Inclusive Onboarding: Ensuring Every New Hire Thrives from Day One
Why Onboarding Matters
The first 90 days determine whether a new hire stays or leaves. For disabled employees, onboarding is even more critical: if accommodations are not in place, if the environment is inaccessible, or if colleagues are not prepared, the employee may fail before they have a chance to succeed.
Gallup research shows that employees who experience a strong onboarding process are 2.6 times more likely to be satisfied and 70% more productive. Yet only 12% of employees say their organisation does onboarding well.
Pre-Boarding (Before Day One)
Accommodation Setup
- At offer stage, ask: "Do you need any adjustments to be in place for your first day?"
- Order equipment (specialist chair, screen reader software, desk riser) with sufficient lead time
- Configure IT systems for accessibility (screen reader compatibility, font size, colour settings)
- Arrange workplace assessment if needed (Access to Work funds these in the UK)
- Ensure the workspace is physically accessible (parking, entrance, desk, toilets, break room)
Communication Preferences
- Ask how the employee prefers to receive information (email, phone, written, visual)
- Provide onboarding materials in accessible formats in advance
- Send a clear itinerary for the first week — reduce uncertainty
Emergency Procedures
- Develop a Personal Emergency Evacuation Plan (PEEP) before day one
- Brief evacuation buddies in advance
- Ensure the employee knows the procedure from their first hour
First Week
Day One Essentials
- Named person to greet and orient the new hire
- Workspace fully set up with accommodations in place
- IT access configured and tested
- Introduction to immediate team (small group, not overwhelming)
- Buddy introduction
- Tour of accessible facilities (including accessible toilets, quiet rooms, emergency exits)
Buddy System
Assign a buddy who is:
- Welcoming and approachable (not the line manager)
- Briefed on any relevant accommodations (with the new hire's consent)
- Available for informal questions and social integration
- Not responsible for performance management
- Committed for at least the first 3 months
Training Accessibility
All onboarding training must be accessible:
- Provide materials in multiple formats: Written, audio, video with captions
- Allow extra time: Do not rush through mandatory training
- Offer breaks: Fatigue, pain, and concentration vary — build in break options
- Hands-on alternatives: Not everyone learns from slide decks — offer practical demonstrations
- Quiet space: Provide a quiet option for completing online training
- Check assistive technology compatibility: Ensure your LMS works with screen readers
30/60/90 Day Reviews
30 Days
- Are accommodations working? Any adjustments needed?
- Is the workload appropriate?
- How is the relationship with the buddy and team?
- Any barriers encountered?
60 Days
- Expanding responsibilities as planned?
- Any additional training or support needed?
- Social integration — feeling part of the team?
- Accommodation review — any changes in needs?
90 Days
- Formal review of performance against objectives
- Long-term accommodation plan confirmed
- Development goals discussed
- Feedback on the onboarding experience (use this to improve the process)
Resources
- EARN Inclusive Onboarding: [askearn.org](https://askearn.org)
- CIPD Onboarding Guide: [cipd.org](https://www.cipd.org)
- SHRM Onboarding Best Practices: [shrm.org](https://www.shrm.org)
- Gallup Employee Onboarding Research: [gallup.com](https://www.gallup.com)
- JAN Accommodation Process: [askjan.org](https://askjan.org)