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Did you know that it only takes seven seconds for someone to form their first impression of you?
That’s right – there’s no time to dive into your family details or personal history. In those brief seven seconds, people are already constructing a lasting perception that can influence how they interact with you, whether you’re meeting someone new or welcoming a new team member.
This rapid-judgement phenomenon works much the same way when onboarding new employees.
Within the first week, a new employee is likely to form a solid impression of your business culture and workplace environment – sometimes even deciding how long they’ll stay with you. In today’s fast‐paced environment, getting onboarding right is more critical than ever.
With hybrid work arrangements and remote working now a mainstay in 2025, most businesses have updated their onboarding processes to suit a more flexible work environment. For more insights on adapting your remote practices, check out our Working From Home guide and our tips on modern business setups.
Here are some updated tips for onboarding your employees in 2025:
So, What Is Onboarding?
Onboarding is the process of integrating a new employee into your business. It involves introducing them to your team, familiarising them with your work environment and equipment, and ensuring all necessary documentation is completed. Essentially, it’s your way of saying “Welcome aboard!” while setting the stage for a successful working relationship.
This process not only covers administrative tasks but also helps new hires understand your company’s values and expectations – helping them feel part of a unified team. For a deeper dive into employee contracts, our Employment Contract resource is an excellent place to start.
Here are some elements you might include as part of your onboarding process:
- Review Work Health and Safety protocols – for instance, organising a walkthrough of fire exits or emergency procedures.
- Provide essential equipment such as laptops or uniforms so that new hires can hit the ground running.
- Grant access to relevant workplace policies – whether it’s an Anti-Discrimination Policy or other codes of conduct – to ensure everyone understands what is expected.
- Provide appropriate training depending on the role, such as sessions on industry-specific software or systems.
- Introduce regular workplace practices or rituals (like weekly stand-ups) to foster a sense of community.
Every business is unique, so you might tailor these steps to fit your specific needs. The goal is to ensure your new employee feels both valued and well-equipped to contribute effectively from day one.
It’s also wise to weave in opportunities for feedback early on, so you can continuously improve your onboarding strategies. For instance, our guide on confidentiality and other legal measures can help you refine your process further.
Why Is Onboarding Important?
A well-structured onboarding process not only makes your new hires feel welcomed, but it also significantly reduces turnover costs. In 2025, when talent retention is fiercely competitive, a strong onboarding process can be your secret weapon to keeping employees for the long haul.
Additionally, a thorough onboarding procedure helps mitigate the risk of internal information leaks when employees depart – even though confidentiality clauses should always be a part of your contracts. For more detailed guidance on employment documentation, see our Employment Contract toolkit.
What Kind Of Documents Should I Provide When Onboarding?
At the very start of an employee’s journey, the primary document is the Employment Contract. This contract should clearly define the nature of the work, the job position (whether casual, part-time, or full-time), wage details, leave entitlements, and termination conditions.
- Nature of work and role expectations
- Job position and employment status
- Salary or wage details
- Leave entitlements and benefits
- Termination procedures
It’s a good idea to include a Non-Disclosure clause as part of the contract – or alternatively, set it out in a separate Non-Disclosure Agreement – to safeguard your business interests.
Additionally, as an employer, you’ll need to address the following administrative details:
- Superannuation – employees must complete the Superannuation Standard Choice Form
- Tax Declaration Form
- Insurance details
- Emergency contact information
- Fair Work Information Statement
- Clarification of payment methods – if the employee is not covered by a specific Award, the National Employment Standards must be detailed in writing.
Remember, under the Fair Work Act 2009 (amended), you are required to retain your employees’ records for at least seven years. Having an efficient record-keeping system in place is essential – Fair Work Australia offers more insights on record keeping here.
Do I Need A Staff Handbook?
A Staff Handbook isn’t a legal requirement, but it’s highly recommended. It centralises all workplace policies and procedures, making them easy to access and understand. In 2025, with many employees working remotely or on a hybrid basis, having a digital copy of your handbook is especially crucial.
Moreover, a comprehensive Staff Handbook demonstrates your commitment to maintaining a fair and consistent workplace culture. It reassures new hires that you’re serious about upholding safe and respectful work practices – similar to the guidance provided in our Workplace Policy & Staff Handbook article.
How Do I Welcome New Employees Remotely?
While the early days of remote working emerged in 2020, by 2025 many businesses have embraced a flexible hybrid work model. Even if you can’t give a personal tour of your physical office, you can still create a memorable remote onboarding experience.
Ensure that all necessary documentation – from superannuation to tax declarations – is sorted digitally. Additionally, discuss how Work From Home or hybrid arrangements affect your Work Health and Safety obligations. We also recommend checking out our guide on how to effectively onboard remote employees for further tips.
Cyber Security
In an era where work is predominantly digital, cyber security is a critical component of your onboarding process. New employees must be trained on the safe use of company software, secure communication channels, and the protocols for virtual meetings.
It’s important to educate them about your internal policies on cyber security and ensure they understand their role in protecting sensitive company data. Incorporate guidance on your Data Breach Response Plan and include details about internet and email use, which are often outlined in your Staff Handbook.
Furthermore, keeping cybersecurity training up-to-date and running regular refresher courses can greatly reduce the risk of data breaches, ensuring your business remains secure in a rapidly evolving digital landscape.
Need Help?
The onboarding process is more than just paperwork or a simple introduction to your work environment. It’s about immersing new employees into your company culture, aligning them with your business values, and setting them up for long-term success. In 2025, this means adapting to both in-office and remote setups while constantly updating your processes to reflect modern best practices.
If you need assistance with any part of your onboarding process – whether it’s drafting robust employment contracts, setting up an effective Staff Handbook, or ensuring your cyber security protocols are airtight – we’re here to help. Feel free to explore additional resources on our site, such as our insights on business structures and NDAs. Reach out to us at team@sprintlaw.com.au or call us on 1800 730 617 for an obligation-free chat.
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