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)