Who are the most important stakeholders in the onboarding process?

A strong start is everything. New hires make up their minds fast. Research shows 70% decide if their job is the right fit within the first month, and 29% know within just one week! If the role doesn’t meet expectations or they don’t click with their team, they’re far more likely to leave early or never fully settle in.

Effective onboarding requires more than just HR's involvement. When managers, buddies, and other key players get involved, new hires get a better sense of company culture and build real relationships with their team.

So, what does a great onboarding experience actually look like? At its core, it's about helping new hires build authentic connections with their team from the start. And the best way to do that? Get multiple stakeholders intentionally involved from day one.

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Why should you include different stakeholders during onboarding?

We’ve already talked about why onboarding shouldn’t be HR’s job alone. Now let’s dig a little deeper.

When HR has to do everything - from paperwork to office tours - things inevitably fall through the cracks. And if the rest of the team isn’t on the same page, onboarding falls flat. No surprise, then, that 65% of new hires don’t know who to ask questions to, 62% feel lost about company products, and 51% struggle with tech issues (BambooHR).

Instead, it’s best to divide and conquer: help new hires settle in by connecting them with the right people across the company. When managers actively participate, employees are 3.4x more likely to say their onboarding was succesful (Gallup). And 56% of new hires credit a buddy, even just one meeting, for helping them ramp up faster (Microsoft)

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

So, who exactly should pitch in and how? Let’s break it down.

Who are the (key) stakeholders?

Different departments and people should be involved in the onboarding process since they each have their own added value. Let's break down the key players who can make onboarding truly effective, along with practical ways to set them up for success:

1. 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. 

2. HR

[.callout-small] HR oversees the onboarding process, handles the paperwork, and ensures consistency, so every new hire can hit the ground running.[.callout-small]

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In most organizations, HR (or an onboarding specialist) leads the entire onboarding process. When digital tools are involved, they’re the ones setting up the system, assigning tasks, and keeping things on track.

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? Crafting an experience that makes people feel welcomed, not overwhelmed, because great onboarding is the simplest way to stop early turnover.

While other stakeholders contribute their unique perspectives, HR provides the essential framework that ensures consistent, organization-wide onboarding. They coordinate managers, buddies, and peers while maintaining oversight of the entire process.

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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3. Buddy

[.callout-small] Buddies offer informal support, answer day-to-day questions and make 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 responsibility (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.

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 set up, system access is ready on day one, and security protocols are explained. Just as importantly, they become the dedicated support channel for resolving any technical challenges that emerge during the transition.

Help them be prepared by offering checklists and assigning tasks with clear deadlines. Most importantly, make sure managers proactively communicate exactly what system accesses and tools the new hire will need.

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.

5. 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 (and get ) 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

Highlight to your organization the importance of giving genuine attention to new colleagues. And create free space in the calendars of both new hires and their teammates for coffee moments.

6. The new hire

[.callout-small]Onboarding isn't a one-way street. A new hire's curiosity and proactive approach are just as crucial as having a well-prepared team for successful integration [.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. 

How do you best support new employees?‍

While onboarding is all about helping new colleagues, the key is not to do everything for them. Instead, encourage them to take initiative themselves.

Encourage new colleagues to proactively schedule coffee chats with teammates. This helps them expand their network while gaining insights into team dynamics.

Involve them in creating their 30-60-90 day plan too. What do they want to learn? What are their personal goals? This gives them ownership of their onboarding journey.

Don't forget to regularly ask for their feedback - what's working well and what's missing? As they reflect on their progress, you'll gain valuable insights to continuously improve the process."

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

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How can other roles support the onboarding process?

CEO

[.callout-small] The CEO brings the vision to life – not just by communicating it, but by leading by example. They help 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.

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 and make information stick[.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
• Ensuring every detail aligns with your brand style and voice

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

Recruitment/Talent Acquisition

[.callout-small] Recruiters form the bridge between hiring and onboarding, and make sure there’s a smooth transition by sharing candidate insights and setting the tone for a personalized welcome.[.callout-small] 

Recruiters are the new hire’s first human connection to your company. They’ve built trust during the hiring process and understand what excites the candidate about the role. By involving TA early in onboarding, you:

• Personalize the experience: Recruiters know the new hire’s motivations (e.g., "They’re passionate about mentorship" or "They prefer visual learning"). Sharing these insights helps HR and managers tailor onboarding.
• Maintain employer brand consistency: The warmth and excitement built during hiring shouldn’t drop post-signature. Recruiters ensure the onboarding experience delivers on the "promise" made during interviews.
• Smooth handoffs: They can help coordinate preboarding (e.g., sending swag, IT setup reminders) so Day 1 feels prepared.

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.

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