Onboarding new employees today has the opportunity to be simple and engaging. Various options for using digital tools are available to simplify this process, and not only that, to make it personalized for each employee. However, simply using digital tools for this purpose is not enough. It is essential to use them correctly and fully leverage their potential.

Good onboarding makes the new employees feel welcome and less stressed. They receive all the necessary information from the start, which is easy to find and use, with team support at all times. This is a guarantee for a successful long-term collaboration.

Using the right tools creates a personalized, interactive, and successful onboarding process. In this blog, we will explore the best practices for onboarding new employees through digital tools.

“According to a Society for Human Resource Management (SHRM), organizations with a structured onboarding process experience 50% greater new-hire productivity”

What is Digital Employee Onboarding?

Digital onboarding is often thought of as something for remote employees, but that’s not always the case. Many companies also use it for their in-office teams. 

We recommend doing the same.

Digital onboarding means using technology to welcome and integrate new employees. While fully remote companies may rely completely on digital tools, most organizations use a mix of online resources and human interaction. Programs like mentorship or “company buddy” systems help new hires adjust more quickly and feel supported from the start.

Digital onboarding enables faster integration for employees, reduces paperwork, simplifies access to essential information, and offers an engaging introduction to the company through a digital platform. For HR professionals managing the onboarding process, it simplifies the workload by cutting administrative tasks and creating seamless channels for efficient two-way communication.

Even in today’s digital-first world, human connection is important. No app can replace a real human connection. A quick ‘Hey, how’s it going?’ from a manager, a warm welcome from the team, or even grabbing coffee together—it all matters. People want to feel like they belong.

Onboarding is a chance to create a friendly environment where employees feel valued and motivated. We’ve all been the”new person” at a company, and we know how much a good start can shape our experience.

Why is Digital Onboarding Important?

“Studies show that companies with structured onboarding processes see an 82% increase in new hire retention and a 70% boost in productivity.”

Despite these benefits, a very small percentage of employees worldwide feel that their company provides a satisfactory onboarding experience. This is a common challenge faced by many HR professionals.

The most effective way to improve onboarding is through digital tools. 89% of employees have stated that a well-structured digital onboarding process significantly impacts their engagement. That’s a statistic that shouldn’t be taken lightly.

Effective onboarding secures you:

• New hire retention by 82%
• Improve employee performance by 11.5%
• 69% of employees are more likely to stay with a company for three years
• New employees are 58% more likely to remain with the organization after three years

These outcomes apply to traditional onboarding as well, but when you incorporate digital onboarding, these numbers are likely to increase. 

Best Practices for Implementing Digital Onboarding

Implementing an effective digital onboarding process is essential for integrating new employees seamlessly into your organization’s culture. Here are some best practices to enhance your digital onboarding experience:​

#1 Start before day one

Don’t wait for the first morning to say “hi.” The onboarding experience should begin as soon as someone accepts the offer. A friendly welcome email, access to a pre-boarding portal, or a quick video message from their future manager can help reduce first-day anxiety and create excitement. According to SHRM, early engagement increases the likelihood of new hires feeling committed to their roles before they even walk through the (virtual) door.

#2 Make it personal

Everyone’s job is different. Every employee’s onboarding needs are different. Tailor the journey based on their department, seniority level, and learning style. For instance, a software engineer might need access to repositories and tech stacks, while a marketing hire could benefit from branding guides and campaign tools. Personalization makes the process feel intentional—and far more effective.

#3 Show off your culture early

Culture isn’t something you just put on a slide. Use onboarding as a moment to showcase how your team collaborates, communicates, and celebrates wins. Share real stories, team rituals, and social channels. Maybe even throw in a team playlist or branded swag kit. According to HBR, culture-centric onboarding helps new hires feel a sense of belonging faster.

#4 Use tools that work (Like Jenz)

A fragmented onboarding experience can frustrate both HR teams and new employees. Digital onboarding platforms like Jenz centralize everything: contracts, team intros, app setups, videos, and resources. Nobody wants to dig through emails to find one PDF.

It’s way easier for you, and way less stressful for the person starting their new job.

#5 Keep checking in

Onboarding shouldn’t end after the first week. The most successful companies view onboarding as a 90-day (or longer) journey. Regular check-ins, pulse surveys, and feedback loops are essential to support new employees during this transition. Use metrics like time-to-productivity, engagement scores, and completion rates to identify what’s working—and where you can do better.

Digital onboarding is your company’s first real impression. It’s your chance to show new hires they’re in the right place. By combining thoughtful planning, smart tech, and a human touch, you can create an onboarding experience that drives engagement and sets the stage for long-term success.

How Can Jenz Help Automate the Digital Onboarding Process?

Onboarding new employees can be a challenge for HR and Team Leads, as it involves getting them familiar with company processes, tools, and structure. That’s where Jenz hops in – one simple digital tool to make onboarding faster and easier.

With Jenz, Team Leads can easily share all the information new hires need to get up to speed. HR can give all employees, no matter their department, quick access to key company details, including benefits, culture, IT security, and how to set up email and apps. No more sending individual emails – just share the Jenz installation instructions, and everything else is ready in the app.

Jenz also lets you create groups specifically for onboarding, where you can share important information through videos and images, making the process smoother and helping new team members feel welcome.

Jenz offers a comprehensive Document Management System (DMS) designed to streamline the digital onboarding process. This feature enables organizations to efficiently manage, share, and track documents within a centralized platform. Administrators can upload essential onboarding materials, ensuring that new hires have immediate access to necessary information. 

The system also allows for role-based permissions, ensuring that sensitive documents are accessible only to authorized personnel. By integrating Jenz’s DMS, companies can reduce administrative burdens, enhance compliance, and provide a seamless onboarding experience for new employees.

Wrapping up

Onboarding shouldn’t be a checklist you rush through. It’s your shot to show new hires that they made the right choice. Whether you use Jenz or another tool, the point is to be thoughtful. Start early. Make it personal. Use tech to support people—not replace them.

Because at the end of the day, that’s what people remember: how they felt starting a new job. Best of luck!