Employee Onboarding: Why the First Few Weeks Matter

Written by: Izz Murtada

Think about the first day at a new job. You are excited, but you may also feel nervous. Where do you sit? Who do you ask for help? What are the rules? What you experience in these first few weeks is called onboarding. For a company, it is one of the best chances to build a happy and long lasting team.

What Is Employee Onboarding?

Employee onboarding is the process of welcoming a new staff member and helping them settle in. It is more than a short chat on the first day. It covers the paperwork, the training, meeting the team, and learning how things are done in the company.

Good onboarding makes a new employee feel safe and ready. They know what to do, who to ask, and what the company expects. The first few weeks also set the tone for the whole working relationship. When people feel welcome early, they are more likely to stay and do well.

What Should Happen Before the First Day?

A good onboarding starts before the new employee walks through the door. One of the most important things is the contract of service. Under Section 10 of the Employment Act 1955, a contract of service for more than one month must be in writing. The contract must also have a clause that explains how either side can end the contract.

It is a good idea to give the new employee the written contract before the first day. This gives them time to read it, ask questions, and understand it. There is also no confusion later about pay, duties, or notice.

Other simple things can be prepared early too:

• A welcome message from the manager or HR
• The work schedule and the address or entry details
• A desk, laptop, and any tools needed for the job
• A friendly staff member who can help them in the first week

Introducing Company Policies and Culture

Every company has its own way of working. New employees should hear about it clearly and kindly, not by guessing. This is the time to explain the basics, and the Employment Act has many of them.

Pay. The contract should state the wage period, and it cannot be longer than one month (Section 18). Employers must pay wages no later than the seventh day after the last day of the wage period (Section 19). Employers can only make deductions from wages that the law allows (Section 24). Telling new staff when they will be paid, and what may be deducted, builds trust right away.

Working hours and breaks. Generally, an employee should not work more than five hours in a row without a break of at least thirty minutes. Normal work is also not more than eight hours a day and forty five hours a week (Section 60A). Every employee must also get one rest day each week (Section 59).

Holidays and leave. Employees are entitled to paid public holidays, at least eleven gazetted days in a year (Section 60D). Paid annual leave is eight days for those who have worked less than two years, twelve days for two to five years, and sixteen days for five years or more (Section 60E). Paid sick leave is fourteen days a year for those who have worked less than two years, with more days for longer service. If the employee needs to stay in hospital, it can go up to sixty days (Section 60F).

Besides the rules, share the company culture. How do people talk to each other? How does the team celebrate? What do managers expect on time and dress? These small things help new staff feel they belong.

Training and Setting Expectations

Training should be planned, not left to chance. A simple plan for the first few weeks can help. For example, week one can be about meeting people and learning the systems. Week two and three can be about learning the tasks. By week four, the employee can start taking on more work with some support.

It is also very important to explain what success looks like. Tell the new employee:

• What their main duties are
• What results you hope to see, and by when
• Who they report to
• How and when they will get feedback

Regular check ins, even a short ten minute chat each week, help a lot. If there is a probation period, make sure it is also clear to the employee what it means and how it will be reviewed. When people know what is expected, they can do their best work with less worry.

Common Onboarding Mistakes

Many companies, big and small, make the same mistakes. Here are some to avoid:

• Giving the contract too late. Some employees only get their written contract weeks after starting. This can cause confusion about pay and terms.
• Skipping the explanation of pay and leave. If staff do not understand their hours, rest days, and leave, small problems can grow into big ones.
• Leaving the new person alone. A new employee with no guide or buddy may feel lost and unwelcome.
• Too much information on day one. It is hard to remember everything. Spread it out over the first few weeks.
• No clear expectations. If no one explains the goals, the employee has to guess, and guessing leads to mistakes.
• No feedback. Silence can make people worry that they are doing something wrong. Give kind and honest feedback early and often.

Start Strong

The first few weeks shape how an employee sees the company. A warm welcome, a clear contract, and simple training can turn a nervous new hire into a confident team member. It also helps the company follow the Employment Act 1955 from day one. Please note that how the Act applies can depend on the type of employee and their wages, so it is wise to check your own situation.

If you are not sure how to build a good onboarding process, you do not have to do it alone. Kita Strategies is an HR company that helps businesses in Malaysia with things like employment contracts, HR policies, and staff onboarding. Whether you are a small business hiring your first employee or a growing company with many new faces, our team is happy to guide you. Feel free to get in touch with Kita Strategies, and let us help you give every new employee a great start.