Onboarding for Retention: How to Keep New Hires Engaged Beyond the First 90 Days

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You spent months searching for the right candidate, extended the offer, and finally—your new hire is on board. But what happens next?

Too often, onboarding is treated as a one-and-done event, only focusing on paperwork and policies, rather than long-term success. The truth? Onboarding should be a strategic, months-long process designed to engage and retain top talent well beyond their first 90 days.

Data proves it: Employees who experience strong onboarding are 69% more likely to stay for three years or more. And with turnover costs soaring—sometimes up to 200% of an employee’s salary—hiring managers can’t afford to let new hires flounder after week one.

So, how do you create an onboarding experience that keeps employees engaged, productive, and committed for the long haul? Let’s break it down.

Pre-Boarding: Setting the Stage for a Strong Start

Engagement begins the moment an offer is accepted. A structured pre-boarding process ensures that new hires feel welcomed, informed, and confident before their first day.

“The onboarding process starts long before day one,” says Sarah Brumbley, Vice President of Top Stack’s finance & accounting division, and a staffing expert with 20 years in the business. “Clear communication, timely paperwork, and setting expectations early help build anticipation and excitement.”

This period between the offer and first day may include welcome emails, compliance screenings, confirmation of devices and software, and communication around logistical details such as parking, dress code, and a training schedule.

Brumbley, who has managed over 150 client accounts in her career, has seen her fair share of good, bad, and ugly onboarding programs. She explains how a bad pre-onboarding period can even turn off a new hire completely.

“Since most candidates do not resign from their current job right away, if a company has poor pre-onboarding practices, the potential new hire can get cold feet and rescind their acceptance altogether. It’s important for hiring managers to reach out and show their enthusiasm for the start, and for HR to have transparent and timely communication.”

Day One: Setting Up for Immediate Success

The clock is ticking starting on day one! Up to 20% of new hires quit within the first 45 days and one-third within 90 days. Brumbley adds, “Starting on the first day, the way an organization engages with new hires during those first 90 days plays a pivotal role in shaping their experience and connection to the company culture.”

A strong first day includes many components, but some are more important than others for new hires to hit the ground running.

Equipment & Access

Nothing derails a new hire’s first day excitement faster than technical difficulties. Day one should feel seamless with all necessary equipment, logins, and communication tools ready to go. A new hire must be able to access key software for training, paperwork for orientation, and communication tools. Without immediate access, the employee can fall behind and the company risks looking unprofessional.

Brett Cowan, Managing Director of Top Stack’s technology division, explains, “On the first day, all equipment should be received and updated with necessary applications. My clients with the most successful onboarding all heavily pre-configure their computers with key settings and tools. Some even go as far as bookmarking key resources and sites in a browser.”

A Buddy System

No one wants to feel like the new kid forever. A mentor helps new hires navigate the unwritten rules of the workplace, offering real-time support and guidance. Even an onboarding buddy—another person who starting at the same time—can be a helpful supporter.

Employees with workplace friendships are seven times more likely to be engaged at work. A more engaged employee results in longer retention.

Training

According to an Indeed survey, 39% of job seekers who left their job within the first six months said that they would have stayed longer with more effective new hire training.

While training programs will look vastly different depending on the job, the most effective trainings include:

  • A detailed training schedule with mixed methods, such as self-guided videos, hands-on direction, shadowing, etc.,
  • Access to a mentor,
  • Team-bonding exercises,
  • Education on company culture and employee benefits, and
  • Regular one-on-one check-ins for feedback, open discussion, and alignment.

Set Crystal Clear Expectations for Work Arrangements

Flexible work environments are a great recruitment tool, but vague expectations around work arrangements can create uncertainty and decrease employee retention. New hires should know exactly where, when, and how they are expected to work.

Here are some tips for creating clarity:

  • Onsite Employees: Define office hours, workspace setup, and in-office expectations.
  • Hybrid Employees: Clarify required in-office days and collaboration expectations.
  • Remote Employees: Set expectations for response times, communication, and virtual team engagement.

Even if these details were included in an offer letter or onboarding documentation, managers should make it a point to have a direct discussion to answer any questions.

Onboarding is A Marathon, Not a Sprint

Many companies confuse onboarding with orientation. While orientation covers the basics (HR policies, IT setup, benefits enrollment), onboarding is a strategic, phased approach that helps new hires integrate into the company culture, build confidence, and feel invested in their roles.

A 30-60-90-day roadmap helps employees gradually ramp up while staying aligned with company goals. Each phase should outline training, responsibilities, and benchmarks for success. In between milestones, a manager should have regular one-on-one check-ins with the new hire to discuss active projects and tasks and ensure alignment.

The Feedback Loop

Defined expectations on tasks, responsibilities, and key performance indicators are crucial for employee retention.

“The more a candidate is aware of their expectations, and given the tools to meet those expectations, the better chance for long-term success,” notes Cowan. “The most common issue we hear from candidates during onboarding is that they feel misaligned with their manager and aren’t sure how to address it with them.”

Information is a two-way street, though. Managers should be open to feedback from the new hire. As the employee becomes engrained in the job and company culture, they may have suggestions or concerns that must be discussed to ensure retention.

Positive feedback shouldn’t be kept in the dark either. Managers should regularly share praise when it’s earned and encouragement when it’s needed. As the new hire makes meaningful contributions, managers should recognize these events publicly to the team at large. A sense of accomplishment fuels engagement (for both the new hire and established employees) and cements good habits and actions.

Creating Cultural Alignment

A well-structured onboarding process immerses new hires in the company’s values and mission and their team’s structure and dynamics. This helps them understand not just what they do, but why it matters. When employees feel connected to the broader purpose they are more engaged, collaborative, and motivated to contribute.

Brumbley elaborates, “I regularly see the impact on businesses when employees feel welcome, supported and valued from the start. They’re more likely to stay, contribute, and become strong ambassadors for the company’s values and culture.”

Here are tips on how to foster a strong culture and team bonding:

  • Start with Core Values: Incorporate company mission, vision, and values into the onboarding process. Use real-life examples of how these values shape decision-making and day-to-day work. Have leadership share stories—either in person or with videos—about the company’s culture in onboarding sessions.
  • Introduce Key Team Members Early-On: Set up structured meet-and-greets with teammates, cross-functional partners, and leadership. Encourage informal coffee chats or “get-to-know-you” chat threads to foster connections. This is another area where a buddy system can be leveraged.
  • Set Behavioral Expectations: Clearly outline workplace expectations around communication, collaboration, and decision-making. Provide real-world scenarios that demonstrate how teams live out company culture in action. Ensure managers reinforce cultural alignment in one-on-one check-ins and feedback sessions.

Measuring Success: How to Determine Long-Term ROI

Companies that view onboarding as a long-term investment rather than a short-term checklist see lower turnover, higher engagement, and a stronger company culture.  But great onboarding doesn’t just feel good—it drives results.

Track the following metrics to measure success:

  • New Hire Retention Rate: Are employees staying beyond six months? A year?
  • Engagement Scores: Are new hires actively participating in meetings and projects?
  • Productivity Metrics: How long does it take for new hires to reach full productivity?
  • Feedback Surveys: What do new employees say about their onboarding experience?

Regularly tracking these metrics allows you to adjust your process and ensure new hires thrive within the critical first 90 day window.

Final Thoughts

Successful onboarding is about more than just giving information—it’s about creating empowerment. Employees need clear goals, proper training, and cyclical feedback to feel confident in their role.

“The more a candidate is aware of their expectations, and given the tools to meet those expectations, the better chance for long-term success,” says Cowan.

Brumbley adds, “The investment in this relationship truly pays off in retention and in strengthening the company’s brand long-term. These early interactions are foundational for employee loyalty and satisfaction, which in turn impacts the overall branding of the company.”

Great onboarding doesn’t happen by accident. Success starts with the right people. If you’re looking to improve candidate quality and retention, contact us to learn how we can help.