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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 isn’t much time to share about your family or personal history, but in those seven seconds, people have already constructed a perception of you that can endure for a long time.
This is a lot like how onboarding new employees works when they join your business.
Within the first week of onboarding, your new team member will usually have formed a solid impression of your business culture and operations. They might even start to determine how long they envision themselves with the company. That is why a comprehensive onboarding process is more crucial in 2025 than ever before.
With remote and hybrid working arrangements now firmly established, many companies have updated their onboarding processes to suit a 2025 workforce. For example, our guide on Working From Home explains some of the new realities and compliance requirements in today’s environment.
Here are some updated tips for onboarding your employees in 2025.
So, What Is Onboarding?
When you hire a new employee, it is standard practice to introduce them to the team and familiarise them with your workplace and systems – this is the onboarding process.
It is essentially your business’s way of saying ‘Welcome!’ while ensuring that all the necessary administrative and compliance paperwork is completed in accordance with current regulations.
Here are some things you might include as a part of your onboarding process:
- Review Health and Safety duties (for example, guiding new employees through the emergency procedures and exits, both in-office and at home)
- Provide the essential equipment for the role, whether that’s a laptop, phone or a specialised uniform
- Grant access to relevant workplace policies – for instance, a modernised Harassment and Bullying Policy along with a clear reporting system
- Offer role-specific training (for example, instructing new hires on industry-specific software or tools)
- Integrate them into regular workplace practices and virtual team meetings (e.g. daily stand-ups or weekly check-ins)
Every business is unique, and you may not need to tick every item on this list. The key is to ensure the new employee feels valued, comfortable, and set up to contribute effectively from day one.
Additionally, in 2025, many companies are embracing digital onboarding platforms to streamline this process, making it more engaging and interactive. These platforms often incorporate videos, quizzes, and digital tours, adding a modern twist to the onboarding experience.
Why Is Onboarding Important?
A strong onboarding process can help lower turnover costs and boost employee satisfaction in a competitive 2025 market. When employees feel welcomed and fully integrated, they are more likely to remain with your company for the long term, reducing the need for frequent recruitment and re-training efforts.
Furthermore, effective onboarding reduces the risk of sensitive inside information being misused when employees depart – though, of course, confidentiality should always be safeguarded via your employment contract’s confidentiality clause.
What Kind Of Documents Should I Provide When Onboarding?
The first document to provide is an Employment Agreement that sets out the details of the job. This should include:
- The nature of the work
- Job position details (e.g. casual, part-time, or full-time)
- Wages and remuneration
- Leave entitlements
- Termination provisions
It is also advisable to include a Confidentiality clause within the agreement – or provide a separate Confidentiality Agreement – to protect your business critical information.
As the employer, you will also need to arrange the following:
- Kiwisaver enrolment (new hires must complete the Kiwisaver deduction form)
- IRD number collection for tax purposes
- Appropriate business insurance details
- Emergency contact information
- Clear details on payment methods and compliance with the Employment Relations Act 2000 and the Holidays Act 2003 – especially if the employee is not covered by a specific Award.
Remember, under the Employment Relations Act 2000, employers must retain employee records for at least seven years. It is wise to have an efficient record-keeping system in place. For more guidance, check out the resources on the New Zealand Employment website.
Do I Need A Staff Handbook?
Although a Staff Handbook is not legally required, it is highly recommended. Having all workplace policies and procedures in one place not only supports legal compliance but also demonstrates to new employees that your business takes its responsibilities seriously. Digital versions of these handbooks are particularly useful, especially in light of the increasing prevalence of remote work.
Seeing a comprehensive handbook reassures new hires that there are clear guidelines on matters such as misconduct and health and safety. For further insights on workplace policies, you might find our article on Staff Handbooks and Workplace Policies valuable.
How Do I Welcome New Employees Remotely?
Remote and hybrid working arrangements have become firmly established in 2025. While you might miss offering a personal tour of a physical office, the onboarding process can be as engaging and effective virtually. You’ll still need to manage essential documentation, such as KiwiSaver forms, and clarify that Health and Safety duties may differ in a home office environment.
For example, you should supplement your onboarding with a clear Work From Home Policy that outlines cybersecurity expectations and safe home office practices. We’ve also updated our tips on remote onboarding, which you can review here.
Cyber Security
With most work being carried out online in 2025, cyber security forms a vital component of your onboarding programme. New employees must be trained on how to securely use essential software and navigate virtual meeting protocols. It is critical that your business’s policies on cyber security are thoroughly communicated during the onboarding process.
One of your top priorities as an employer is protecting confidential inside information. This involves having a robust Data Breach Response Plan in place, along with a clear Internet and Email Policy featured in your Staff Handbook. Ensure that new hires understand these protocols from the outset.
Need Help?
The onboarding process extends far beyond simply introducing new employees to their work environment; it also involves instilling your business values and setting the stage for long-term success. A robust, modern onboarding process not only helps employees adjust quickly but also builds a foundation for a positive work culture. For more detailed information on legal and employment matters, explore our resources on legal essentials and business setup.
Onboarding is an ongoing process that can extend well beyond the first week. As the nature of work continues to evolve in 2025, staying updated with best practices and legal requirements is vital. If you need assistance with any documentation or would like to discuss improving your onboarding process, please don’t hesitate to reach out. You can contact us at [email protected] or call us on 0800 002 184 for an obligation-free chat.
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