Onboarding vs orientation – What’s the difference?

What is onboarding?

Onboarding is a process that introduces a new employee to an organization through a series of integrated tasks that help them better understand their new roles and responsibilities within the company.

A successful onboarding process empowers employees to succeed in their new roles and helps them feel a sense of belonging within the company. “It is important for leadership to send the message from the moment that new employees are brought on board that their success is the company’s success,” explained Stephen Kohler, CEO and founder of Audira Labs.

Onboarding can span a few days, but employees will typically continue the process throughout at least the first several months of employment. 

Onboarding initiatives may include the following and more:

• Completing new-hire paperwork, such as employment contracts
• Receiving on-the-job employee training
• Learning about company policies
• Reviewing the employee handbook

What is orientation?

Workplace orientation gives employees a chance to learn where they’ll be working, what their environment will be like and how to navigate their workspace. “Orientation is about getting you the information you need to be successful,” explained Tim Flower, VP of DEX Strategy at Nexthink.

Orientation processes can vary widely by organization. For example, there may be individual, departmental or group orientations. However, Flower noted that most orientations include the following:

• A seminar or webinar on employee benefits
• An overview of employee compensation packages and other financial information
• An introduction to the people and resources new hires will need to do their jobs
• An introduction to a workplace mentor
• A tour of the facilities
• A review of company perks, such as parking, gym access and dining options
• A summary of the new hire’s roles and responsibilities
• An opportunity to ask an HR representative questions
• A meeting with the new hire’s manager

Orientation can last anywhere from a few hours to a few days, depending on the company and the employee’s role.

What’s the difference between onboarding and orientation?

Orientation and onboarding may have similar purposes at first glance. However, the primary difference between onboarding and orientation is that orientation is a short-term event, while onboarding is a longer process that can take several months to a year to complete.

“Orientation gives you the map; onboarding hands you the compass,” explained Gwenhwyfar Dunne-Henry, CEO and founder of Divinitiv. “Orientation says: ‘Here’s how things work.’ Onboarding says: ‘Here’s how you fit, thrive and evolve here.’ One is transactional. The other is transformational.”

In other words, orientation is a time to help a new employee become familiar with the company’s vision and values. It also serves as an opportunity for them to meet new colleagues and tour their workspace. In contrast, onboarding involves a series of events that provide more detailed information about job training, best practices and company policies, including PTO policies and attendance policies.

Onboarding basics

Ensuring a comprehensive onboarding process helps keep employees motivated and engaged in their work. However, businesses should be willing to invest a significant amount of time and attention into creating one.

“Companies that master onboarding don’t just improve retention — they build cultures people fight to join,” Dunne-Henry noted. “It creates the emotional glue that stops your best talent from answering LinkedIn messages from your competitors.”

What does the onboarding process include?

Over a specific period, the onboarding process will include the following tasks:

• You’ll explain, in detail, the new hire’s role and provide any applicable training.
• You’ll familiarize the employee with their colleagues and managers through icebreaker exercises, a team luncheon or meetings.
• You’ll follow up with the employee consistently and frequently about how they’re settling into their new role and what resources you can provide to support a smooth transition.
• You’ll walk the employee through available benefits, review the employee handbook and train them on company policy.

Some companies go beyond the basics with structured, long-term onboarding plans. Heidi Doman, vice president of HR at Wasatch Peaks Credit Union, uses a six-month onboarding system that includes the following steps:

1. Welcome emails and announcements to staff to introduce new employees
2. Company swag as gifts
3. One-on-one manager meetings
4. Surveys where employees rate their training and orientation experiences
5. A 60-day check-in focused on engagement and performance
6. Targeted training and advancement opportunities
7. A formal evaluation from their manager at 90 days
8. Ongoing communication from HR so employees feel empowered to ask questions and give feedback

What are the benefits of onboarding?

An excellent new-hire onboarding process brings the following benefits to an organization and its new employees:

• A positive employee experience: How you treat a new employee can set the tone for their work experience. Onboarding an employee correctly — including training them to succeed in their role, advising them on company expectations and checking in regularly — creates a positive experience and fosters an employee-centric culture.
• More employee engagement: Familiarizing a new employee with the company’s values, ethics and mission can improve employee engagement. To increase engagement further, have the new team member learn the ropes from an existing employee, and set goals for increased recognition.
• Better employee retention: Businesses must pay attention to employee happiness to reduce turnover and improve retention. If you start a new employee with a strong onboarding experience, they’re more likely to stay with the company as they assimilate into its culture and expectations.
• Enhanced recruitment: First impressions are everything when it comes to new hires. If an employee isn’t satisfied with their onboarding experience, they’ll make it known to other potential employees. However, a positive onboarding experience may prompt them to recommend your company, helping you attract top talent as you recruit new employees.
• Stronger company culture: Onboarding helps get employees aligned with company values. When new hires fit the company culture, they’ll transition more seamlessly into the workplace environment.
• Better productivity: It can take a few months for a new hire to fully understand the company and settle into their new role. Onboarding boosts productivity by helping them acclimate to their environment and understand what’s expected of them.

Orientation basics

Creating a warm and welcoming environment for newcomers begins with a thorough orientation program. The orientation process introduces new employees to the company’s culture and values and familiarizes them with its operational policies and staff.

“Orientation provides clarity,” Doman said. “It ensures every new employee receives consistent, accurate information from the start — setting the tone for compliance, confidence and a smooth transition into the organization.”

What does orientation include?

An orientation will usually include the following initiatives:

• You’ll introduce the company’s values, mission and culture, primarily through a presentation or a virtual session.
• You’ll provide paperwork for the employee to complete, including policy overviews, emergency contact forms and new-hire checklists.
• You’ll share information about employee benefits, including life insurance, health insurance and retirement packages.
• You’ll review health and safety policies and procedures, such as the company’s sick leave policy and emergency protocols.
• You’ll provide a company login and demonstrate how to use company equipment and devices relevant to their role.

What are the benefits of orientation?

A proper new-employee orientation brings the following benefits:

• Reduced costs and increased productivity: Employee orientation helps new hires get up to speed with their duties, reducing overall expenses without sacrificing productivity. Orientation often takes place in a classroom setting, where HR representatives can welcome and introduce multiple employees at once.
• Fewer first-day jitters: A structured orientation helps new employees become familiar with company procedures and operations before they’re expected to perform in their roles. Biljana Rakic, VP of Human Capital at CAKE.com, emphasized that psychological comfort and clarity are enormous benefits of orientation. “By offering a concise, structured welcome, orientation reduces first-day anxieties, introduces expectations and signals the company’s culture and values from day one,” Rakic explained.
• Lower employee turnover: As with onboarding, a thoughtful first-day orientation shows new employees how valuable their roles are within the company. This sense of purpose can increase engagement and lower turnover. Additionally, orientation provides an overview of the tools and resources employees need to settle into their roles and set themselves up for success. “It’s a retention tool in disguise — first impressions matter,” Rakic said.
• Time savings: Not every manager has the time to personally walk each new hire through company basics. Orientation delivers a consistent overview of departments, expectations and the overall work environment. Supervisors can then build upon that foundation instead of starting from scratch.

Effective onboarding and orientation in the remote work era

As more companies shift to remote work plans and virtual hiring processes, it’s essential to focus on strategies that ensure effective remote onboarding and orientation.

Rakic cautioned that you shouldn’t skimp on onboarding and orientation in the remote era. “Onboarding and orientation are not HR checkboxes — they’re strategic business levers,” Rakic said. “When thoughtfully executed, they impact culture, performance and retention.”

Rakic added that in a remote-first world, a thoughtful, human-centered approach to onboarding is more important than ever. “As someone who’s led onboarding transformations and advised leadership on employee experience, I see onboarding not just as a process but as a statement: ‘You matter. We’re invested in your success,’” Rakic said. “That message, when made real, changes everything.”

Below are a few ways to set new hires up for success when onboarding and orientation happen in a remote environment:

• Develop clear channels of communication. Establish clear lines of communication to ensure new employees can easily ask questions, get feedback and consistently engage with and receive support from essential team members, such as managers and colleagues. Rakic emphasized that communication should begin even before day one. “We dispatch personalized welcome kits, essential technological tools, login credentials and provide access to a shared ‘new hire hub,’” Rakic explained. “Preliminary communication delineates expectations, alleviating uncertainty and fostering anticipation.”
• Prioritize relationships. Establishing a deeper relationship early on can help your remote team bond. Dunne-Henry recommended going beyond surface-level introductions. “Ask existential questions early: ‘What scares you about this role?’ ‘What excites you about our vision?’ ‘Who do you want to become here?’ That’s what creates genuine, strategic alignment, not just familiarity with Slack emojis,” Dunne-Henry said. “Remote onboarding isn’t just replicating an office — it’s re-engineering how humans bond and build purpose when physical space isn’t an option.”
• Utilize technology with remote teams. Businesses can leverage technology to make their onboarding processes more interactive and flexible by optimizing communication platforms. For example, Rakic uses tools like Pumble, Plaky and others to handle onboarding inquiries, training materials and casual interactions. Dunne-Henry echoed this point and cautioned against simply copying in-person programs. “If you’re still running your old office orientation but on Zoom, you’re not onboarding remotely — you’re performing corporate karaoke,” Dunne-Henry said.
• Measure remote employee performance. Tracking new hire progress is just as important in a remote setting as it is in person. Set measurable goals that cover everything from productivity to job satisfaction, and collect employee feedback regularly to identify any points of concern. Use those insights to refine your processes over time.

Julie Thompson contributed to the reporting and writing in this article. Source interviews were conducted for a previous version of this article.