I’m thrilled to sit down with Ling-Yi Tsai, a seasoned HRTech expert with decades of experience helping organizations transform their workforce strategies through innovative technology. With a deep focus on HR analytics and the seamless integration of tech in recruitment, onboarding, and talent management, Ling-Yi has guided countless companies in creating meaningful employee experiences. Today, we’ll dive into the nuances of onboarding, exploring how to ease new hire anxieties, build lasting connections, and set the stage for long-term loyalty through strategic planning.
What are some of the biggest fears or uncertainties new employees face when starting a new job?
Many new employees walk in on their first day with a mix of excitement and dread. Surprisingly, it’s often the small things that weigh on them most—like figuring out where to eat lunch or how to navigate the office. But beyond those initial jitters, deeper concerns quickly surface, such as whether they’ll mesh with their manager or fit in with the team. These worries about relationships and belonging can linger through the first week or even month if not addressed early.
How do seemingly minor issues, like not knowing where to grab lunch, affect a new employee’s overall first impression?
Those small uncertainties can create a ripple effect. Not knowing something as simple as lunch options can make someone feel out of place or unsupported, amplifying their stress on an already nerve-wracking day. It’s not just about the meal—it’s about feeling like no one thought ahead to help them settle in. That initial sense of being overlooked can color their perception of the company’s culture and care for its people.
Why is it so critical to make new hires feel comfortable from the very start, and how does this tie into their long-term commitment?
When new employees feel welcomed and supported right away, it sets a tone of trust and value. That early comfort signals that the company sees them as more than just a role—they’re part of a community. This fosters a sense of belonging, which is a huge driver of loyalty. If someone feels cared for from day one, they’re far more likely to invest emotionally in the organization and stick around for the long haul.
Can you share a story or example of how a negative onboarding experience might push a new employee to leave early?
Absolutely. I’ve seen cases where a new hire showed up excited, only to find their workspace wasn’t ready, their equipment wasn’t set up, and no one was there to guide them. They felt like an afterthought, and within a few weeks, that frustration led them to question if they’d made the right choice. Without a quick course correction, they started looking elsewhere. A poor first impression can plant seeds of doubt that are hard to uproot.
What are some common hurdles companies face when bridging the gap between the hiring process and a new employee’s first day?
One major challenge is the disconnect between recruitment and onboarding. Often, the hiring team gathers a wealth of information about the candidate—their skills, preferences, even personality traits—but that data doesn’t always make it to the manager or team. This creates a ‘start from scratch’ scenario where the new hire feels unknown, and the team isn’t prepared to integrate them effectively. It’s a missed opportunity to build on the momentum from hiring.
How can organizations better ensure that insights from the hiring process are shared with the new employee’s team?
It starts with creating a seamless handoff. Companies should use HR technology to centralize candidate information and make it accessible to relevant stakeholders. For example, sharing key notes from interviews or assessments with the manager can help them tailor their approach. Regular communication between HR and the team before the start date—think a quick briefing or summary—also ensures everyone’s on the same page and ready to welcome the new hire.
Why do you think some companies fail to maintain the excitement from the hiring stage into onboarding?
Often, it’s a matter of focus. Hiring is high-energy—there’s a push to attract and win over the candidate with promises of a great culture or career path. But once the offer is signed, the attention can drop off. Onboarding sometimes becomes a checklist of tasks rather than an extension of that initial excitement. Without intentional effort to carry that enthusiasm forward, new hires can feel a jarring shift from being courted to being just another employee.
How does fostering early connections help new employees feel like they truly belong to the team?
Early connections are everything. When new hires feel known and included, it breaks down barriers and builds trust. Simple interactions—like a teammate reaching out before their start date or a manager taking time to learn about their background—can make them feel valued. These bonds give them a support network to lean on, which is crucial for navigating the uncertainties of a new role and environment.
What practical steps can managers or HR take to make new hires feel recognized and appreciated from day one?
Managers can start by personalizing the welcome. Maybe it’s a handwritten note or a quick one-on-one chat to discuss their interests and goals. HR can organize a buddy system, pairing the new hire with a peer who can show them the ropes and answer informal questions. Even small gestures, like announcing their arrival to the team with a bit of background, help them feel seen and set a positive tone from the outset.
What role can existing team members play in helping a new employee settle in quickly?
Team members are often the heartbeat of a new hire’s integration. They can invite them to lunch, include them in casual conversations, or offer to help with day-to-day tasks. It’s about creating a warm, approachable vibe—showing genuine interest in who they are beyond their job title. When peers step up, it reinforces that the team is a community, not just a group of coworkers.
What essentials should be ready for a new employee on their first day to help them dive into their work confidently?
The basics are non-negotiable: a set-up workspace, equipment like a laptop or phone, and access to necessary systems or software. Beyond that, a clear agenda for the day—knowing who they’re meeting and what’s expected—helps tremendously. Pair that with a point person to guide them through initial questions, and they’re set to start without unnecessary stress or delays.
How crucial is it to have all resources and access prepared before a new hire even steps into the office?
It’s incredibly important. Walking in to find nothing ready sends a message of disorganization or indifference. I’ve heard of new hires spending their first day twiddling their thumbs because IT wasn’t prepped or their badge wasn’t issued. That’s frustrating and undermines their confidence. Having everything in place shows respect for their time and eagerness to see them succeed.
How can a 30-60-90 day plan benefit both the new employee and the organization during onboarding?
A 30-60-90 day plan is a roadmap that reduces ambiguity for everyone. For the new employee, it provides clarity on expectations and milestones, easing the stress of figuring out what ‘success’ looks like. For the organization, it aligns the team on how to support the new hire’s growth. It’s a shared framework that keeps everyone accountable and focused on progress over those critical first months.
What specific elements should be included in the milestones for the first 60 and 90 days of such a plan?
At 60 days, the focus should be on integration—think mastering core job functions, building relationships with key stakeholders, and contributing to smaller projects. There might be specific training or feedback sessions to check in on their adjustment. By 90 days, it’s about impact: taking on larger responsibilities, proposing ideas, or leading initiatives. Milestones should include measurable goals, like completing a project, alongside softer ones, like feeling confident in team dynamics.
What is your forecast for the future of onboarding strategies as technology continues to evolve?
I see onboarding becoming even more personalized and tech-driven. With advancements in HR analytics and AI, companies will be able to tailor experiences to individual needs—predicting potential pain points and offering real-time support through apps or platforms. Virtual reality could simulate workplace scenarios for remote hires, while data will help refine 30-60-90 day plans dynamically. The goal will remain the same—making new hires feel valued—but the tools will make it more precise and scalable.