Employee onboarding should start with a growth mindset and a clear process. That’s part of the 4 c’s of onboarding, sometimes the answer to “what are the 4 phases of onboarding?”
When Gartner found that only 12% of employees strongly agree their organization does a great job of onboarding new employees, we wondered why. Perhaps it’s simply the name that misleads organizations to wait until onboarding to start effectuating onboarding, or perhaps today’s “hustle culture” has led most of us to act before planning—and when you learn what are the 4 phases of onboarding, you’ll see why planning is so necessary.
Statistics that matter to the 4 C's of onboarding
A company’s job in the first 90 days of a new employee joining is to increase that team member’s engagement and get them up to speed and confident to perform their role. There are 4 ways that great employee onboarding impacts business growth.
- Cost saving: Considering that disengaged employees in the US cost their employers $450 to $500 billion each year, it’s no wonder onboarding programs are so important.
- Higher employee engagement: A Gallup report found employees who had a great onboarding experience are 2.6 times more likely to be “extremely satisfied” at work.
- Talent retention: A Click Boarding study found employees are 58% more likely to stay with a company for three years if they have a structured onboarding program. In contrast, a great employee onboarding can improve retention by 82% (Brandon Hall Group).
- Shorter time-to-productivity: Effective onboarding can shave months off a new hire’s time-to-productivity, according to a SHRM Foundation guide.
Employee onboarding is often seen as a ‘soft’ subject, left up to HR and not given the necessary funding. Don’t make that mistake at your organization, it’s not only the human thing to do, solid onboarding affects the bottom line.
What are the 4 phases of onboarding?
Typically the following 4C’s of employee onboarding are given in a slightly different order. At Whale, we believe that culture is king, so we’ll start there.
For the record, organizations that focus on the 4 C’s of onboarding go on to achieve more successful onboarding and business outcomes than those that do not, hence why we’ve gone into depth on each point.
Culture ✨
Culture | /ˈkʌltʃə/
Culture is the heartbeat of your company—it’s what defines who you are and what makes everything run. Your culture is built on your values, the story of how you got here, and the personality of your company.
Think of it like a relationship: you wouldn’t marry someone who didn’t share your core values, so why work with or hire someone who doesn’t align with them? Onboarding isn’t just about ticking boxes or filling out paperwork; it’s the foundation for an employee’s entire experience within your organization.
The golden rule of culture is: show, don’t tell.
Since culture is all about people and behavior, here are some ways to introduce it during onboarding:
- Employee handbook: This might apply to all aspects of onboarding, but it’s especially important for culture. It gives new hires a glimpse into the type of culture they’re stepping into.
- SWAG: It might seem a bit silly, but swag still matters. It sends a message to new employees that they’re part of the team. Who doesn’t love a hoodie?! Our Team at Whale loves ours.
- Team stories: Sharing personal stories (we even have an employee podcast) about who your team members are, both in and out of the office, goes a long way in illustrating the company’s culture.
How NOT to promote culture during employee onboarding:
- Don’t just throw up a PowerPoint slide with your core values—it’s not the way to showcase your culture.
- A long document outlining your values isn’t going to inspire anyone or make them feel connected.
Clarity 👍
Clairty | /ˈkler.ə.t̬i/
No one likes being left in the dark. Uncertainty causes confusion and dissatisfaction, which can tank productivity and morale. Setting clear onboarding goals is key to a smooth and successful process.
Just like you have a vision for where you want your company to go in the next few years, new employees want to know where they fit in. Give them a clear picture of their roles, responsibilities, and what’s expected of them, so they can see how they contribute to the bigger picture.
By laying out job descriptions, company goals, and performance metrics, you give new hires the tools they need to align their work with organizational objectives. Clarity provides a sense of purpose and boosts engagement, helping employees stay committed to the mission.
Here are some ways to bring clarity into your onboarding process:
- Defining company objectives. Help new hires understand the company’s mission, vision, and values so they feel a sense of purpose and belonging from day one.
- Clarifying roles and responsibilities. Set performance expectations and goals early on, so employees have a clear path to success.
How NOT to promote clarity during employee onboarding:
- Don’t assume new hires automatically know the company’s mission and objectives. Without proper communication, they might be in the dark.
- Make sure the hiring manager and HR are aligned on objectives, roles, and responsibilities before the new hire starts. Everyone needs to be on the same page from the get-go.
Connection 💜
Connection | /kəˈnɛkʃn/
Connection refers to how accepted and valued new hires feel. At the heart of it all, we all want to feel a sense of belonging.
When new employees feel connected to their coworkers and their work, they’re more likely to feel confident and empowered to contribute. This sense of connection—often called “psychological safety”—is key to positive performance and productivity. Employees who feel valued and connected are more likely to stay engaged, boosting productivity and creating a great work environment.
Here are some ways to build connection into your onboarding process:
- Assign a work buddy: Pairing new hires with a mentor or buddy helps them feel like they belong. Good mentorship programs provide guidance and support, making the onboarding experience more meaningful.
- Team meet on Day One: At Whale, we always kick things off with a team breakfast to break the ice and foster connection.
How NOT to encourage connection during employee onboarding:
Failing to introduce new hires to the team or expecting them to jump in without sharing important information is – frankly – offensive. This can make new employees feel disconnected and lost.
Compliance 📃
Compliance | /kəmˈplʌɪəns/
What regulations are important in your industry? How do you apply for leave? What’s the policy on sick days? How do bonuses work? Which days are public holidays?
New hires need to get a good grasp of your rules, policies, and regulations. Compliance covers areas like workplace discrimination and other key issues. There’s a huge cross-over in the Venn diagram!
Educating employees on legal requirements, safety measures, and internal protocols not only smooths out the workflow but also prevents misunderstandings and conflicts. It sets a clear tone for professionalism and sticking to company processes.
Here are some ways to build compliance into your onboarding process:
- Regulatory training: This is crucial to avoid legal problems. Mandatory training modules should be delivered effectively so that new hires understand industry regulations and company policies. This is especially important in fields like legal and financial services.
- Data security and confidentiality: Teaching new employees about data protection and confidentiality is a must. Establishing secure practices for handling sensitive information protects both the company and the staff.
How NOT to do compliance during employee onboarding:
The biggest mistake? Skipping compliance training altogether! If a new team member slips up because they weren’t properly informed, it could damage both the company and its brand.
Wait, there’s more.
Don’t forget the 5th little sister of the 4 C’s of onboarding—lesser-known, but crucial in our opinion. Yes, you asked the typical question: what are the 4 phases of onboarding, but Whale makes sure you can easily check back on the effectiveness of your onboarding program, and improve consistently into the future. That’s why our 5th C is:
Checkback ✅
Feedback | /ˈfiːdbak/
A checkback is just a way of gathering feedback during onboarding. Keep in mind that your new hires might be your future hiring managers, so their input is essential to refining the onboarding process.
To make sure checkbacks lead to real improvements, try this:
- Regular check-ins and feedback: Adjust your onboarding process as you go by regularly checking in with new hires to see what’s working and what’s not. Performance evaluations and open feedback sessions help build a culture of continuous improvement. When employees feel they can communicate openly, they’re more likely to share their concerns and suggestions.
- Employee Onboarding Software: This can help you capture detailed feedback on what parts of your onboarding process are hitting the mark—and what parts aren’t.
How NOT to do checkbacks during employee onboarding:
Don’t rely on someone else to share how a new hire feels about onboarding, like their work buddy. Only the new team member can truly speak to their experience.
And confidence 🏂
Confidence | /ˈkɒnfɪd(ə)ns/
If you’ve heard of the 6 C’s of employee onboarding versus the 4 Cs of employee onboarding, you might want to learn about confidence.
Confidence refers to how much a new employee feels empowered to do the job they were hired to do and to tackle new challenges. It’s difficult to measure, which is why not everyone considers this 6th C. However, when a new employee feels empowered to perform, it shows in their work.
So, how do you increase confidence?
- Schedule new employee training.
- Give new team hires the opportunity to prove their worth in tasks that will help build their confidence and which they love to do.
- Avoid criticism. Criticism is VERY different to feedback. Feedback is an engaged learning process where criticism can feel like a personal attack for the person on the receiving end.
- Delivering consistent information. Inconsistent information can be devastating to a new team member who has no idea what to expect. Make sure to keep processes documented so that everyone is on the same page and knows what to do.
An employee onboarding checklist - 22 points to remember
You know what they are, now it’s time to put the 4 c’s of onboarding into action. Take this checklist to create a seamless onboarding experience;
- Document your onboarding process
- Ensure all payroll forms and documents are signed before the start date.
- Enter the new hire’s information into the payroll system as needed.
- Send a welcome email with onboarding details and a warm note of excitement.
- Set up the new remote team member’s email.
- Mail out some SWAG! Everyone loves branded items like hoodies, mugs, or journals.
- Provide the employee handbook.
- Schedule a meeting with the hiring manager to set expectations and allow for questions.
- Share meeting schedules and send out invites.
- Assign a work buddy to each new hire.
- Prepare all necessary equipment in advance.
- Grant access to tech and company tools before the start date.
- Check if the new hire has any questions about the onboarding process.
- Schedule all meetings and send calendar invites ahead of time.
- Create a social post introducing the new hire to the team.
- Make the first day memorable.
- Arrange a team introduction through group or one-on-one meetings.
- Leverage technology for employee training.
- Share a 30-60-90 day plan with the new team member. Ideally this should be done in a chat with the hiring manager.
- Schedule new employee training and ongoing training.
- Discuss expectations of and schedule performance reviews.
- Make sure you ask for feedback on the onboarding process!
Bottom line and the 4 c's of onboarding
Now you’re ready to implement the 4 c’s of onboarding, which are important to know if you’re serious about creating a great new hire experience and boost retention.
The 4 C’s of onboarding are not all about the new hire.
An effective onboarding plan benefits the hiring manager and the entire team, as it streamlines the integration process and ensures consistency in how new hires are introduced to the company.
For the hiring manager, onboarding is a structured plan that reduces the time spent on repetitive training tasks and allows them to focus on strategic priorities. It also sets clear expectations and objectives, making it easier to measure the new hire’s progress and provide targeted feedback.
For the team, a well-organized onboarding process minimizes disruptions by helping the new member get up to speed quickly, fostering collaboration and improving team dynamics.
This efficiency leads to a more cohesive work environment, where team members can work together seamlessly and achieve their goals more effectively. The quicker team members integrate into a new working environment, the better for everyone and the faster everyone reaps the rewards!
So, which of the 4 C’s of onboarding will you implement first?
FAQs about 4 C’s of Employee Onboarding
What are the 4 pillars of onboarding?
The four pillars of onboarding, also known as the 4 C’s of onboarding, are Compliance, Clarification, Culture, and Connection. Compliance ensures legal and procedural adherence; Clarification provides role and task understanding; Culture immerses the new hire in the company’s values and practices; and Connection fosters relationships with colleagues.
What are the 4 C's of HR?
The 4 Cs of HR are Capability, Competence, Culture, and Cost-effectiveness, focusing on building skills, ensuring performance, aligning with company values, and managing resources efficiently. These are slightly different to the 4 C’s of onboarding—Compliance, Clarification, Culture, and Connection.
