Who are the most important stakeholders in the onboarding process?

A good and strong start is crucial. New hires decide whether or not their new job is the right fit for them quickly. Research shows that 70% decide within their first month, 29% of them decide within the first week! This means that if the role isn’t what they expected, or if they don’t get on well with their manager and colleagues, they are likely to either leave quickly or fail to integrate fully.

Effective onboarding requires more than just HR's involvement. When managers, buddies, and other stakeholders are involved, new hires get a broader view of the company culture and can form meaningful connections with their team members.

This clearly calls for a more dynamic and interactive approach to onboarding. But what does this look like in practice? At its core, it's about helping new hires build authentic connections with their team from the start. The most effective way to achieve this? By intentionally involving multiple stakeholders throughout the onboarding process.

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Why should you include different stakeholders during onboarding?

We already gave some arguments on why onboarding shouldn’t be a task specifically reserved for HR. Let’s dive a little deeper.

When HR has to handle everything alone - from paperwork to office tours - it's easy for things to slip through the cracks. This helps explain why 65% of new hires aren't sure who to ask questions, 62% feel unprepared about company products and services, and 51% run into technology problems (BambooHR).

Instead, it’s best to divide and conquer: help new hires integrate within their workplace better by getting to know the different people/roles within the organization. Research shows that when managers actively participate, employees are 3.4 times more likely to feel their onboarding was successful (Gallup). And 56% of new hires say having a buddy helped them get productive faster, even after one meeting with them (Microsoft)

HR still plays the key role in handling the basics, but by bringing in managers to explain job expectations, buddies to answer daily questions, and colleagues to share insider tips, we create an onboarding experience that actually works for new hires.

Now let's look at which specific team members should be involved and how they can help.

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Who are the (key) stakeholders?

Different departments and people should be involved in the onboarding process since they each have their own added value. Here are some key stakeholders to consider involving in setting up an effective onboarding program and some tips on how to support them:

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1. HR

[.callout-small] HR oversees the entire onboarding process, ensuring consistency and clarity for a smooth transition into a new workplace for every new hire [.callout-small]

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In most organizations, HR (or an onboarding specialist) takes the lead in managing the complete onboarding process. When using onboarding software or digital tools, they typically serve as administrators: setting up the system, assigning tasks, and tracking progress.

They also take care of the key administrative tasks so that everything runs smoothly for the new hires. This includes paperwork, introducing company policies and culture, and more. Many of these administrative tasks are taken care of before the new hire’s first day to prepare for a smooth experience.

Often, HR is also the go-to contact person for any questions or concerns new employees may have. Their focus is on the employee experience, helping their new hire feel welcomed and supported into their new roles to prevent early turnover. 

While other team members bring their unique perspectives, HR provides the structure that makes a consistent onboarding experience possible across the entire organization. They enable managers, buddies, and peers to deliver their parts effectively while maintaining oversight of the complete journey.

Some tools to help you with success:

• 30-60-90 Day Plan – Ready-to-use template for structured onboarding success
• HR Onboarding Checklist – Never miss a critical task with this step-by-step guide
• Onboarding Playbook – Create a successful onboarding journey with the 6 C's framework

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2. Manager

[.callout-small] Team managers provide role-specific guidance, set clear expectations, and help new hires integrate into the team’s daily work and culture [.callout-small]

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The team manager plays the most critical role in a new hire's success - after all, they know the role best and will work closely with the employee daily. While HR oversees the overall process, managers provide the day-to-day guidance that really helps new hires get up to speed.

Managers help new employees understand their specific responsibilities and how their role fits within the team. They set clear expectations and performance goals, offering regular feedback and support during those crucial first months. Working together with HR, they can help develop the new hire's 30-60-90 day plan to create a structured roadmap for success.

Just as importantly, managers help new hires feel at home in their team. By organizing introductions and facilitating early collaboration, they create opportunities for relationships to form naturally. This support helps new employees feel connected and confident from the start of their employee journey.

Read more about the importance of involving managers in the onboarding process

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How to support managers during onboarding

Make it easy for them to succeed by:

• Clearly outlining their onboarding responsibilities upfront (a simple checklist in your Asana or onboarding app works great)
• Sharing practical tips like ideal meeting moments or how to introduce new hires to the team
• Providing ready-to-use templates (welcome emails, 30-60-90 day plans, role expectation guides)
• Setting up automatic reminders for key milestones like check-ins or feedback sessions
• Scheduling regular touchpoints to answer questions and troubleshoot issues

Most managers want to onboard well but lack time. Automating reminders and providing templates reduces their mental load while ensuring consistency. 

Remember: while HR provides the framework, it's the manager who brings onboarding to life in ways that matter most to the new hire's daily experience. 

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3. Buddy

[.callout-small] Buddies offer informal support, answering day-to-day questions and making new hires feel socially comfortable and connected in their new work environment [.callout-small]

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An onboarding buddy is a colleague who provides day-to-day support, complementing the manager's role-specific training and HR's administrative functions. They focus on the human side of onboarding - explaining unwritten rules, sharing where to find the best lunch, and answering all those small but important questions new hires might feel awkward asking their manager.

The numbers show just how valuable this is: 56% of new hires report becoming productive faster after just one buddy meeting. Meeting 2-3 times boosts that to 73%. For those connecting 4-8 times, 97% experience faster productivity (Microsoft).

Having a friendly colleague to turn to makes all the difference in those critical first weeks. They help new employees feel connected in what can otherwise be a lonely transition period.

How to support your buddies?

Your onboarding buddies need support, too. Here's how to equip them:

1. Build a structured buddy program
Create clear guidelines with roles and expectations using our Onboarding Buddy Toolbox.

2. Train buddies on their role
Share our article How to Be a Great Onboarding Buddy, which includes:

• What buddies should focus on (culture, informal support)
• What’s not their job (performance feedback, formal training)
• Tips on how to be great in their role

3. Provide practical tools

• A buddy checklist covering key topics for each onboarding phase
• A training session to practice common scenarios
• Feedback moments to see how everything’s going

Find more tips in the blog: how to implement a buddy program.

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4. IT Department

[.callout-small] IT ensures that new hires have access to necessary tools, systems, and tech-support from day one [.callout-small]

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Nothing sabotages a new hire's first day like missing equipment or login issues. Yet this happens surprisingly often, causing significant frustrations for new employees. In fact, research shows these rank among new hires' biggest pain points (BambooHR):

• Lack of access to essential tools (58%)
• Technology issues like malfunctioning computers or setup problems (51%)

This is why IT plays such a critical role in successful onboarding. When involved early, they ensure all devices are properly configured, system access is granted, and security protocols are explained. They also serve as the go-to resource for resolving any technical issues that arise.

Help them be prepared by offering checklists or assigning tasks with clear deadlines.

Because when IT, HR, and managers coordinate effectively, what's traditionally been a major frustration point becomes one less thing for new hires to worry about.

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5. CEO

[.callout-small] The CEO shares the organization’s vision and values, helping new hires feel welcomed and connected to the organization’s purpose [.callout-small]

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The CEO plays a unique role in onboarding by bringing the company’s vision to life. By personally sharing the organization's purpose, values, and strategic goals, they help new hires understand how their daily work contributes to something bigger.

More than just explaining what we do, the CEO answers why it matters. This connection transforms onboarding from learning tasks to understanding impact.

How can CEOs make an impact:

• Welcome message: A personal video/email (easily embedded in your onboarding app) immediately makes new hires feel valued
• Vision session: Hosting a monthly “Ask the CEO” lunch for recent hires fosters belonging
• Culture reinforcement: Sharing stories that show company values in action

A personal touch from leadership reinforces the company culture and shows that every employee matters.

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6. Marketing & Communications

[.callout-small] Marketing & Communications turns onboarding into an enjoyable, engaging first experience that motivates new hires to look forward to what's ahead [.callout-small]

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Onboarding shouldn't just be effective - it should be enjoyable too. Especially since much of it happens during the new hire's personal time, even before their first workday. This is where Marketing & Communications comes in. They transform dull information into an engaging first impression by:

• Turning dry text into compelling stories (for example by using storytelling in the app)

• Creating visual elements that bring company culture to life

• Developing interactive content that sparks curiosity

Their mission? To ensure new employees begin their journey with enthusiasm and excitement.

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7. The team

[.callout-small] The team brings onboarding to life through daily interactions that help new employees integrate [.callout-small]

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While buddies provide one-on-one support, it's the entire team that truly makes a new hire feel at home. Colleagues create the lived experience of your company culture through everyday interactions - something no handbook can capture.

The numbers prove how much these connections matter: 87% of new hires hope to make friends at work and 93% want to shadow colleagues (BambooHR). Perhaps most telling? Nearly 40% of employees say their coworkers are the top reason they love their company (Virgin Pulse).

These human connections happen when teams:

• Make space for informal meetings like lunches or coffee dates
• Share the unwritten rules of how work really gets done: what’s the jargon, how do people work together?
• Create psychological safety through warm welcomes and inclusive gestures

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8. The new hire

[.callout-small] A new hire’s curiosity and openness are the key to a successful onboarding experience and integration into a new workplace [.callout-small]

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And of course, there is the new hire themself! For a successful onboarding experience, new hires must play an active role in onboarding. Alongside the helpful guidance they receive, it’s also important for them to take initiative to learn more about the organization.

They can do this by engaging with onboarding materials, asking questions, building relationships with colleagues, and learning about the company culture and their role. 

Be sure to encourage your new hires to take action for themselves. For example, they can schedule their own coffee dates with colleagues across the organization. This helps broaden their network and build their confidence within their new role.

Also, regularly ask new hires for feedback about their onboarding experience. This helps them reflect on their progress while giving you valuable insights to improve the process.

Here you will find tips on how to get feedback from your new hires.

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Onboarding as a team

A strong onboarding process is a shared effort that involves multiple stakeholders, each playing a unique and valuable role. From HR and managers to buddies, IT, and even the CEO, every role helps new hires feel supported and connected. By working together, organizations can create a welcoming experience that sets employees up for long-term success.