Onboarding Best Practices For Small Businesses
Welcoming a new hire into your small business is always exciting. You’re probably eager for them to start making an impact, and your staff are no doubt looking forward to having some extra support.
However, before a new team member can get properly stuck in, it’s important that they have a structured introduction or “onboarding” period.
For small businesses, this process doesn’t necessarily need to be complicated or expensive. But it does need to be intentional.
Best practices for onboarding new hires
Having worked with hundreds of small businesses over the past 10+ years through our HR Partner service, we know how easy it is for onboarding to become something done on the fly without much planning or consistency… especially if you’re already juggling a million other things.
However, with a little structure and organisation, your onboarding process can become an essential part of helping new hires settle in quickly, perform well in their role, and feel part of the team from day one.
1.Start before the first day with preboarding.
Your working relationship with a new hire begins the moment your offer is accepted. And with an organised preboarding process, you can make sure new hires feel welcomed and prepared before they even walk through the door.
Here’s what a good preboarding process includes:
Timely paperwork: Send contracts, forms, and key documents electronically so everything’s in place ahead of time.
Tech and tools: Set up logins, email addresses, and equipment before the start date so they can hit the ground running.
Clear communication: Let them know what to expect on day one, such as where to go, who they’ll meet, and what they’ll be doing.
A warm welcome: A short message from their manager, a small welcome gift, or a team introduction email can go a long way in making someone feel they belong.
Making an effort early on shows that your business is organised and that you value your people right from the very start.
2.Make the first day count.
A well-structured first day helps new employees feel confident, welcome, and clear about what’s ahead. In small businesses especially, where roles are very hands-on from the get-go, the success of the first day is important for setting expectations and easing any underlying nerves.
Here’s how to set a positive tone on the first day:
Start with a warm welcome: Greet new hires personally, introduce them to the team, and keep the tone informal and inclusive.
Have a schedule prepared: Outline what they’ll be doing throughout the day, including any training, tours, admin/system setups, or even lunch with a colleague.
Balance information and conversation: Cover the essentials, like policies and procedures, but allow space for questions and light conversations.
Assign a buddy or point of contact: This doesn’t have to be formal, just someone friendly they can go to with day-to-day questions.
The goal here is to get new hires oriented with the way you work and the people they’ll be working with. When people know what to expect and who to turn to, they’re far more likely to settle in quickly and confidently.
3.Set clear goals and expectations.
Without a sense of direction, the early days of a new role can feel a bit disorienting. To keep everyone on the same page, make sure to set clear expectations for what you want to achieve during the onboarding process.
Here’s how you can add some structure and expectations to the onboarding process:
Outline key priorities: Share what success looks like in the first week, first month, and first quarter. This could be learning a process, completing specific tasks, or meeting certain people.
Be transparent about performance: Let new hires know how their progress will be supported and what feedback they can expect.
Tie their role to the bigger picture: Help them understand how their work contributes to the business as a whole. This builds a sense of purpose and motivation early on.
It’s easy to assume new hires will “pick things up as they go.” But the more structure and clarity you provide up front, the better prepared they’ll be to excel in your business.
4.Create space for socialising and connection.
Being the new face on a team can be intimidating, which oftentimes impacts performance. That’s why building-in time for socialising and getting comfortable is just as important as covering the logistics of the role.
Here are a few different ways you can foster connection early on:
Facilitate introductions: Don’t assume people will mingle. Create space for informal chats with team lunches, coffee catch-ups, or a short intro at the start of a meeting.
Assign a buddy: This should be a friendly peer who can show new hires the ropes, answer questions, and check in during the first few weeks.
Share your culture openly: Talk about your values, how the team works day-to-day, and the little traditions that make your business unique. Even small gestures (like explaining what you do on birthdays) can help a new hire feel like they’re part of the team.
When people feel included and supported on a human level, they’re far more likely to engage with your business, make meaningful contributions, and stay for the long haul.
5.Provide ongoing support and check-ins.
It can take up to three months for a new hire to feel fully settled. During this time, regular check-ins are essential for providing/receiving feedback and offering constructive support.
Here’s how you can keep the onboarding momentum going throughout the first few months:
Schedule check-ins regularly: Without planned conversations, some issues may never be uncovered. Building check-ins into your weekly schedule shows your new hire that you have time for them and that their progress matters.
Ask questions: New hires may not always open up, especially in the first few weeks when everything feels unfamiliar. Asking thoughtful, open-ended questions can help you better understand what’s going well and where they may need some support.
Celebrate progress: Acknowledging even the smallest achievements can really help a new hire feel valued, motivated, and confident.
When new team members feel supported and heard early on, they are far more likely to perform well in their role and stick around. Keeping regular contact also allows you to identify and resolve concerns early on, before they start to affect confidence or performance.
6.Keep your process simple and sustainable.
As a small business, it’s easy to feel like you have to “do onboarding properly”. However, trying to copy overly complicated corporate processes isn’t the answer either.
Instead, try to find a good balance between creating a process that is clear, consistent, and (most importantly) easy for your team and line managers to maintain.
Here are some strategies for keeping your onboarding process manageable:
Use checklists: A short, repeatable onboarding checklist keeps things organised and prevents key details from slipping through the cracks.
Create re-usable templates: You don’t have to reinvent the wheel every time you create a welcome email, induction plans, and feedback forms. Keep a folder with all of your templates so you can copy/paste what you need when you need it.
Focus on what matters: At the end of the day, your people matter the most. A warm conversation and regular support will do far more for your new hire’s confidence than a polished presentation or a lengthy handbook.
By keeping things simple, you’re more likely to stick to the process and create that consistent, welcoming experience every new hire deserves.
Final thoughts
The onboarding process is a golden opportunity to show new hires what it’s like to work at your business — not only in terms of their role, but also your values, your culture, and how you support your people.
By planning ahead, communicating clearly, and nailing the essentials that really matter (like giving a warm welcome and setting clear expectations), you can give every new team member the very best possible start. And for small businesses, that strong foundation can make a big difference in how quickly someone can start contributing, how satisfied they are with their new job, and how long they stay with your business.
Need help creating a simple onboarding process you can stick to?
Get in touch with our team of HR specialists. We’d love to help you create an onboarding strategy that’s clear, practical, and a good fit for your team.
