The first 90 days can make the difference between a star employee and an expensive churn metric. When done correctly, technical onboarding can boost a company’s productivity. However, it’s quite challenging to achieve because the tech field is complex, and new hires have to go through a steep learning curve.
Tech jobs require employees to quickly learn to work with complex tools, workflows, and company systems. This adjustment can be stressful, especially if there is little onboarding support or talent management. Without a structured approach, new hires may struggle to keep pace with industry conventions like Agile methodologies, DevOps practices, or cybersecurity protocols.
This guide will highlight some of the key components that will help you build and implement an efficient onboarding experience. Read on to learn how to build engaged, inspired teams.
What is Technical Onboarding?
Technical onboarding or IT employee onboarding is the process of training new hires for specific technical positions in an organization. It typically includes giving them the necessary tools, training, and resources to perform their tasks. Unlike general onboarding which introduces the company’s policies and culture, tech onboarding examines technical skills, workflows, and systems unique to the team or organization.
For example, when hiring a software developer, the onboarding process may consist of showing them how to organize files in a project on version control systems or getting them acquainted with the company’s tech stack and deployment process.
Likewise, when onboarding an IT administrator, the process may include enabling access to project management software, understanding infrastructure monitoring tools, or navigating network setup for your company.
Importance of IT Employee Onboarding
Here are five reasons IT onboarding is so important:
1. Accelerates Productivity
The learning curve for IT jobs is often very high. New employees are expected to be proficient with advanced tools and processes to perform everyday tasks. Technology onboarding helps them to learn fast and begin contributing sooner.
Google, for instance, uses structured onboarding programs to help new engineers quickly integrate into complex development environments. Their unique onboarding approach has increased their new hire productivity by 25 percent. With hands-on training and resources, new hires learn the basics without being overwhelmed. This way they quickly get accustomed to the company’s tools and processes. .
2. Enhances Retention Rates
Good onboarding practices have a huge impact on employee retention and satisfaction. Employees who feel supported for the first weeks are more likely to stay with the organization longer. On the other hand, about 64 percent of new employees will leave within their first year due to a negative onboarding experience. If new employees aren’t properly guided, they may lose motivation and quit before their job even starts.
IT work is particularly demanding because its fast-paced and technical systems are often sophisticated. But with regular follow-up, and a clear roadmap for success, employees can feel at ease and start making confident contributions to the team in no time.
3. Strengthens Security Awareness
Security is a crucial aspect of the onboarding process. Everyone should be introduced to the organization’s security policy and follow it from day one to reduce the chances of data breaches. Onboarding is a great time to teach new hires about safe coding, data privacy, or compliance requirements.
Tech companies like Cisco incorporate cybersecurity training into their onboarding to reinforce best practices from day one. New employees participate in simulated phishing attacks and real-world security scenarios to recognize threats early.
4. Reduces the Cost of Employee Turnover
Employee turnover is expensive. Hiring and onboarding new IT staff costs time and money. A well-organized onboarding program helps prevent turnover by equipping new recruits for success. When employees feel prepared and cared for, they are less likely to quit.
Research suggests that employees who are onboarded effectively will remain at a company for 3 years or more. Having a good retention rate saves hiring costs and time lost due to vacant spaces. Moreover, with less churn, a development team can stay on track, and projects get completed on time.
Key Components of an IT Onboarding Program
An effective IT onboarding program must include the following components:
1. Dedicated Technical Buddy
Assigning a dedicated technical buddy is an important part of the IT onboarding process. This experienced team member acts as a coach, walking the new employee through the complex workflow tools within the organization. Big tech companies such as Buffer rely on technical buddies to drive a more efficient onboarding process.
“We believe that our current teammates are our greatest asset to help shepherd new folks into the team: they’ve been a newbie before, they’re excited and looking for opportunities to share, and the process provides an opportunity for servant leadership across the whole company”
Nicole Miller
When assigning a tech buddy, make sure their skill set complements the mentee’s needs. You could pair them based on shared tools or programming languages. Technical buddies help speed up the learning curve and encourage new employees not to collaborate and contribute confidently to the team. They are a reliable point of contact, assisting new intakes to feel connected to the rest of the team.
2. Skill Gap Analysis
A skill gap is the difference between the skills an employee has and the skills they need to do their job well. The process of finding the missing skills is a crucial part of onboarding. It helps you tailor employees’ training to meet their unique needs. For instance, a junior developer may excel in coding but need training in deployment tools like Jenkins or Docker.
To conduct a good skill gap analysis, start with making a list of all the skills relevant to that role. Then, survey employees to get an inventory of their skills. Use tools like performance reviews or skill-assessment software to identify any gaps. Doing this early in the onboarding process helps you provide targeted training and resources.
3. Accessible Self-learning Courses
Self-learning courses are a valuable component of IT onboarding. They give new employees the flexibility to learn at their own pace. These courses can include external certifications, online tutorials, or company-provided training modules tailored to specific tools and processes.
For tech professionals, platforms like Udacity, Pluralsight, and Coursera offer specialized courses in areas like cloud computing, DevOps, and AI. These resources help new hires quickly build the technical skills needed for their roles.
When making provisions for self-learning courses, consider both external and internal courses. This way employees can gain industry-standard knowledge as well as standards and processes unique to your organization. Use learning management systems (LMS) such as TalentLMS to track completion rates and performance. This will help you monitor participation and flag inactive learners.
4. Feedback Planning
Regular feedback is crucial for tracking the progress of new hires during the onboarding process. It typically includes scheduled check-ins, performance reviews, and open communication channels where new employees can discuss challenges and achievements.
Feedback in tech roles isn’t just an afterthought—it’s baked into the process. Code reviews let senior developers break down a new hire’s work. Pair programming takes it a step further, creating real-time back-and-forth where employees sharpen their problem-solving skills on the spot.Early conversations should focus on guiding the employees, reinforcing positive behaviors, and identifying areas for improvement without overwhelming them.
5. Communication Channels
Establishing clear communication channels is vital for effective IT onboarding. These channels ensure that new hires can easily connect with team members, access resources, and seek assistance when needed. But communication isn’t just about talking—it’s about keeping work flowing. Asynchronous tools make that happen, especially for distributed teams. GitHub Discussions and Jira comments let developers document solutions, share insights, and give feedback.
If you need quick answers, AI-powered chatbots in Slack or Teams can help. No more waiting around for a response. No more roadblocks. Just seamless, efficient collaboration. Set expectations around communication norms, like response times and preferred formats for different queries. For instance, technical discussions might belong in project-specific channels, while general questions could go in a shared space.
6. Hands-on Practice
Hands-on practice is the most crucial component of IT onboarding. Practical tasks, such as setting up systems, deploying code, or troubleshooting network issues, help employees familiarize themselves with the tools and processes they’ll use daily. Begin by assigning them small, manageable tasks tied to real-world scenarios.
For instance, a new developer might fix a minor bug or create a simple feature under guidance. Make sure these tasks are directly relevant to their role.
Assigning low-risk, meaningful projects ensures that new hires gain confidence and practical experience without the pressure of high-stakes responsibilities. To deepen their learning, create sandbox environments where employees can experiment without impacting production. This allows them to practice using complex tools, such as DevOps platforms or proprietary software, in a risk-free setting.
Production-based and Project-based Onboarding
Tech onboarding programs often use one of these approaches: production-based and project-based onboarding.
Production-based Onboarding
In production-based onboarding, new hires are immediately involved in live production tasks. They work directly on real projects or systems, contributing to ongoing operations under the guidance of experienced team members. For example, new engineers might start by resolving minor issues in the company’s codebase. Similarly, cybersecurity analysts may begin by monitoring live threat alerts under supervision.
This approach allows employees to familiarize themselves with the organization’s tools and workflows in a practical setting. It also accelerates the learning curve by immersing new hires in the day-to-day operations of their role. However, production-based onboarding requires careful supervision to minimize the risk of errors affecting critical systems or processes.
Pros & Cons of Production-based Onboarding
| Pros | Cons |
| New hires start with real tasks, learning product management quickly. | Complexity can overwhelm new hires. |
| Offers direct exposure to live systems and workflows. | Mistakes may disrupt operations. |
| New hires add value right away. | Foundational knowledge may be overlooked. |
| Fast-track problem-solving and adaptability. | Pressure can stress less-experienced hires. |
| Encourages collaboration and understanding of team dynamics. | Production needs restrict opportunities for experimentation or in-depth learning. |
Project-based Onboarding
Project-based onboarding involves assigning new hires to specific, contained projects designed to simulate real tasks without the pressures of live operations. For instance, a new developer might build a small internal tool or replicate an existing feature in a controlled environment.
This method provides a safe space for new hires to experiment, learn, and build confidence without impacting critical workflows. It’s particularly effective for roles involving complex systems, as it allows employees to gain hands-on experience while gradually understanding the larger organizational context.
| Pros | Cons |
| Covers key practices and tools. | It takes time and effort to create. |
| Allows risk-free experimentation. | Doesn’t immediately boost output. |
| Gradual task difficulty avoids overwhelm. | Increases mentors’ workload. |
| Accommodates varying skill levels. | Delays familiarity with live systems. |
| Treats mistakes as growth opportunities. | It may not instill a strong sense of responsibility. |
Choosing the Right Approach
Both production- and project-based onboarding are important for tech companies. Production-based onboarding is best suited for roles that require immediate contributions to live development projects. For example, in fast-paced environments like startups or companies managing tight delivery timelines, new hires can jump into simple tasks, such as debugging code or monitoring live systems.
On the other hand, project-based onboarding is ideal in scenarios where employees need a structured learning curve before contributing to live systems. This is ideal for junior employees, interns, or those transitioning to unfamiliar technologies. For instance, training a developer new to Kubernetes or a security analyst learning proprietary systems may require guided sandbox projects.
You may consider combining both approaches, starting with project-based onboarding to build foundational skills before transitioning to production tasks. This hybrid strategy ensures new hires are well-prepared while minimizing risks.
Common Challenges Faced During Onboarding
Here are some common challenges companies face when onboarding new employees:
1. Information Overload
New hires in IT roles are often bombarded with an overwhelming amount of information during onboarding. They are introduced to the company’s technology stack, internal tools, workflows, and security protocols all at once. This flood of information can lead to confusion and hinder their ability to retain essential knowledge.
Instead of introducing everything at once, prioritize essential knowledge for the first week, such as the company’s primary tools and workflows. Use structured learning paths that gradually introduce more advanced concepts as the employee progresses. Visual aids like flowcharts or infographics can simplify complex processes, making them easier to retain.
2. Lack of Role Clarity
Unclear expectations about responsibilities and goals can create frustration and disengagement among new hires. IT roles often overlap, hence developers, administrators, and cybersecurity experts have to collaborate. Without proper guidance, a new hire might struggle to understand their specific duties, such as whether they should prioritize building new features or maintaining existing systems.
Create detailed job descriptions and share them during onboarding. These should outline specific responsibilities, short-term goals, and how the role fits within the larger team. Pair this with a structured onboarding software checklist that includes role-specific milestones for the first 30, 60, and 90 days. For instance, a developer might start with code review in their first week and transition to programming and software development later.
3. Insufficient Support Systems
Many onboarding programs lack robust support systems to guide new hires through their initial weeks. Without a technical buddy or mentor, employees may find it difficult to navigate complex workflows or solve unexpected issues. For instance, a new developer working with a custom-built internal tool might face roadblocks that aren’t covered in documentation. The absence of accessible support can lead to delays and frustration.
Building a robust support system starts with assigning a dedicated mentor or tech buddy to every new hire. Supplement this with regular team check-ins, where new hires can share challenges and receive collective input. Consider creating a searchable knowledge base that includes troubleshooting guides, tool documentation, and best practices to address common questions.
4. Adapting to Company Culture
IT departments often have unique cultural norms and collaboration styles that can be challenging for new hires to grasp. For example, some teams may prioritize asynchronous communication via tools like Slack, while others rely heavily on in-person meetings. Without proper guidance, new hires may inadvertently violate unspoken rules or struggle to connect with colleagues. This cultural disconnect can hinder team integration and impact overall productivity.
Help new hires adapt to company culture by providing a cultural orientation during onboarding. For example, clarify when to use Slack versus scheduling a meeting or how the team handles code reviews. Encourage early participation in team activities, such as virtual coffee chats or brainstorming sessions, to build relationships. Pairing new hires with mentors can help them relax and integrate faster.
5. Delayed Access to Tools and Resources
Delays in granting access to essential tools, systems, or credentials can disrupt the onboarding process. For example, a new developer unable to access the code repository or a systems administrator waiting for network credentials may face unnecessary downtime. These delays hinder productivity and leave employees feeling unprepared and undervalued.
Establish a system for immediate troubleshooting if issues arise. For example, designate an IT support contact specifically for onboarding needs. Automating access provisioning for common tools can also streamline this process.
How to Evaluate Onboarding Success
The best way to measure the success of your onboarding program is to track the following onboarding metrics:
1. Job Satisfaction
Evaluate job satisfaction by conducting regular surveys and check-ins with new hires during their first 30, 60, and 90 days. Use specific questions to assess their comfort level, confidence in their role, and overall perception of the onboarding process. Anonymous feedback tools can encourage honesty, while one-on-one meetings with managers offer deeper insights.
High satisfaction indicates that new employees feel supported and engaged. Conversely, recurring complaints or low scores highlight areas needing improvement, such as clarity of training or cultural fit. Continuously refine your onboarding based on this feedback to ensure a positive experience for future hires.
2. Time to Productivity
Measure the time it takes for new hires to independently complete meaningful tasks. Set clear productivity milestones, such as finishing training modules, contributing to team projects, or resolving a specific number of tickets. Track how quickly they achieve these goals and compare results across departments to identify potential onboarding bottlenecks.
If new hires consistently take longer than expected, evaluate whether the onboarding program provides sufficient resources and hands-on practice. A shorter time to productivity indicates an efficient process that equips employees to contribute effectively. Consistent tracking ensures the program evolves to meet role-specific productivity expectations.
3. Voluntary and Involuntary Turnover
Monitor turnover rates within the first six to twelve months to identify potential issues. High voluntary turnover suggests dissatisfaction with the onboarding process, lack of role clarity, or misaligned expectations. High involuntary turnover may indicate poor hiring decisions or insufficient preparation.
Conduct exit interviews to understand the root causes of departures and adjust your onboarding strategy accordingly. Low turnover rates demonstrate that employees feel integrated and supported. Regularly reviewing these metrics helps pinpoint trends and refine the program to boost retention and ensure long-term employee engagement.
4. Task Completion Rate
Analyze how effectively new hires complete assigned onboarding tasks. Track progress on mandatory training, compliance activities, and role-specific projects. Low completion rates may signal unclear instructions, inadequate time allocation, or overwhelming workloads.
Regularly review completion data to identify where new hires struggle and adjust processes for clarity and efficiency. For instance, if many fail to finish tool training modules, provide more hands-on practice or better documentation. High task completion rates reflect a streamlined onboarding process that enables employees to adapt quickly and confidently to their roles.
5. Manager and Peer Feedback
Gather qualitative feedback from managers and team members to evaluate how well new hires integrate and perform. Managers can assess if new employees are meeting performance expectations, contributing to team goals, and adapting to company processes. Peers can provide insights into collaboration, communication, and cultural alignment.
Use structured feedback forms or informal discussions to collect these insights. Consistently positive feedback indicates that the onboarding program equips employees for success, while critical feedback can highlight gaps. Regularly incorporating this feedback ensures your program supports new hires in becoming productive and cohesive team members.
Conclusion
Technical onboarding is more than a routine process—it’s a strategic move to improve your overall business performance. When done correctly, it can increase your team’s productivity and save you the cost of employee turnover., Consider the complexity of the systems and processes you’re introducing to new hires. This will help you determine whether to onboard with a production- or project-based approachCreating the perfect onboarding process can be daunting. But you don’t have to do it alone. If you’re looking for expert guidance, Iterators can help design a tech-focused onboarding plan tailored to your needs. Contact us today to build a seamless and effective onboarding experience for your IT team!