How to Build an Onboarding Plan for Tech Teams

Onboarding for tech teams isn’t just helpful – it’s essential to retention and productivity. A structured process ensures new hires quickly understand tools, workflows, and team dynamics. Companies with effective onboarding report 82% higher retention and 70% greater productivity. Without it, even experienced hires can feel lost.

Here’s what works:

Prepare Early: Send welcome materials, set up tools, and assign a mentor before Day 1.
First Week Focus: Balance training with practical tasks. Cover company values, technical workflows, and security basics.
30-60-90 Day Plan: Set clear milestones for learning, contributing, and independent work.
Use Automation: Streamline account setups and progress tracking with tools like HRIS and provisioning scripts.
Gather Feedback: Regular check-ins and surveys improve the process over time.

Structured onboarding not only helps new hires contribute faster but also strengthens team collaboration. A well-organized plan can reduce time-to-productivity and boost long-term satisfaction.

#24 – Best Practices for Your Developer Onboarding Process – Tanaka Mutakwa

Getting Ready Before Day 1

The foundation of a successful tech onboarding process is laid well before a new hire’s first day. Thoughtful preparation not only leaves a strong first impression but also sets the tone for their long-term success.

Sending Welcome Materials Early

Make sure to send welcome materials at least a week before the new hire’s start date. This package should include key documents like the company mission statement, an organizational chart, team bios, company values, and a clear overview of what to expect in their first week.

To personalize the experience, include a welcome letter tailored to the individual. For remote hires, consider adding a care package with company-branded swag and a handwritten note. These thoughtful gestures show that your organization is invested in their journey and can help ease pre-start jitters. Early communication like this not only reduces first-day nerves but also strengthens engagement and retention rates.

Once the welcome materials are handled, it’s time to focus on the technical setup.

Setting Up Tools and Accounts

Nothing derails a smooth onboarding like missing access to essential tools. To avoid this, your IT and HR teams should coordinate well in advance to ensure all accounts and permissions are ready by Day 1.

Prepare access to key tools such as email, GitHub, Slack or Microsoft Teams, Jira, and internal documentation platforms. For remote hires, make sure hardware – such as laptops, monitors, and other accessories – arrives before their start date. Include clear setup instructions to help them connect to your systems remotely.

If you’re managing a large team, automated provisioning scripts can save time. These scripts can handle tasks like creating accounts, assigning permissions, and installing necessary software automatically when triggered by HR systems.

Don’t overlook security. Implement strong password policies, enable multi-factor authentication, and limit access only to the systems the new hire needs to perform their role. Keeping all onboarding documentation centralized also helps with compliance and audit readiness.

With tools and access sorted, the next step is assigning a peer mentor to guide the new hire.

Assigning a Peer Buddy or Mentor

A peer buddy or mentor can make all the difference in helping new hires adjust quickly. This person provides informal guidance, offers insights into unwritten company norms, and creates a safe space for asking questions that might feel too basic in larger group settings.

Choose a buddy who is experienced, approachable, and has strong communication skills. They should also have a solid understanding of your company’s culture and processes. Beyond technical support, a buddy can introduce the new hire to team members, explain workplace norms, and regularly check in during those critical first few weeks.

For example, Cortex implemented a buddy system that resulted in a 30% faster time-to-productivity and a 15% boost in new hire satisfaction scores. Assigning a buddy a few days before the start date gives them time to prepare and reach out with a welcome message, helping to establish rapport and ensure a smoother transition for the new hire.

Planning the First Week

The first week is crucial – it sets the tone for everything that follows. A well-organized plan helps new hires understand their responsibilities, connect with teammates, and align with the company’s goals. This foundation can have a lasting impact on their success.

The week should strike a balance between essential training and practical tasks. New hires need enough information to feel confident, but not so much that they’re overwhelmed. A structured yet adaptable schedule allows room for questions, exploration, and gradual integration into the team’s workflow. This setup paves the way for deeper orientation and targeted training sessions.

Running Orientation and Training

Start with a comprehensive orientation that covers the basics needed for success. This should include an introduction to your company’s mission, values, business objectives, organizational structure, and key contacts. On the technical side, provide an overview of your tech stack, development environment, coding standards, and system architecture. This helps new hires see how their role fits into the broader goals of the company. Also, explain communication norms – whether your team uses Slack for quick questions, email for formal requests, or specific channels for other discussions.

Security and compliance training should come early, especially for roles that involve sensitive data or critical systems. Topics like password management, phishing awareness, and safe data handling practices can be taught through interactive modules and real-world scenarios. This builds strong habits from the very beginning.

Make sure all orientation materials are mobile-friendly. Digital resources that employees can revisit throughout the week (and beyond) make the onboarding process smoother and more effective.

Space out sessions to avoid overwhelming new hires and include time for interactive Q&A to encourage participation.

Role-Specific Training and Shadowing

Once the foundational sessions are complete, shift focus to training tailored to the new hire’s specific role. For instance, a developer will need different tools and workflows compared to a DevOps engineer or data analyst. Dive into the nuances of their responsibilities and the tools they’ll use daily.

Hands-on workshops work better than passive lectures. Set up sessions where new hires can actively engage – whether it’s exploring the codebase, solving sample problems, or practicing with development tools. Pairing them with experienced team members accelerates the learning process and fosters collaboration.

Shadowing opportunities are also invaluable. Arrange for new hires to observe team activities like code reviews, sprint planning, or debugging sessions. This real-world exposure not only strengthens technical skills but also provides insight into team dynamics and workflows.

Knowledge-sharing sessions with senior team members can add extra depth. These sessions can cover architectural decisions, past challenges, and how key features have evolved. This context helps new hires make informed decisions and avoid common pitfalls.

To build confidence, assign quick-win projects – small, manageable tasks like fixing minor bugs, updating documentation, or adding simple features. Completing these early tasks shows new hires that their contributions matter and helps them feel engaged from the start.

Finally, schedule regular check-ins with managers and mentors throughout the week. These conversations create opportunities for feedback, address concerns early, and ensure the onboarding process stays on track.

Creating a 30-60-90 Day Plan

After the initial orientation, a structured 30-60-90 day plan can help new hires hit the ground running while ensuring they stay on track. This three-month roadmap breaks the onboarding process into clear phases, each with specific milestones and gradually increasing responsibilities. It’s a practical way to set expectations for new team members while giving managers a framework to monitor progress and provide support.

The plan unfolds in three stages, each with a distinct focus:

First 30 days: Orientation and gaining access to systems. This phase is all about getting comfortable with tools, workflows, and processes.
Next 30 days: Developing skills and contributing to projects. New hires start applying what they’ve learned and engage in meaningful work.
Final 30 days: Taking ownership. By this point, they should be working independently and demonstrating their ability to manage their responsibilities.

Setting Measurable Goals

Each phase of the 30-60-90 day plan should include clear, trackable objectives that align with the new hire’s role and the team’s broader goals. For example, early tasks might include setting up a development environment or navigating key code modules. These smaller, specific targets build on the foundational training from the first few weeks.

Here’s how you can structure the goals:

30 days: Focus on foundational tasks like completing role-specific training or shadowing team members during meetings.
60 days: Start contributing to projects, meeting deadlines, and collaborating effectively with the team.
90 days: Take on leadership-oriented tasks, such as leading a small project, presenting updates in team meetings, or mentoring a newer colleague.

By the 90-day mark, the goal is to see initiative and independence. For instance, a new hire might lead a feature development project or provide feedback on the onboarding process itself. These milestones signal their transition from learning to contributing.

A real-world example: In 2024, TalentLMS clients in the US tech sector implemented a structured 30-60-90 day onboarding plan. Using checklists and dashboards, new hires completed tailored training modules in the first month, attended weekly feedback sessions, and tracked their progress with LMS analytics. The result? A 15% reduction in time-to-productivity and a 10% increase in retention over three months.

To make goals actionable, avoid vague targets. Instead of saying “understand the codebase,” specify something like “navigate and explain three key modules in the codebase.” Similarly, replace “improve communication skills” with “participate in two team meetings per week and ask clarifying questions.”

Scheduling Regular Check-Ins

Frequent feedback is essential to successful onboarding. Weekly one-on-one meetings provide a space to address concerns, celebrate progress, and adjust plans as needed. These check-ins should feel collaborative and supportive, not like formal performance reviews.

Focus these conversations on three main areas:

Technical progress: Discuss challenges with tools, code architecture, or recent tasks.
Team integration: Explore how the new hire is connecting with colleagues and adapting to communication styles.
Personal well-being: Ensure they feel supported and aren’t overwhelmed.

Documenting these discussions helps identify recurring challenges and track improvements. For instance, if a new hire struggles with a specific concept, additional training might be necessary. If they seem disconnected from the team, scheduling more social activities could help.

The frequency of check-ins can evolve over time. During the first week, daily touchpoints might be helpful. As the new hire gains confidence, you can shift to weekly or bi-weekly meetings, while still remaining available for any immediate concerns.

Many tech leaders have found that structured check-ins not only help new hires integrate but also speed up their overall adjustment to the team.

Tracking Progress with Tools and Dashboards

As teams grow, manually tracking onboarding progress can become overwhelming. That’s where automated tools and dashboards come in. These tools provide real-time insights into each new hire’s journey, helping managers identify roadblocks and celebrate achievements.

Dashboards can track completed tasks, highlight pending ones, and even send automated reminders. For example, a dashboard might show that 82.5% of first-month objectives are complete, with pending tasks like security training or code reviews clearly flagged. This visibility ensures no important steps are missed.

To streamline workflows, choose tools that integrate with your existing systems. If your team uses Jira, consider onboarding plugins that create tickets for each milestone. Slack integrations can send reminders or celebrate completed goals, while HRIS platforms often include onboarding features that sync with payroll and benefits systems.

Data presentation matters too. Use U.S. formatting for clarity – percentages like 82.5%, currency amounts like $1,250.00, and dates in the MM/DD/YYYY format. This consistency makes information easier to understand, especially for distributed teams.

Research from Brandon Hall Group shows that organizations with effective onboarding processes see 82% higher retention rates and 70% greater productivity. These results are more achievable when onboarding progress is tracked and acted upon in real time.

Balance quantitative and qualitative measures to get a full picture. Quantitative data could include task completion rates, the number of code commits, or tickets resolved. Qualitative insights – like feedback from surveys or peer evaluations – can help identify areas for improvement.

Regular pulse checks, such as surveys at weeks 1, 2, and 4, can provide valuable feedback on workload, clarity of expectations, and team dynamics. These insights allow for timely adjustments, improving the onboarding experience for everyone involved.

Automating and Standardizing the Process

Once you’ve established a structured 30-60-90 day onboarding plan, the next step is to automate and standardize processes. This helps ensure every new hire has a smooth and consistent experience. As teams expand, manual onboarding can quickly become unmanageable, leading to missed steps and uneven experiences. By automating routine tasks and creating standardized workflows, you can provide a reliable onboarding process while still maintaining a personal touch.

The key is finding a balance between efficiency and personalization. Automating administrative tasks allows managers to dedicate more time to integrating new hires into the team. Start by exploring tools that automate repetitive tasks and centralize important documentation in a secure way.

Using Automation Tools

Integrating automation tools into your existing workflows can make routine onboarding tasks far more efficient. Human Resources Information Systems (HRIS) are particularly useful, serving as the backbone of automated onboarding. These systems can track orientation tasks, equipment setup, and training progress – all in one place. When connected with your existing tech stack, HRIS tools can trigger workflows automatically, such as setting up user accounts, configuring development environments, and managing permission settings.

For example, automated provisioning scripts and integrated dashboards simplify account setups while enabling real-time progress tracking. This not only shortens IT onboarding times but also improves the overall onboarding experience.

In 2024, a SaaS company in the US implemented an HRIS integrated with their IT ticketing system to streamline onboarding. New hires received pre-configured laptops, automated account setups for tools like email, Slack, and GitHub, and access to a centralized onboarding portal. This reduced IT onboarding time per hire from 4 hours to just 45 minutes, while satisfaction scores among new hires jumped by 27%.

The best automation tools integrate seamlessly with your existing platforms, whether that means sending alerts through Slack or generating tasks in tools like Asana or Monday.com.

Centralizing Documentation

Keeping all onboarding materials in one centralized, searchable, and mobile-friendly platform can reduce confusion and improve accessibility. Organize your documentation by audience – such as company-wide, team-specific, or role-specific – and prioritize content based on urgency. A "Quick Start" section can help new hires focus on essential information during their first week, while more detailed resources can be explored later.

As tools and processes evolve, version control becomes essential. Use platforms that track changes and display the most recent updates clearly. Assign specific team members to maintain different sections of the documentation to ensure accuracy and relevance.

Given that 91% of people in the US own smartphones, making your documentation mobile-friendly means new hires can access critical information anytime, anywhere.

Adding Security and Compliance Training

For tech teams, security and compliance training is non-negotiable. Automation can improve how these trainings are delivered by tracking module completion and sending reminders, ensuring no one falls through the cracks.

Break the training into short, interactive modules (5–10 minutes each) to keep it engaging and manageable. Start with critical topics like setting up two-factor authentication (2FA), creating secure passwords, and basic account security on day one. Follow up with modules on data handling, confidentiality, and any compliance standards relevant to your industry, such as CCPA, HIPAA, PCI DSS, or SOC 2, over the coming weeks.

Interactive quizzes can help reinforce understanding, while automated learning management systems can track progress and send timely reminders.

Security best practices – like enforcing multi-factor authentication (MFA), device encryption, and endpoint protection – should also be automated and verified before granting new hires access to sensitive systems and data. When training explains not just how to implement these measures but also why they are important, employees are more likely to adopt them consistently, strengthening both company security and customer privacy.

Building Team Connections and Improving Over Time

Even with automation streamlining many processes, personal connections remain a cornerstone of long-term success. A well-rounded onboarding process involves more than workflows and security training – it thrives on genuine relationships and a commitment to continuous improvement based on real feedback.

Encouraging Team Interactions

For remote and hybrid teams, fostering connections requires intentional effort. Simple practices like daily standups, regular team chats, and virtual social gatherings can help bridge the gap and create opportunities for new hires to connect with colleagues.

Assigning an onboarding buddy can also make a big difference. This dedicated contact helps new hires navigate both technical challenges and the unwritten rules of the team, offering guidance on everything from tools to team dynamics.

Remote teams can benefit from casual interactions like virtual coffee breaks or informal chat channels, which encourage spontaneous conversations. Some teams even organize "show and tell" sessions, where members share personal projects or hobbies, giving new hires a chance to see their colleagues as more than just coworkers.

In 2024, Cortex adopted virtual team-building activities and personalized welcome packs, which helped reduce time-to-productivity by 15%. This approach not only sped up integration but also boosted engagement, as reflected in their internal metrics.

Other strategies, like cross-functional project sprints and pair programming, create opportunities for collaboration right from the start. These activities help new hires familiarize themselves with the codebase and team practices while building working relationships.

Gathering Feedback to Improve Onboarding

Onboarding should never be static – it should evolve based on feedback from those who experience it. Collecting input at 30-, 60-, and 90-day milestones through surveys, one-on-one check-ins, and informal chats can uncover areas for improvement.

The key lies in asking the right questions. Instead of generic satisfaction surveys, focus on specifics: role clarity, training effectiveness, tool accessibility, and team inclusion. For instance, ask questions like, "How supported did you feel by your team in your first month?" or "What gaps, if any, did you notice in the technical training provided?".

Regular feedback loops – weekly during the first month and less frequently afterward – allow for real-time adjustments to content and pacing rather than waiting for formal review cycles. Managers and recruiters both play a role in reviewing this feedback. While managers can identify day-to-day challenges, recruiters may notice trends across roles and departments. Complementing this qualitative feedback with metrics like new hire retention rates, time-to-productivity, and engagement scores provides a well-rounded view of how onboarding is working.

Learning from Tech Leaders

Industry leaders offer valuable insights into creating scalable and effective onboarding programs. Platforms like Code Story feature interviews with founders, CTOs, and other tech leaders who share their experiences in building and managing teams. These discussions often highlight the human side of leadership, emphasizing the importance of team culture and support systems.

"On the show, we interview tech visionaries, digging into the critical moments of what it takes to change an industry, and build & lead a team that has your back." – Code Story

The lessons from these tech leaders reinforce that onboarding is about more than just technical training. It’s about creating an environment where new hires feel valued, connected, and aligned with the organization’s mission. Stories of onboarding successes and failures provide actionable advice, such as using dashboards to track progress, prioritizing early team integration, and maintaining culture during periods of rapid growth.

These expert perspectives also highlight challenges like scaling remote onboarding and balancing automation with personal interaction. As companies grow, maintaining those human connections becomes even more critical. Onboarding in 2025 isn’t just a checklist – it’s a strategic phase that determines whether new hires thrive or move on prematurely. Successful onboarding integrates culture through interactive sessions, informal conversations, and storytelling, rather than relying solely on static documentation – a lesson many tech leaders have learned firsthand.

Conclusion: Building a Scalable Onboarding Plan

A scalable onboarding plan is more than just a process – it’s a foundation for long-term success. By combining thorough preparation, structured training, smart automation, and ongoing refinement, organizations can create an onboarding experience that grows alongside their teams.

Preparation lays the groundwork for success. Taking the time to handle pre-day-one activities – like sending welcome materials, setting up accounts, and assigning mentors – ensures new hires are ready to hit the ground running. This early effort pays off throughout the onboarding process, helping employees feel valued and set up for success from the start.

Structure brings clarity and confidence. A well-defined 30-60-90 day plan provides a roadmap for new hires: 30 days to learn, 60 days to contribute, and 90 days to take ownership. This approach standardizes expectations across roles while allowing for tailored adjustments to meet specific needs. It aligns with earlier discussions on the importance of role-specific training and mentorship, ensuring every new team member feels supported.

Automation makes scaling seamless. Research from Brandon Hall Group highlights the impact of effective onboarding, with organizations seeing 82% higher retention rates and 70% greater productivity. Automating repetitive tasks like account setup and progress tracking ensures consistency as the team grows. Centralized tools, such as dashboards and documentation, further enhance efficiency without compromising quality.

Continuous improvement keeps the process relevant. The best onboarding plans are dynamic, evolving based on feedback from new hires, managers, and recruiters. Regular check-ins at 30-, 60-, and 90-day intervals help identify and address gaps in training, tools, or team integration. This approach transforms onboarding from a static checklist into a process that adapts to the needs of a growing organization.

These elements together create an onboarding experience that not only scales but also improves over time. Tech leaders on Code Story stress that intentional systems foster both individual success and a strong team culture. A well-crafted onboarding plan ensures new hires quickly become productive contributors who understand their roles and feel connected to their team’s goals.

FAQs

How do automation tools improve the onboarding process for tech teams?

Automation tools take the hassle out of onboarding by managing repetitive tasks such as setting up accounts, assigning permissions, and sharing necessary documents. This ensures new team members get immediate access to the tools and information they need, making their transition seamless and consistent.

By cutting down on manual tasks and simplifying workflows, these tools allow tech teams to dive into impactful work more quickly, increasing productivity right from the beginning.

What should a 30-60-90 day onboarding plan include for new tech team members?

A well-thought-out 30-60-90 day onboarding plan can make all the difference when it comes to helping new tech hires settle in and start contributing effectively.

First 30 days: This period is all about getting oriented. New hires familiarize themselves with company tools, processes, and workflows. It’s also a chance to meet the team and complete any initial training sessions.
Days 31-60: With the basics covered, the focus shifts to building technical skills. During this phase, new team members begin contributing to smaller projects and receive regular feedback to fine-tune their abilities.
Days 61-90: By now, the goal is for new hires to take ownership of their tasks. They’ll actively participate in significant projects and start proving their readiness to handle long-term responsibilities.

This step-by-step plan not only supports new hires but also helps them gradually increase their contributions to the team.

Why is it important to assign a peer buddy or mentor during onboarding for tech teams?

Assigning a peer buddy or mentor during onboarding can make a world of difference for new team members. It gives them a friendly, approachable resource for navigating company practices, workflows, and tools, easing what might otherwise feel like an overwhelming transition.

This kind of support speeds up the learning curve, helps them settle in faster, and builds their confidence. Plus, it encourages teamwork and collaboration, setting the stage for new hires to become valuable contributors more quickly.