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How To Run An Onboarding Meeting

Run an onboarding meeting by creating a clear agenda, defining roles and responsibilities, introducing new members to the team and company culture, and giving a comprehensive briefing on work expectations and guidelines.

An onboarding meeting is a type of meeting conducted to welcome and integrate new employees into an organization. It provides an opportunity to introduce them to the company culture, rules, and regulations, their roles and responsibilities, and the overall working environment.

This meeting can include presentations, training sessions, HR briefings, team introductions, and a tour of the office premises. The primary purpose is to make the new employee feel comfortable, valued, and prepared to perform their job effectively. Onboarding meetings are key in setting a positive tone, fostering employee engagement, and reducing the time it takes for a new hire to become productive.

What is the purpose of a Onboarding Meeting?

The purpose of running an onboarding meeting as a leader is to introduce new team members to the company culture, provide information about their role and responsibilities, and establish clear expectations. It also offers an opportunity to build relationships, address questions or concerns, and ensure a smooth integration into the team.

How To Run An Onboarding Meeting: Step-By-Step


Step 1: Meeting Preparation

Collect comprehensive data concerning the new employee’s role, unveiling specific task obligations and the hierarchical department structure. Compile suitable onboarding documents as a set of guidelines for their role. Additionally, arrange all requisite technology and software, such as email and company-specific applications, to ensure the new employee has all necessary tools right at the start of their journey with us.

With our app, ZipDo, we make preparing for team meetings easier for everyone involved. As a meeting lead, you can benefit from this since all information from previous sessions is stored centrally for recurring meetings. You’ll find both the meeting agendas and all meeting notes, significantly simplifying your preparation. This ensures that no important topics are overlooked.

Learn more about Meeting Preparation here.

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Step 2: Arranging Onboarding Meeting

To schedule a meeting with the new employee on their first day, you must first ascertain the availability of all major contributors such as HR, department heads, and team members. This involves not just blocking off their schedules, but also sending official meeting invites to these individuals. Planning should ensure it occurs at a suitable time for all concerned, thus enhancing communication and making the newcomer feel welcomed.

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Step 3: Welcome and Introductions

Begin the meeting by warmly welcoming the new employee, ensuring to introduce them to the entire team as well as key personnel they’ll be closely interacting with. Go on to provide a broad outline of the firm, elaborating on its mission statement, sharing the distinct culture that defines our workplace, highlighting the values we uphold and illustrating how these elements shape the way we approach our business ventures.


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Step 4: Role Overview

Clearly elucidate the new employee’s specific job role, responsibilities, and his placement within the departmental and organizational hierarchy. Discuss their expected contribution to the overarching company goals, establish performance metrics, and expound any probationary periods and implications of the same on their employment status.

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Step 5: Policies and Procedures

During our meeting, we’ll discuss important company policies, office protocols, and HR procedures. We’ll go over details regarding holiday and sick leave, performance evaluation procedures, and behavior expectations. I’ll make sure all your questions related to these areas are answered, ensuring you understand and are comfortable with these guidelines.

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Step 6: Equipment and Tools Handover

Supplying necessary equipment and tools, such as a company computer, ID badge, or phone, is crucial for job performance, as is providing logins to requisite software. Alongside this, it’s necessary to guide the employees through the utilisation of particular software or online tools significant for their roles, which ensures that they can effectively perform tasks.

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Step 7: Training Overview

As a new employee, you’ll be required to undertake various training programs, which could be formal courses or on-the-job training. A comprehensive schedule will be given to you, outlining each training session. Additionally, you’ll be introduced to knowledgeable individuals who will be your point of contact should you need any assistance or clarification during these training sessions.

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Step 8: Questions and Feedback

During the meeting, allocate sufficient time for the new employee to express any questions or share their feedback. Engage in thorough discussions to respond to their inquiries, ensuring they have a deep understanding. Additionally, proactively offer any supplementary information they might need to feel confident and well-informed about their new role.

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Step 9: Tour of the premises

Proceed with a comprehensive tour for the new employee, guiding them around the workplace. Show them the crucial areas such as office restrooms, supply rooms, the kitchen area, comfortable break spots, and safety features like emergency exits. Familiarity with these points can greatly enhance their comfort and efficiency.

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Step 10: Next Steps

As a new employee, your next steps involve several activities. You’ll need to meet with your department for an introduction and to understand your role. Commence a training course tailored towards familiarizing you with our systems and processes. Additionally, you’ll receive materials that require thorough review to give you an in-depth understanding of our operations. It’s crucial for you to fully grasp these expectations in order to succeed in the coming days.

Questions to ask as the leader of the meeting

1. What are your goals and expectations for this role? – This question helps the leader understand the hire’s aspirations and align their expectations with the role, ensuring a common understanding.

2. What strengths and skills do you bring to the team? – This question helps the leader identify the individual’s unique abilities, enabling them to leverage those strengths effectively within the team.

3. What challenges do you anticipate in this role? – This question allows the leader to proactively address any potential obstacles or concerns the hire may have, ensuring a smooth onboarding experience.

4. How can I support you in your role? – This question demonstrates the leader’s willingness to provide assistance and support, fostering an environment of collaboration and trust.

5. Are there any specific training or development opportunities you would like to pursue? – This question shows the leader’s commitment to the hire’s professional growth and helps identify areas where additional training or resources may be needed.

6. What are your preferred communication and working styles? – This question helps the leader understand the hire’s communication needs and preferences, promoting effective collaboration and reducing misunderstandings.

7. How do you envision contributing to the team’s goals and objectives? – This question encourages the hire to think about their role within the bigger picture, aligning their contributions with the team’s overall objectives.

8. What would you like to learn about the company culture or team dynamics? – This question allows the leader to address any questions or concerns about the company culture and team dynamics, ensuring a positive and inclusive work environment.

9. Are there any areas of the job description that you would like further clarification on? – This question helps the leader clarify any aspects of the job description that may be unclear to the hire, promoting a clearer understanding of expectations.

10. Do you have any questions or concerns that I haven’t addressed yet? – This question ensures that the hire has an opportunity to bring up any additional questions or concerns they may have, ensuring open communication and addressing any gaps in information.

As a leader, it is crucial to prepare a comprehensive onboarding-meeting agenda to ensure a smooth transition for new employees. Start with introductions and an overview of company culture and values. Provide details about their role, responsibilities, and expectations. Include essential administrative tasks such as paperwork and benefits. Lastly, discuss training and mentoring programs to help them quickly integrate into the team.

How To Prepare For A Onboarding Meeting
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The onboarding meeting should cover essential topics such as company values and culture, organizational structure and hierarchy, job expectations and responsibilities, company policies and procedures, employee benefits and perks, and any relevant training programs. Additionally, it is crucial to address important logistical matters such as workspace allocation, IT equipment setup, and introductions to key team members.

See Our Onboarding Meeting Template
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Software tools to facilitate a Onboarding Meeting

Software helps leaders run onboarding meetings smoothly by providing an organized platform for sharing important information and materials. It enables leaders to create interactive presentations, share documents and videos, and facilitate real-time discussions, ensuring all new employees receive consistent and engaging onboarding experiences. With built-in scheduling and reminder features, software also helps leaders stay on track and ensure that new hires are properly welcomed and informed from day one.

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Executing a successful onboarding meeting is no small feat, but it’s an essential part of fostering a supportive and productive working environment. Make sure you are well-prepared, take the time to understand new employees’ needs, offer clear communication, create a comfortable atmosphere, make introductions, discuss company culture, policies, role expectations, and engage in follow-up reviews.

This will not only help new hires get a full understanding of their role and the organization they are now part of but also cultivate a sense of belonging. Remember, a well-structured onboarding meeting can immensely contribute to an employee’s performance, commitment, and overall job satisfaction.

Jannik Lindner

I'm Jannik and I write on MeetingFever about the experiences from my career as a founder and team lead.

If you have any questions, please contact me via LinkedIn.

Popular Questions

What is the purpose of an onboarding meeting?

The purpose of an onboarding meeting is to introduce a new employee to the team and the organization, explain their role and responsibilities, and provide them with the necessary training and resources to perform their job effectively.

Who typically attends an onboarding meeting?

An onboarding meeting usually involves the new employee, their immediate supervisor or team leader, and often a Human Resources representative. In some cases, team members or stakeholders might also attend, depending on the organization and the nature of the role.

What should a new hire expect at an onboarding meeting?

A new hire should expect to learn about the company’s mission and values, their role and responsibilities, and the team they’ll be working with. They might receive training materials or undergo orientation during this meeting. It’s also an opportunity for them to ask questions and clarify any doubts.

How should one prepare for an onboarding meeting?

Preparation can involve reviewing any materials provided ahead of time, coming with a list of questions about the role and the company, and being ready to take notes. One should also be mentally prepared to meet new colleagues and absorb a lot of new information.

How long does an onboarding meeting typically last?

The duration of an onboarding meeting can vary greatly depending on the specific job and the company. However, it typically lasts between one to three hours. In some cases, onboarding might be a process spread over several days which involves multiple meetings.

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