An onboarding plan is a structured guide for the professional and social integration of new employees. It defines tasks, goals, contact persons, and timelines for the first weeks and months in the company. A professional onboarding plan reduces early turnover, accelerates productivity, and strengthens employee retention.

What is an Onboarding Plan?

Definition and Purpose

An onboarding plan is a structured roadmap that systematically organizes the integration of new employees into the company. It specifies who, when, where, and how new staff members are introduced to their tasks and integrated into the team. The plan encompasses both professional onboarding – learning specific tasks and processes – and social integration into the team and company culture.

Unlike informal onboarding, where new employees are "thrown in at the deep end," an onboarding plan creates structure and orientation. It serves as a roadmap for the first weeks and months and ensures that no important steps are forgotten.

Distinction: Onboarding vs. Induction vs. Onboarding Plan

The terms onboarding, induction, and onboarding plan are often used interchangeably – but there are important differences:

Onboarding refers to the entire integration process from the moment the contract is signed until the end of the probation period (often 3-6 months). It includes organizational aspects (contract, IT access), professional training, and social integration.

Induction is the part of onboarding that focuses on the concrete transfer of tasks, processes, and knowledge. It describes the process of learning and practicing.

Onboarding plan is the structured document that plans and documents this process. It is the tool used to systematically manage induction.

Why is an Onboarding Plan Important?

The Problem: Early Turnover Costs Money and Time

The numbers are alarming: According to the Haufe Onboarding Study 2023, 36% of companies experience resignations between contract signing and the first day of work. One in six new employees leaves the company during the probation period, as the softgarden Onboarding Study 2025 shows.

The most common reasons for this early turnover are:

• False expectations (56% of respondents)
• Problems with team or management (38%)
• Lack of cultural fit (28%)
• Unprofessional onboarding (21%)

The costs are significant: In addition to direct recruiting costs, expenses arise for renewed position filling, lost working time, and possible reputational damage. A poor start can have long-term consequences for employee retention.

The Solution: Structured Onboarding Retains Employees

A structured onboarding plan is the most effective measure against early turnover. It ensures that new employees feel welcome, well-supported, and valued from day one. Instead of drowning in chaos, they have clear orientation and know what is expected of them.

Benefits at a glance:

• Faster productivity: New employees find their way more quickly and can work independently earlier
• Higher satisfaction: Structured onboarding signals appreciation and professionalism
• Better retention: Positive first impressions shape the long-term relationship with the employer
• Lower turnover: Well-onboarded employees stay with the company longer

Numbers and Facts: What Studies Say

Research clearly demonstrates the value of structured onboarding:

• 69% of employees stay with the company for at least 3 years if they have experienced good onboarding (SHRM, 2023)
• 92% of employees already sense within the first 100 days whether the job and employer are right for them (softgarden, 2025)
• Only 12% of employees are satisfied with their onboarding and orientation process in the company (Gallup, 2024)
• 49% of candidates consider onboarding when deciding for or against an employer (softgarden, 2025)

These figures show: A professional onboarding plan is not a nice-to-have, but a decisive competitive advantage in the war for talents.

What Belongs in an Onboarding Plan?

Organizational Components

The organizational part of the onboarding plan includes all administrative and technical preparations:

• Employment contract: Timely dispatch and clarification of open questions
• IT equipment: Laptop, smartphone, email address, access to software and systems
• Workplace: Office, desk, keys, parking card
• Administrative documents: Social security number, tax ID, bank details
• Company information: Organization chart, contact persons, internal guidelines

These basics should ideally be prepared before the first day of work, so that new employees can start immediately.

Professional Content

The professional part focuses on the concrete work:

• Job description: Detailed overview of areas of responsibility
• Training and courses: Software introductions, process training, product training
• Learning objectives: What should be mastered after 1 week, 1 month, 3 months?
• Projects and tasks: Concrete first tasks for training
• Feedback appointments: Regular meetings with management (after 1, 4, 12 weeks)

A good professional onboarding plan builds systematically: From simple to complex tasks, with clear milestones.

Social Integration

Social onboarding is often underestimated but crucial for long-term success:

• Team introduction: Getting to know all colleagues, not just direct contacts
• Mentor or buddy: A permanent contact person for all questions
• Welcome package: Small gesture (company merchandise, snacks, personal greeting)
• Team events: Lunch, coffee break, after-work with the team
• Company culture: Conveying values, behavioral rules, dress code

New employees who feel well socially integrated identify more strongly with the company and stay longer.

Time Structure

An onboarding plan needs clear milestones. The duration depends on the complexity of the role:

• Simple tasks: 2-4 weeks of structured onboarding
• Professionals: 1-3 months with increasing responsibility
• Leaders/specialists: 3-6 months including strategic involvement

The gold standard: Structure at least the first 90 days systematically, as this period determines whether new employees will stay long-term.

The 4 Phases of an Onboarding Plan

Phase 1: Pre-boarding (Before the First Day of Work)

Pre-boarding begins directly after contract signing and ends the day before the first day of work. This phase is about maintaining contact and creating anticipation.

Important measures:

• Sending a welcome package (company information, team photos, directions)
• Setting up IT infrastructure (email address, access)
• Information about the first day of work (time, meeting point, contact person)
• Optional invitations to virtual events or team meetings

Why pre-boarding is so important: The Haufe study shows that 36% of companies experience resignations before the first day of work. Active pre-boarding significantly reduces this number by engaging new employees early and providing security.

Phase 2: Orientation (First Week)

The first week serves for basic orientation in the company. New employees get to know the most important people, spaces, and processes.

Typical content:

• Welcome conversation with management
• Tour of the company (offices, cafeteria, social rooms)
• Introduction to the team (in person or digital)
• Introduction to the most important tools and systems
• Completing administrative tasks
• First simple tasks to "warm up"

Goal: By the end of the first week, new employees should know where to find what, whom to ask for questions, and how typical workdays proceed.

Phase 3: Integration (First 3 Months)

In the integration phase, it's about deepening: New employees increasingly take on responsibility, learn more complex processes, and expand their role.

Focus areas:

• Professional: Systematic development of expertise and competencies
• Social: Building relationships with colleagues from other departments
• Cultural: Understanding and internalizing company values
• Strategic: Understanding the "big picture" – where does the company stand, where is it going?

Feedback loops: Regular check-ins with management (e.g., after 30, 60, 90 days) help reflect on progress and make adjustments.

Phase 4: Evaluation (After 3-6 Months)

At the end of the onboarding phase, there is a joint evaluation. Here, it is assessed whether the set goals have been achieved and how to proceed.

Contents of the final meeting:

• Review of the onboarding period: What went well? What could have been better?
• Review of learning objectives: Have all important competencies been developed?
• Feedback in both directions: From management to employee and vice versa
• Perspectives: What development goals exist for the next 6-12 months?
• Official conclusion of the onboarding phase

Even though structured onboarding ends, support should continue. Regular development conversations and continuous feedback are the basis for long-term employee retention.

Practical Implementation: How to Create an Onboarding Plan

Step 1: Define Goals

Before you start planning, define clear goals: What should new employees be able to do, know, and feel at the end of the onboarding period?

Example goals:

• After 1 week: Orientation in the company, know all important contacts, complete first simple tasks independently
• After 1 month: Master most important processes and tools, work on first projects independently
• After 3 months: Fully productive, solve complex tasks independently, integrated into the team

Step 2: Define Tasks and Milestones

Create a detailed overview of all tasks, training sessions, and appointments for the first weeks and months. Use the following structure:

Step 3: Clarify Responsibilities

A good onboarding plan distributes responsibility across several shoulders:

• HR department: Organizational part (contract, IT, office, pre-boarding)
• Management: Professional content (tasks, goals, feedback)
• Mentor/buddy: Daily questions, social integration, everyday contact person
• Team: Support with specific technical questions, social involvement

Step 4: Create Timeline

Translate the tasks into a concrete timeline. Consider:

• Realistic time frames: Plan generously, new employees need time to process
• Buffer times: Plan for the unexpected (illness, urgent projects)
• Regular check-ins: Fixed feedback appointments every 1-2 weeks
• Flexibility: The plan should be adaptable, not rigid

Step 5: Individualization

No onboarding plan fits everyone. Individualize based on:

• Prior knowledge: Experienced professionals need fewer basic training sessions
• Learning speed: Some learn faster, others need more time
• Role and responsibility: Leaders have different requirements than specialists
• Personal strengths: Consider individual competencies and potential

For strength-based onboarding, objective talent assessment can help. The digital platform Aivy enables companies to identify individual strengths scientifically during the recruitment process. These insights can flow into the onboarding plan and tailor the onboarding specifically to the person's competencies. Companies like Callways report that conversations through objective assessments are "significantly better and more to the point" – which also facilitates onboarding.

Learn more about strength-based recruiting with Aivy

Checklist: Onboarding Plan in Practice

Before the first day of work:

• ☐ Employment contract sent and signed
• ☐ IT equipment provided (laptop, access)
• ☐ Workplace prepared
• ☐ Welcome package sent
• ☐ Team informed about new arrival
• ☐ Mentor or buddy assigned

First week:

• ☐ Welcome conversation with management
• ☐ Tour through company
• ☐ Introduction to team
• ☐ IT training completed
• ☐ First simple tasks processed
• ☐ Feedback conversation at end of week

First 3 months:

• ☐ Monthly check-ins conducted
• ☐ Most important training sessions completed
• ☐ First projects processed independently
• ☐ Socially integrated into team
• ☐ Final conversation after 90 days

Who Creates the Onboarding Plan?

Creating an onboarding plan is teamwork and requires the collaboration of several departments:

HR Department (Organizational Part):

• Creates standard template for all new hires
• Coordinates pre-boarding activities
• Takes care of contract, IT equipment, administrative onboarding
• Ensures all formal requirements are met

Management (Professional Part):

• Defines professional learning objectives and milestones
• Creates individual plan based on the role
• Conducts feedback conversations and adjusts plan as needed
• Is responsible for successful onboarding

Team (Support):

• Supports social integration
• Answers technical questions in everyday work
• Mentor or buddy accompanies daily

Best practice: HR provides the basic structure, management fills it with professional content, team supports implementation. This division of responsibility ensures nothing is forgotten and new employees are comprehensively supported.

Frequently Asked Questions About Onboarding Plans

What is an onboarding plan?

An onboarding plan is a structured guide for integrating new employees. It defines tasks, goals, contact persons, and the timeline for the first weeks and months in the company. The plan includes both professional onboarding and social integration into the team.

How long should an onboarding plan last?

The duration depends on the complexity of the role. Simple tasks require 2-4 weeks of structured onboarding, professionals need 1-3 months, leaders and specialists 3-6 months. The gold standard: Structure at least the first 90 days systematically, as this period determines long-term retention.

What belongs in an onboarding plan?

A complete onboarding plan includes four areas: Organizational information (employment contract, IT access, office), professional training and tasks, social integration (team introduction, mentor), and milestones and regular feedback conversations. All four components are important for successful onboarding.

Who creates the onboarding plan?

Responsibility is shared: The HR department handles the organizational part (contract, IT, office), management designs the professional content (tasks, training, goals), and the team supports social integration. This division of labor ensures all aspects of onboarding are covered.

What is the difference between onboarding and induction?

Onboarding refers to the entire integration process from before the start of work until the end of the probation period. Induction is part of onboarding and focuses on professional and social integration. The onboarding plan is the structured document that plans and documents this process.

What is pre-boarding?

Pre-boarding refers to the phase between contract signing and the first day of work. During this time, new employees receive welcome information, documents, and access credentials. Pre-boarding is important because, according to the Haufe Study 2023, 36% of companies experience resignations even before the first day of work – active pre-boarding significantly reduces this rate.

How do I prevent early turnover?

Early turnover can be significantly reduced through structured onboarding: Create a detailed onboarding plan from day 1, conduct regular feedback conversations (after 1, 4, 12 weeks), communicate clear expectations, assign a mentor or buddy, and actively promote social integration. The data shows: 69% of employees stay for at least 3 years when they experience good onboarding.

How do I individualize the onboarding plan?

Individualization is crucial for successful onboarding: Consider the person's prior knowledge and experience, adapt pace and depth to individual learning speed, use objective strength analyses (e.g., through talent assessment), and consider personal goals and development wishes. No onboarding plan should be rigid – flexibility is key.

Conclusion

A professional onboarding plan is not administrative overhead, but a strategic investment in your company's future. The numbers speak for themselves: 69% of employees stay for at least 3 years when they experience good onboarding. At the same time, 36% of companies without structured onboarding experience resignations even before the first day of work.

The four phases – pre-boarding, orientation, integration, and evaluation – form the framework for successful onboarding. Crucial is the clear division of responsibility between HR, management, and team, as well as the individualization of the plan based on the needs and strengths of new employees.

In times of talent shortage, companies cannot afford early turnover. A structured onboarding plan is the most effective measure to retain new talents long-term and make them productive quickly.

Do you want to lay the foundation for successful onboarding already during the recruitment process? The digital platform Aivy supports you with scientifically validated assessments that objectively identify individual strengths. These insights enable you to tailor the onboarding plan specifically to the person.

Sources

• Haufe Onboarding Study 2023. Haufe Talent Solutions, 2023. https://www.haufe.de/personal/hr-management/umfrage-zum-onboarding-in-unternehmen_80_396926.html
• softgarden Onboarding Study 2025: Successful Onboarding. softgarden e-recruiting GmbH, 2025. https://softgarden.com/de/ressourcen/studien/erfolgreiches-onboarding-2025/
• Employee Onboarding Statistics 2025. Appical (based on SHRM, HCI, Gallup), 2025. https://www.appical.com/resources/blog/employee-onboarding-statistics
• Why Onboarding Is Key for Retention. Society for Human Resource Management (SHRM), 2023. https://www.shrm.org
• State of the American Workplace: Employee Engagement Insights. Gallup Inc., 2024. https://www.gallup.com
• Onboarding Plan for New Employees. Personio GmbH, 2022. https://www.personio.de/hr-lexikon/einarbeitungsplan/
• Onboarding Plan: The Key to a Good Start. Factorial HR, 2024. https://factorialhr.de/blog/einarbeitungsplan/