Bringing a new employee into your organisation is more than a formality, it’s a strategic moment that shapes future engagement, productivity, and retention. In the UK, where labour?market shifts and employment fluctuations continue to influence hiring dynamics, employers must approach onboarding with structure and intention

Figures show that the UK employment rate for people aged 16–64 was 74.9% in August–October 2025, with unemployment at 5.1% during the same period. Combined with ongoing competitive pressures for skilled talent, it’s clear that organisations need to retain the employees they hire, which starts with a strong pre start process. [ons.gov.uk]

Below are five essential things you should do before a new starter arrives.

1. Create a Clear, Structured Onboarding Plan
A structured plan reduces uncertainty and helps new starters integrate faster. With an onboarding plan they are able to quickly understand their role and carry out their responsibilities. Tightening this process can long term reduce losing staff and ultimately save time and costs.
What to do:

• Prepare a week?by?week onboarding outline.
• Share goals, expectations, and key meetings on day one.
• Provide a roadmap / expectations / ideas for the first 90 days.

2. Organise All Admin and Workplace Access in Advance
Paperwork delays and missing IT access are among the most common first day frustrations. Given the UK’s changing employment landscape, with economic inactivity at 21.0% among people aged 16–64 in Aug–Oct 2025, ensuring smooth entry processes supports better workforce participation and engagement. [ons.gov.uk]
What to do:

• Finalise right?to?work checks and contracts early.
• Set up laptops, security passes, and log?ins in advance.
• Share simple instructions for systems and tools.

Ensuring admin and workplace access is set up is even more vital if remote onboarding.

3. Start Communicating Before Day One
Early communication helps employees feel welcomed and reduces new starter anxiety. Ensuring new hires feel supported from the outset can reduce early turnover risks. [ons.gov.uk]
What to do:

• Send a personalised welcome email.
• Share an agenda for the first week.
• Introduce key colleagues ahead of time.

4. Prepare Their Workspace and Tools
Whether the role is in?office, hybrid, or remote, having everything ready reinforces professionalism and belonging. With many UK sectors facing skills shortages, ensuring a seamless start helps new employees become productive quickly.
What to do:

• Prepare their desk and equipment.
• Test devices, software, and access permissions.
• Provide any helpful resources or welcome materials.

5. Align and Inform the Internal Team
A new starter settles faster when the team is ready to support them. Clarifying handovers to avoid confusion, especially important if the new hire is filling a previously vacant role, can be helpful to a smooth first day.
What to do:

• Brief the team on the new starter’s role.
• Assign a buddy or mentor.
• Schedule introductory meetings with key stakeholders.

Why This Matters
Even though most available onboarding research is global, the UK labour?market indicators reinforce why strong pre?start processes are vital:

• Falling payrolled employment highlights increasing competition for talent. [ons.gov.uk]
• Steady unemployment and inactivity rates show how important it is to engage and retain every new hire. [ons.gov.uk]

Remote On-boarding Tips
A well-prepared onboarding experience ensures new starters quickly feel confident, connected, and ready to contribute, especially when onboarding remote team members. Provide resources / tools such as:

• A clear digital onboarding hub or deck containing guides, organisational charts etc
• Add “virtual shadowing” meetings to the new starters calendar so they can observe workflows early
• Share a remote work expectations document clarifying communication norms, core hours, equipment usage, and IT policies.
• Ship equipment early with tracking and require new hires to confirm receipt. 
• Provide a virtual welcome pack (digital handbook, team photos, culture deck, benefits explainer).
• Schedule multiple mini intro meetings instead of a single large one to avoid cognitive overload.
• Establish a weekly remote check in with the manager for at least the first month.
• Give access to past project documentation so the new starter understands context without needing to chase information.
• Use a messaging platform (like Teams) to add them to channels/groups ahead of time.

A supportive pre start and remote inclusive onboarding experience strengthens engagement.

Now is the time to ensure your onboarding experience, whether in-person or remote, is a strong one.