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Onboarding Best Practices

Onboarding: The Recruiter's Role After Hire

8 min read
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Jeff Hammitt

Onboarding: The Recruiter’s Role After the Hire

You’ve closed the deal. The candidate accepted the offer. You’re done, right? Not quite. Your job isn’t over when they sign - it’s just beginning.

The problem: Most recruiters disappear after the offer is accepted. They think onboarding is HR’s job, so they check out. New hires feel abandoned, and you miss opportunities to ensure they succeed.

The solution: Stay involved in onboarding. Support new hires, ensure smooth transitions, and set them up for success. You’ll reduce turnover, build relationships, and improve your hiring success rate.

“The recruiter’s job doesn’t end when the offer is accepted - it ends when the new hire is successful. Stay involved in onboarding, and you’ll see better retention and happier employees.” - Unknown

Why Recruiter Involvement in Onboarding Matters

The reality: New hires are most likely to leave in the first 90 days. Your involvement during onboarding can make the difference between success and failure.

The numbers:

  • 33% of new hires look for a new job within 6 months
  • 23% leave within the first year
  • Good onboarding improves retention by 82%
  • Recruiter involvement in onboarding improves retention by 25%

Real example: A new hire starts and feels lost. They don’t know who to ask questions, the onboarding is disorganized, and they’re questioning their decision. They leave after 3 months. If you had stayed involved, you could have helped them navigate the transition and ensured they had support.

The Recruiter’s Role in Onboarding

What it sounds like: HR’s job, not yours.

What it actually means: You’re the bridge between the candidate experience and the employee experience. Your involvement ensures smooth transitions and sets new hires up for success.

What You Should Do

1. Stay in touch:

  • Check in during the first week
  • Follow up after 30, 60, and 90 days
  • Be available for questions
  • Maintain the relationship

2. Facilitate introductions:

  • Connect them with their team
  • Introduce them to key people
  • Help them build relationships
  • Make them feel welcome

3. Answer questions:

  • About the company
  • About their role
  • About the team
  • About anything they’re unsure about

4. Ensure smooth transition:

  • Make sure paperwork is done
  • Verify they have what they need
  • Check that onboarding is going well
  • Address any issues quickly

5. Gather feedback:

  • How is onboarding going?
  • What’s working well?
  • What could be improved?
  • How can we do better?

Real example: A new hire starts. You check in on day 1: “How’s your first day? Do you have everything you need?” You check in after week 1: “How are things going? Any questions?” You’re there to support them, and they feel valued.

The First Week: Critical Support

Why it matters: The first week sets the tone. Good first week = good experience. Bad first week = questioning their decision.

What to do:

Day 1:

  • Welcome them
  • Check that they have everything they need
  • Introduce them to key people
  • Answer any immediate questions

Day 2-3:

  • Check in: “How’s it going?”
  • See if they have questions
  • Make sure onboarding is on track
  • Address any concerns

End of Week 1:

  • Formal check-in: “How was your first week?”
  • Gather feedback on onboarding
  • See if they need anything
  • Set expectations for ongoing support

Real example: New hire starts Monday. You welcome them, check in Wednesday, and have a formal check-in Friday. They feel supported, have their questions answered, and onboarding is going well. They’re excited about the role.

The First 30 Days: Building Foundations

Why it matters: The first 30 days are when new hires decide if they made the right choice. Your support helps them feel confident in their decision.

What to do:

Week 2:

  • Check in: “How are things going?”
  • See if they’re settling in
  • Address any concerns
  • Make sure they’re getting what they need

Week 3:

  • Check in: “How’s the team? How’s the role?”
  • See if they have questions
  • Gather feedback on their experience
  • Address any issues

Week 4 (30-day check-in):

  • Formal check-in: “How was your first month?”
  • Comprehensive feedback: What’s working? What’s not?
  • Address any concerns
  • Set expectations for next 30 days

Real example: You check in weekly for the first month. The new hire feels supported, has their questions answered, and is settling in well. They’re confident they made the right choice and are excited about the role.

The First 90 Days: Ensuring Success

Why it matters: The first 90 days are the probation period. Your support helps ensure they succeed and stay.

What to do:

60-day check-in:

  • “How are things going?”
  • “How’s the role matching your expectations?”
  • “Any concerns or questions?”
  • “What can we do to support you?”

90-day check-in:

  • Comprehensive review: “How was your first 90 days?”
  • Feedback on their experience
  • Assessment of fit and success
  • Planning for future growth

Real example: You check in at 60 and 90 days. The new hire is doing well, feels supported, and is excited about their future at the company. They’ve successfully transitioned from candidate to employee.

Common Onboarding Challenges

Challenge 1: New Hire Feels Lost

The problem: They don’t know who to ask questions, where things are, or how things work.

What to do:

  • Be their point of contact
  • Connect them with the right people
  • Answer their questions
  • Make sure they have resources

Real example: New hire doesn’t know who to ask about benefits. You connect them with HR. They don’t know how to access systems. You connect them with IT. You’re their guide during the transition.

Challenge 2: Onboarding Is Disorganized

The problem: Paperwork is missing, systems aren’t set up, or the process is chaotic.

What to do:

  • Check that everything is ready
  • Follow up on missing items
  • Coordinate with HR and IT
  • Ensure smooth process

Real example: New hire’s computer isn’t ready. You check with IT, get it set up, and make sure they have everything they need. You’re ensuring the process works.

Challenge 3: Role Doesn’t Match Expectations

The problem: The role is different from what was discussed during interviews.

What to do:

  • Address concerns immediately
  • Clarify expectations
  • Work with hiring manager to align
  • Ensure role matches what was discussed

Real example: New hire expected to work on Project A, but they’re assigned to Project B. You address the concern, clarify with the hiring manager, and ensure alignment. You’re protecting the relationship you built.

Challenge 4: Team Fit Issues

The problem: New hire isn’t meshing with the team or company culture.

What to do:

  • Check in on team dynamics
  • Address concerns early
  • Facilitate relationships
  • Help them integrate

Real example: New hire feels isolated. You check in, connect them with team members, and help them build relationships. You’re ensuring they feel part of the team.

Best Practices for Recruiter Involvement

1. Set expectations:

  • Tell new hires you’ll stay involved
  • Explain your role in onboarding
  • Set clear communication expectations
  • Let them know you’re there to help

2. Be proactive:

  • Don’t wait for problems
  • Check in regularly
  • Address issues early
  • Prevent problems before they happen

3. Coordinate with others:

  • Work with HR on paperwork
  • Work with IT on systems
  • Work with hiring manager on role
  • Ensure everyone is aligned

4. Gather feedback:

  • Ask how things are going
  • Listen to concerns
  • Use feedback to improve
  • Share feedback with relevant teams

5. Measure success:

  • Track retention rates
  • Measure time to productivity
  • Gather feedback on experience
  • Use data to improve

Real example: You set expectations, check in proactively, coordinate with others, gather feedback, and measure success. New hires feel supported, onboarding is smooth, and retention improves. You’re making a real impact.

Resources and Tools

Onboarding platforms:

  • BambooHR - Onboarding and HR management
  • Workday - Comprehensive HR platform
  • Lattice - Employee onboarding
  • 15Five - Check-ins and feedback

Communication tools:

  • Slack - Team communication
  • Email - Regular check-ins
  • Calendar - Schedule check-ins
  • CRM - Track new hire relationships

Feedback tools:

  • Surveys - Gather feedback
  • One-on-ones - Personal check-ins
  • Pulse surveys - Quick feedback
  • Exit interviews - Learn from departures

Next Steps

For recruiters:

  1. Stay involved - Don’t disappear after the offer
  2. Set expectations - Tell new hires you’ll check in
  3. Check in regularly - Week 1, 30, 60, 90 days
  4. Gather feedback - Learn from every onboarding
  5. Improve process - Use feedback to get better

For hiring managers:

  1. Support recruiter involvement - They’re helping your new hire
  2. Provide input - What should recruiters focus on?
  3. Stay aligned - Work together on onboarding
  4. Give feedback - How is onboarding going?

For new hires:

  1. Ask questions - Don’t hesitate to reach out
  2. Provide feedback - Help improve the process
  3. Be patient - Onboarding takes time
  4. Stay engaged - Participate in the process

Conclusion

Your job doesn’t end when the offer is accepted - it ends when the new hire is successful. Stay involved in onboarding, support new hires, and ensure smooth transitions. You’ll reduce turnover, build relationships, and improve your hiring success rate.

Remember:

  • Stay in touch - Check in regularly
  • Be proactive - Don’t wait for problems
  • Coordinate with others - Work together
  • Gather feedback - Learn and improve
  • Measure success - Track what works

Do this right, and you’ll see better retention, happier employees, and more successful hires.

Jeff Hammitt

Jeff Hammitt

Recruiting Expert

Jeff Hammitt is a recruiting expert with years of experience in talent acquisition and building high-performing teams.

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