The Purpose

Make onboarding seamless and stress-free, so new team members feel empowered from day one without bogging down your leadership team.

The Background

Hiring someone new is exciting—you’ve found the right person, and now it’s time to bring them into your world.

But too often, onboarding is treated as a pile of paperwork rather than a structured experience.

Most companies stop at signing contracts and handing over a company handbook, leaving new hires feeling lost and disconnected.

What if onboarding could be smooth, engaging, and even... fun?

By designing a simple, repeatable system that introduces new team members to your culture, tools, and expectations, you’ll set them up for success while saving yourself hours of repeated explanations.

Plus, with the right digital tools, much of it can run on autopilot.

The Ingredients

Here’s what you’ll need to create an onboarding experience that feels like a warm welcome rather than an administrative chore:

• A centralized onboarding checklist (Notion, Google Docs, or similar tool)

• Automated onboarding emails (ConvertKit, Mailchimp, or ActiveCampaign)

• Pre-recorded welcome videos

• A simple team structure and role-specific documentation

• Standardized tools and software setup (Slack, Loom, Google Drive, etc.)

• A process for continuous improvement and feedback

The Steps to Implement

Now, let’s put it all together. Here’s how to craft an onboarding system that practically runs itself:

1. Create a Centralized Onboarding Hub

   Think of this as your new hire’s “home base.” Whether it’s a Notion workspace or a Google Drive folder, this is where they’ll find everything they need—from your company values to step-by-step guides for their first week.

2. Develop a Standardized Onboarding Checklist

   Not all roles are the same, so break it down:

   • A general onboarding track for all employees

   • Role-specific checklists for different teams (sales, marketing, engineering, etc.) This way, new hires don’t have to sift through irrelevant information.

3. Automate the Process

   Set up a drip campaign that delivers instructions and reminders over their first few weeks. No more “Did you get a chance to review that doc?”—they’ll be guided step by step.

4. Use Videos to Make It Personal

   A welcome video from the CEO goes a long way in making new hires feel like part of the team. Throw in some tool walkthroughs and explainer videos to keep things engaging.

5. Set Clear Expectations & Open Communication

   Let them know where to go when they have questions. Whether it’s a dedicated Slack channel, a weekly check-in, or an FAQ doc, make it easy for them to get the support they need.

6. Gather Feedback & Continuously Improve

   Your onboarding process should evolve. Encourage new hires to note anything that was missing or unclear, then refine the process for future employees.

Preparation Notes

• Treat your onboarding checklist as a living document. It should grow with your company.

• Ensure new hires have access to everything they need before their start date.

• Invite new team members to contribute to onboarding improvements—fresh eyes catch things you might miss.

• Keep things bite-sized. Too much information at once can be overwhelming.

With a well-designed onboarding system, your new hires will feel confident, connected, and ready to contribute right away.

And the best part? You’ll spend less time answering the same questions over and over.

Win-win!