Welcome on board – how appreciative onboarding increases motivation, loyalty and satisfaction

In times of skilled labor shortages and the "war for talent," companies can ill afford to lose newly acquired talent due to a poor start. Yet this is exactly what often happens: According to a study , 36% of new hires fail before their first day of work . Early terminations are expensive—on average, each failed new hire causes around €14,900 in turnover costs . At the same time, 90% of new employees decide whether to stay or leave within the first six months ( https://pawlik-executive.com/ ).

This first phase in the company is therefore of enormous emotional and psychological significance. New employees usually start their job full of anticipation, but also with excitement and uncertainty . All future interactions shape their perception of whether they really “belong”. If the picture built up during the application phase is not confirmed, disappointment and distance threaten. Gallup found that only 12% of employees are convinced that their employer offers excellent onboarding – the lack of a good process stands in the way of the formation of an emotional bond between new team member and company, a connection that determines whether they stay or leave . Conversely, an appreciative onboarding makes new employees feel welcome and motivated to get started. With successful onboarding, companies build a bridge from the first day of work to long-term employee satisfaction and loyalty .

What is meant by onboarding?

Onboarding refers to the initial phase of new employees joining a company – from the signed contract to successful familiarization with their role and team. Onboarding is often confused with mere orientation or the completion of formalities. In fact, however, it is about much more: Onboarding is a comprehensive concept that takes technical, organizational, social and psychological aspects into account. In other words: In addition to technical training (work tasks, processes, IT systems), onboarding also includes integration into the corporate culture and social structure. This holistic approach pays off, because the way someone is introduced often sets the course for their further path within the company. Nevertheless, according to a Haufe survey , 93% of companies still focus primarily on technical training , while soft factors such as cultural and social integration are often neglected. Professional onboarding begins before the first day of work (keyword: preboarding ) and not just when the new employee arrives at the office. This preparation lays the foundation for new colleagues to feel welcome and valued from the very first moment – and thus settle in more quickly and become productive.

Psychological effect of an appreciative start

For new employees, changing jobs marks an exciting new beginning— "There's magic in every beginning," as Hermann Hesse said. But euphoria is often mixed with skepticism and doubt : Was it the right decision? How will I fit into the team? What's in store for me?

Companies can do a lot in this phase to reduce fears and build trust. A positive initial emotion is key: if someone feels well looked after from the start, a feeling of belonging develops. Otherwise, there is a risk of the unpleasant feeling of just being “the new guy”. The transition from candidate to team member should therefore be smooth and welcoming . Hectic pace, disorganization or radio silence are poison for motivation - nobody wants to stand in front of an empty desk on the first day or be thrown in at the deep end. Studies show that poor onboarding can dampen the enthusiasm built up at the beginning. The opposite is also true: new hires arrive with high expectations and nervousness , so employers should ensure that they feel welcome and valued right away so that they quickly develop a sense of meaning and belonging .

Successful onboarding builds on the promises made during the application process and strengthens the "psychological contract" between company and employee. Appreciation from day one signals: "You're an asset to us." This emotional connection directly contributes to loyalty. It's no wonder that 81% of companies believe they can reduce initial turnover through better onboarding . It's therefore worthwhile to consciously focus on the human side of onboarding.

Strategies for successful onboarding

How can an onboarding process be designed to be both appreciative and effective? Here are some strategies and best practices that have proven their worth in practice:

• Early preparation (“preboarding”): Onboarding begins before the first day of work. Structured preparation in the period after the contract is signed is recommended. For example, you can invite the new colleague to a digital onboarding portal in advance, which provides initial information about the company, culture, team, and the schedule for the first day. This demonstrates that you have prepared the new hire with anticipation and fosters an emotional bond right from the start. Radio silence, on the other hand, quickly leads to doubts. If contact is maintained, the new employee will feel well looked after until the start and will not jump ship at the last minute.

• Welcome package and first day at work: The first impression on the first day is formative. A popular gesture is a lovingly put together welcome package on the desk or mailed to your home. A personalized welcome card, company souvenirs, or useful work utensils with the company logo convey appreciation. People who feel welcome from day one stay longer, are more motivated, and more productive . According to Gallup, a positive onboarding experience even increases the likelihood that an employee will still be with the company after three years by 69% . So it's worth making the first day special—for example, with a welcome breakfast with the team, an office tour, and the opportunity to get to know colleagues in a relaxed atmosphere.

• Mentoring and buddy programs: Personal contacts make all the difference. A proven approach is to assign each new employee a mentor or "buddy" – an experienced colleague who can help with questions, provide an introduction, and share informal knowledge. This one-on-one support builds trust and greatly facilitates the transition. The new employee immediately has someone to take care of them, instead of being left alone with all their little questions. Such a mentoring program also fosters team spirit: Both sides – mentor and mentee – benefit from the exchange.

• Social integration into the team: New team members feel more like part of the community when they actively experience the team and the company culture . Therefore, opportunities should be created right from the start for newcomers to get to know their colleagues in a relaxed atmosphere. Whether it's a shared welcome lunch , a team meeting to mark the start, or early invitations to informal team events – all of this makes it easier to build personal relationships. It is also important to communicate the values and "rules of the game" of the company culture (e.g., informal or formal address, communication channels, dress code, etc.). Such measures ensure that new employees do not feel like outsiders. Joint activities with the team – from onboarding workshops to after-work drinks – promote bonding and integration from day one.

• Feedback and development support: A common mistake is to consider onboarding as "over" after a few weeks. In reality, support should continue at least throughout the entire probationary period . Regular feedback sessions in the first few weeks and months provide an opportunity to align mutual expectations, clarify questions, and address potential problems early on. New employees should also be given ongoing learning and development opportunities —such as training, short tutorials, or job shadowing. This keeps the initial learning curve steep. In the spirit of a positive employee experience, newcomers should n't be left to their own devices even after the first few months. If managers and teams stay in touch, new colleagues feel valued, supported, and seen in the long term. This significantly increases long-term satisfaction and motivation.

Positive effects for companies: loyalty, productivity, brand

Professional onboarding is not only desirable from the employees’ point of view – it brings tangible benefits for the company :

Employee retention and lower turnover: Numerous studies demonstrate the connection between onboarding and employee retention. Companies with a well-thought-out onboarding process experience significantly fewer resignations in the first year. Talented employees who stay contribute to the company's success longer – and fewer replacements need to be sought. This saves costs: Every early turnover prevented protects the company from high costs in recruiting, training, and knowledge loss. To put this into perspective: Replacing a lost employee can cost six to nine months' salary ; other estimates put the average at approximately €15,000 per position. Investments in onboarding therefore quickly pay off.

Higher productivity and faster deployment: Successful onboarding shortens the time it takes for new employees to reach their full potential. Clear plans, training, and support enable new recruits to become productive more quickly. In other words: Well-trained colleagues make a valuable difference in day-to-day operations sooner. They know the relevant processes, understand their role, and are more likely to take on tasks independently within the first few weeks. This productivity boost is a key success factor—especially in dynamic industries where every quick contribution counts. Onboarding thus has a direct positive impact on team performance and company success .

Strengthening employer image and employer branding: Last but not least, onboarding influences a company's reputation as an employer. New employees who experience a professional, warm welcome will spread the word to their friends and acquaintances – or on platforms like Kununu and LinkedIn. Employees who get off to a good start in their new careers also speak positively about the company. This benefits both the company's image and employer brand. Consistent, appreciative onboarding reinforces the promises of the employer brand with actions. Conversely, a disappointing onboarding can damage the employer's painstakingly built reputation: Disappointed newcomers are just as quick to share their experiences publicly. Employer branding experts therefore emphasize the importance of onboarding for the first external impression. In fact, top talents already consider how a potential employer welcomes new employees during the application process. Almost half of all applicants rate the quality of onboarding in the recruiting process as a decisive factor in their decision. Excellent onboarding thus acts as a unique selling point in the competition for the best minds.

Current trends and studies on onboarding

The topic of onboarding has evolved significantly in recent years. Some trends and findings from recent studies :

• Many companies have a lot of catching up to do: Despite the well-known benefits, many companies are still not fully exploiting their potential. According to Gallup, only 12% of employees strongly agree that their employer does a great job with onboarding ( https://backlinko.com ). The overwhelming majority therefore sees room for improvement. This awareness is growing: Onboarding is evolving from a "tedious HR process" to a strategic task.

• Longer onboarding phases: The trend is moving toward onboarding as a longer process rather than a one-day orientation session. In many companies, the official onboarding lasts at least a month —some even a full year. Around 48% of organizations report that their onboarding program lasts 3–6 months or longer ( https://backlinko.com ). These extended periods ensure that new employees continue to receive support and integration even after the first few weeks. Enthusiasm typically wanes after the initial days— long onboarding concepts can mitigate this effect.

• Digitalization and remote onboarding: Digitalization is not stopping at onboarding either. Digital onboarding platforms and portals are now widespread, providing new employees with basic information and facilitating administrative onboarding. Since the pandemic, many companies have also been turning to virtual onboarding : Greetings via video call, interactive e-learning, and digital collaboration tools will be standard by 2025. One interesting aspect is the use of artificial intelligence (AI) in onboarding. According to a survey , 45% of HR departments are already using AI solutions in their onboarding process, and another 25% plan to use them in the near future ( https://backlinko.com ). AI-powered chatbots, for example, can answer newcomers' questions around the clock or offer personalized learning paths. Such technologies can make onboarding more scalable and personalized, but they are no substitute for human interaction.

• Increasing investments: The importance of onboarding is also reflected in rising budgets. 62% of companies plan to invest more heavily in onboarding in 2024 , according to a Brandon Hall study ( https://backlinko.com ). Many companies are creating new positions (e.g., onboarding managers) or establishing dedicated onboarding teams. The focus is on strategically improving the process and making it measurable – for example, through feedback evaluations after 30, 60, and 90 days. These developments demonstrate that onboarding is increasingly recognized as a critical success factor for employee retention and performance and is receiving corresponding attention at the management level.

Use support from external partners

High-quality onboarding requires resources, creativity, and time. Not every HR team can develop new welcome ideas or create personalized materials on their own. External partners can offer valuable support here. Specialized service providers have experience in designing memorable onboarding experiences —from personalized welcome boxes to tailored e-learning content. Creative onboarding gifts, for example, have an often underestimated but extremely effective effect: They express appreciation and strengthen the bond with the company. A new employee who receives a high-quality welcome package with company merchandise and a personal touch, for example, immediately feels the appreciation and is positively immersed in the new company culture.

An example of such a partner is Touch oneConcepts , a provider of personalized welcome solutions . Touch oneConcepts supports companies in designing and implementing customized onboarding materials – such as lovingly curated welcome gifts, personalized cover letters, or branded items. This allows employers to offer their new hires a unique welcome experience from day one, without the HR department having to organize every item themselves. External professionals are familiar with the latest trends (e.g., sustainable merchandise ideas or innovative packaging concepts) and ensure professional implementation that matches the company brand. Working with a partner allows those responsible to concentrate on the content of the onboarding and support, while the wow effects and emotional accents during onboarding are reliably delivered.

Ultimately, onboarding with a sense of respect is an investment that benefits everyone . New employees feel well looked after from the start, are more motivated, and remain loyal to the company longer. The company, in turn, saves costs through lower turnover, increases productivity, and strengthens its employer brand. With the right strategy—and, if necessary, with support from experienced partners—onboarding becomes more than just an introduction: it lays the foundation for long-term, successful, and trusting collaboration .