, 30-60-90 day goals, scheduled check-ins with manager, buddy or mentor assignment, compliance and paperwork requirements, and success metrics. The specific content varies by role.
Who is responsible for onboarding?
In small businesses without HR departments, the direct manager is typically responsible for onboarding. However, effective onboarding involves multiple people: the manager sets expectations and conducts check-ins, a buddy answers day-to-day questions, and team members help with training and integration. The owner or manager coordinates but should not do everything alone.
What is a 30-60-90 day plan?
A 30-60-90 day plan breaks the first three months into phases with specific goals. Days 1-30 focus on learning the company, role, and relationships. Days 31-60 shift to contributing through initial projects and cross-functional work. Days 61-90 emphasize performing independently and achieving measurable results. It provides clear milestones for both manager and new hire.
How do I onboard an employee when I do not have an HR department?
Focus on the essentials: complete paperwork before Day 1, have their workspace ready, schedule regular check-ins (daily in week one, then weekly), write down clear 30-60-90 day expectations, and assign a buddy for questions. You do not need complex processes. You need consistency and follow-through. Software like FirstHR can automate the administrative parts so you can focus on the human elements. The key to onboarding an employee successfully is preparation and communication, not elaborate programs.