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A new hire’s first few weeks set the tone for their entire experience with your company. Get onboarding right, and you’ll see higher engagement, faster ramp-up times, and stronger retention. Get it wrong, and you risk losing top talent before they even hit their stride.
Unfortunately, many Canadian HR managers unknowingly make mistakes that hinder, rather than help, the onboarding process. Whether it’s a lack of structure, information overload, or failure to integrate employees into the culture, these missteps can be costly. The good news? Every mistake has a solution. In this article, we’ll explore the ten most common onboarding mistakes, how to prevent them, and what to do if you’ve already made them.
- Lack of a Clear Onboarding Plan
Many organizations treat onboarding as an informal process, expecting new hires to “figure things out.” This leads to confusion, frustration, and lower productivity.
How to Avoid It: Develop a structured onboarding plan that spans at least the first 90 days. Outline key milestones, training sessions, check-ins, and goals to help new employees transition smoothly.
How to Recover: If you’ve already started without a plan, take a step back and create one immediately. Have a conversation with the new hire to clarify expectations and fill in any gaps they may have experienced.
- Overloading New Hires with Information
Dumping policies, training, and expectations on employees in their first week can be overwhelming and ineffective.
How to Avoid It: Space out training over time. Use a mix of live sessions, self-paced learning, and mentorship to gradually introduce new information.
How to Recover: If you’ve overwhelmed a new hire, check in to see what information they’ve retained and offer a recap session. Provide a central repository where they can access key materials at their own pace.
- Neglecting Preboarding
Onboarding doesn’t start on the first day—it starts the moment an employee accepts the offer. Failing to engage them beforehand can lead to uncertainty and a weak first impression.
How to Avoid It: Send a welcome email before their start date with details about their first day, company culture, and what to expect. Arrange for IT setup and send any necessary equipment in advance.
How to Recover: If you missed preboarding, make up for it with an enthusiastic first day. Ensure everything is set up and ready for them and go the extra mile to make them feel welcomed.
- Failing to Integrate New Hires Into the Culture
Without intentional efforts to introduce company culture, new employees may struggle to feel connected.
How to Avoid It: Assign a culture ambassador or buddy to guide them through informal aspects of the company, such as traditions, values, and team norms. Schedule virtual coffee chats or team lunches.
How to Recover: If a new hire already feels disconnected, take immediate action. Organize a team social event or involve them in a company initiative that aligns with their interests.
- Ignoring Remote Employees’ Unique Needs
Remote employees often feel isolated when onboarding isn’t adapted to their experience.
How to Avoid It: Use virtual tools to create an engaging experience—video meetings, interactive training, and clear communication guidelines. Regular check-ins and an assigned mentor can help bridge the gap.
How to Recover: If remote hires feel left out, increase touchpoints. Schedule more frequent check-ins, invite them to informal team meetings, and solicit their feedback to improve their experience.
- Skipping Regular Check-Ins
Some HR managers assume that once the first week is over, onboarding is complete. But employees need ongoing support.
How to Avoid It: Schedule check-ins at 30, 60, and 90 days to discuss progress, address concerns, and reinforce key learning points.
How to Recover: If you’ve been hands-off, reach out immediately. Schedule a one-on-one to discuss their experience and ask what additional support they need.
- Not Setting Clear Performance Expectations
Without a clear understanding of their responsibilities and goals, employees can feel lost and unmotivated.
How to Avoid It: Establish clear KPIs (Key Performance Indicators) and review them with the new hire. Ensure managers provide regular feedback and coaching.
How to Recover: If expectations weren’t set early, correct course now. Have a conversation about performance goals, provide additional training if needed, and establish ongoing feedback loops.
- Underutilizing Technology
Relying solely on paperwork and outdated systems makes onboarding slow and frustrating.
How to Avoid It: Leverage HR tech tools for eLearning, document management, and onboarding workflows. Platforms like BambooHR, Workday, or Monday.com can streamline the process.
How to Recover: If onboarding has been manual and inefficient, introduce technology to automate repetitive tasks and improve the employee experience.
- Not Personalizing the Experience
Every employee is different. A generic onboarding approach may not fully address their needs and motivations.
How to Avoid It: Customize onboarding based on the employee’s role, career goals, and work style. Provide role-specific training and mentorship opportunities.
How to Recover: If onboarding has been too standardized, start personalizing now. Have a conversation to understand their needs and tailor support accordingly.
- Ending Onboarding Too Soon
Some companies consider onboarding complete after the first week or month. But true integration takes time.
How to Avoid It: Extend onboarding over at least three months, with ongoing learning and mentorship.
How to Recover: If onboarding ended too soon, re-engage the employee with additional training sessions, career development conversations, and social integration efforts.
Conclusion
Onboarding is a critical investment in your workforce, and avoiding these common mistakes can make all the difference in employee satisfaction and retention. The good news is that even if you’ve made some of these missteps, it’s never too late to correct them. By proactively identifying gaps, making adjustments, and continuously improving the onboarding experience, HR managers can ensure that new hires feel welcomed, prepared, and ready to succeed.
A great onboarding experience doesn’t just benefit the employee—it strengthens your entire organization. Prioritizing a structured, engaging, and personalized onboarding process will lead to a more productive, loyal, and high-performing workforce.
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