I often say that the first and last days of an employee’s journey matter more than we realize.
Over the years, I have welcomed new hires joining us in the office and others logging on for their very first day from home. I have also said goodbye to colleagues in person and through a final video call.
What I have learned is simple: how we welcome people and how we say goodbye are two of the most powerful reflections of our culture.
Onboarding and offboarding are often treated as boxes to tick. Yet when approached with empathy, they become opportunities to inspire trust, reinforce values, and strengthen engagement.
Chapters
- What is Onboarding, Really?
- Global and Industry Trends in Onboarding
- Why Offboarding Matters Just as Much
- The Impact on Retention and Culture
- Leveraging Technology Without Losing Humanity
- Measuring Success and Engagement
- A People-First Mindset
What is Onboarding, Really?
When people ask me, “what is onboarding?” I remind them it is much more than filling out forms or handing over a laptop.
True onboarding is about giving someone a sense of belonging from day one. In fact, it should start even earlier.
Preboarding is one of the most underrated parts of the journey. Those days or weeks between accepting the offer and showing up for work can set the tone for everything that follows.
A welcome message from the manager, early access to training materials, or simply making sure equipment arrives on time can turn nervous anticipation into genuine excitement. Small touches like these reassure people they made the right choice.
Once the first day arrives, orientation for new hires should do more than run through compliance slides. It is a chance to connect new hires to the bigger picture, the company’s purpose, its culture, and its people.
Pairing someone with a mentor, scheduling regular check-ins, and opening the door to conversations about growth all help transform a job into a long-term relationship.
The numbers speak for themselves. 34% of employees say they have not experienced any formal onboarding program (VLerick Business School). No surprise then that only 29% feel fully prepared for their role after onboarding (Gallup).
"Employees who go through exceptional onboarding are 2.6 times more likely to be satisfied at work"
- Gallup
On the other hand, employees who go through exceptional onboarding are 2.6 times more likely to be satisfied at work (Gallup), and 89% report higher engagement when it is done well (BambooHR).
That is why I believe onboarding should never be seen as just a week-long event. The best programs stretch across months, giving people time to build confidence, find their place, and imagine their future in the company.
Good onboarding also looks different depending on context. For in-office hires, the focus might be on in-person introductions and tours. For remote or hybrid hires, onboarding might involve video calls, digital guides, and intentional social opportunities such as virtual coffee breaks.
The principle remains the same: every hire should feel included, supported, and connected.
Global and Industry Trends in Onboarding
Onboarding looks different depending on geography and industry.
Technology firms now standardize digital employee onboarding with AI-driven portals and learning paths tailored to each hire’s background.
Meanwhile, sectors like manufacturing focus onboarding heavily on safety, lean efficiency, and compliance training.
Healthcare organizations must balance emotional support with regulatory complexity, while financial services prioritize ethical standards and system fluency.
Retail, increasingly digitized, mixes customer service training with e-commerce platform onboarding.
Onboarding is also becoming more data-driven and personalized. AI and analytics now tailor learning paths, answer common HR questions, and anticipate individual learning needs especially critical in hybrid models. Gartner reports that 41 percent of HR leaders worry hybrid work erodes cultural connection unless intentionally addressed.
Finally, culturally adaptive organizations are prioritizing digital fluency as a global HR aim. Mercer’s global talent trends show that building an intuitive and adaptable digital culture is among the top priorities for HR leaders worldwide.
It is also worth noting that 40% of new hires say it takes too long to get answers from HR and that automation helps solve this challenge, saving hours on repetitive tasks such as document submission and benefits enrollment (PeopleSpheres).
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Why Offboarding Matters Just as Much
If onboarding is the hello, offboarding is the goodbye. It is easy to overlook, but the way we part ways with employees often lingers longer than their first impression.
Organizations can often treat offboarding as a simple checklist, collecting the badge, shutting down accounts, and processing payroll. But when we approach it with empathy, it becomes something more.
A respectful exit interview, a smooth handover, and a genuine thank-you can leave people walking out the door with respect for the company still intact.
Think about the ripple effect. A former employee who feels appreciated is more likely to recommend the company, engage positively with past colleagues on LinkedIn, or even return one day. A poor experience, on the other hand, can damage the brand just as quickly.
For me, offboarding is a cultural signal. It shows the people who stay how much we value those who leave. It tells the whole organization that relationships do not end with an employment contract, they continue as part of a wider community of alumni and advocates.
Alumni networks are a powerful example. By keeping in touch with former employees, organizations create channels for referrals, collaboration, and even rehiring. Many companies now have formal alumni programs, and some of the best hires are boomerang employees who return with new skills and perspective.
Research shows they often ramp up faster and are more loyal the second time around because they know the culture and have chosen to come back.
Strong offboarding includes clear communication, secure and respectful IT handovers, final payroll accuracy, and opportunities for knowledge transfer.
It should also include space to say thank you.
People want to feel that their contributions were noticed and appreciated, even if their career is moving in a new direction.
The Impact on Retention and Culture
A strong onboarding experience engages new hires, and engagement has tangible business results. Studies show an 81% difference in absence rates and a 14% difference in productivity between engaged and disengaged employees (TalentInsight).
Engaged workers are also more likely to stay with their employers. When new hires feel unsupported, disengagement follows quickly and when departures are handled poorly, it creates doubt among those who remain. Culture is built in these small but critical moments.
Culture drives retention. Employees who start strong and leave with dignity are far more likely to stay connected, whether as long-term team members or proud alumni. That is why investing in employee onboarding and offboarding solutions is not about processes. It is about people.
The return on investment is clear. The Society for Human Resource Management (SHRM) estimates that replacing an employee can cost up to six to nine months of their salary. Strong onboarding reduces turnover, and thoughtful offboarding creates brand ambassadors who may one day refer talent or return to the company themselves.
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Leveraging Technology Without Losing Humanity
Technology has made these transitions easier to manage. With digital employee onboarding, HR leaders can design no-code, vendor-agnostic workflows that fit seamlessly with existing systems.
Automated forms, compliance checks, and virtual orientations save time and ensure consistency. For remote and hybrid teams, video calls and digital guides help employees feel just as supported as those in the office.
Artificial intelligence is now adding another dimension. AI powered onboarding can personalize learning, provide real-time support, and reduce administrative friction.
Platforms such as Applaud and Hibob are leading examples. They use AI-driven workflows and intelligent assistants to answer questions instantly, recommend resources, and streamline tasks, all while freeing managers to focus on relationship-building.
The best results come when technology clears away the admin clutter so leaders can focus on building trust. Instead of spending hours chasing signatures or troubleshooting access requests, they can check in with a new hire, answer questions personally, or share stories that bring company culture to life.
Yet the goal is never to replace the human connection. Technology should free us to focus on what matters most, such as conversations, mentorship, and care. The best HR leaders use tech as a foundation, not as the whole experience.
Measuring Success and Engagement
How do you know if your onboarding and offboarding strategies are working? The numbers tell a powerful story. Gallup reports that 20% of employees receive either a poor AI-enhanced employee onboarding experience or no onboarding at all. Only 43% of organizations provide more than a single day of orientation, leaving many new hires underprepared.
There is reason to be optimistic. Two-thirds of organizations now use AI in their onboarding strategies, and 62% report stronger and more engaging experiences as a result. These improvements are not just operational; they translate into stronger culture, higher engagement, and better retention.
Surveys, analytics, and feedback loops help HR leaders understand what is working and what needs to change. Retention data, new-hire performance, and employee satisfaction scores all provide insight. Most importantly, conversations with employees, both those joining and those leaving, offer the qualitative data that technology cannot capture.
A People-First Mindset
At the heart of both onboarding and offboarding is empathy. Every HR leader should ask: How does this moment feel to the employee? The answer should guide every decision.
When we welcome someone with care, they feel proud of their choice. When we provide the right support in those crucial early months, they find confidence and connection. And when we say goodbye with respect, they carry that pride into the world. Both moments shape not only retention but also reputation and culture.
Onboarding and offboarding are not just HR processes. They are opportunities to connect, to affirm values, and to remind people that they matter. When we put people first, engagement, retention, and culture naturally follow.
Whether it’s a new hire finding their feet or an employee navigating a complex, sensitive issue, the right Human Resources support system provides clarity, confidence, and a sense of culture — delivering a process your people are happy to engage with.
At Applaud, we help organizations do just that — bringing together intelligent self-service, people-first case management, and adaptable tools in one seamless experience that supports every success factor outlined above.
Because when every interaction feels effortless, fair, and personal, your most important customers — your employees — feel seen, supported, and ready to thrive.
About the Author 
Annabel Joseph is the Director of People at Applaud. She is a member of the Senior Leadership Team and contributes to shaping the company's direction. Her professional journey, marked by diverse sectors and international experience has led to her role in HR Technology, a true passion of hers given the relatable field. Annabel is CIPD level 7 qualified and holds a bachelor's law degree.