Smooth Onboarding in Tech: More Elusive than Bigfoot

Onboarding is much more than handing off a login and telling new hires where the documentation lives. It’s about creating a structured, clear path that helps engineers integrate quickly and effectively. Whether you’re bringing in a junior developer or a seasoned architect, having an established onboarding plan not only saves time but also prevents frustration for everyone involved. Smooth onboarding for future employees depends on you being organized today.


• Create a Clear README for Your Project

A README is often the first place newcomers look. If it’s missing key information, or if it’s outdated, your new hires can easily get stuck. A well-structured README should at least cover:

  • The project’s purpose and scope (what does this repository actually do?)
  • How to install dependencies and run the application
  • Any known issues or special considerations
  • Where to find further documentation

By keeping your README current, you give new engineers a roadmap for setting up their environment without having to ping a dozen people for help.


• List Required Permissions & Tools

Nothing stalls productivity like not having the right permissions on a repository or not knowing which third-party services are involved. A quick bullet list or table can include:

  • Required GitHub permissions (or other version-control systems)
  • Access credentials for internal services
  • API keys, environment variables, and their locations
  • Any specialized software or tools (like testing frameworks or CI/CD)
  • Additional tools that aren’t required but are commonly used in the team, along with tips, tricks, and quirks

This ensures that new hires don’t waste days chasing down someone in another department just to get read access to a codebase they’re supposed to work on.


• Keep Your Instructions Up to Date

Tools and processes change over time, sometimes faster than we expect. Regularly review your documentation to ensure it still applies. If you’ve switched from one testing tool to another or reorganized your folder structure, make sure these changes are noted. Few things are as disheartening to a new engineer as instructions that no longer work after the first command.


• Organize Your Projects (or Explain Why They’re Not Organized)

A clean folder structure goes a long way, but if your projects aren’t as organized as you’d like, at least let newcomers know. A quick note like:

“This project is in the process of being reorganized. If you have trouble finding anything, see the ‘Repo Reorg’ doc in Confluence for current status.”

This transparency sets expectations and ensures new team members understand the layout, or lack thereof, so they’re not left guessing where test scripts or configuration files might be hiding.


• Maintain Consistency in Repos and Manual Tests

If some engineers name their manual test files Scenario_1 while others use TC001, you’ll end up with confusion and a higher chance of duplication or oversight. Try to agree on naming conventions, folder structures, and overall style requirements for your team. This consistency helps new hires predict where things should live, reducing friction in the onboarding process.


• Document the Team and Its Roles

People are at the heart of any project, so outlining who’s who can be a lifesaver. Even a simple page that states:

  • Team name and overall mission
  • Number of sub-teams (e.g., Frontend, Backend, QA, DevOps)
  • Who to contact for bugs in specific features
  • Owners of certain modules or services

Knowing who is responsible for what feature makes it easier for newcomers to approach the right person when issues arise. Having this in Confluence or Word ensures it’s easy to reference and update.


• Outline Coding and Testing Styles

Every team has some level of preference regarding how code is structured or how manual tests are written. If your team follows a specific style guide for coding, such as indentation, naming conventions, or linting rules, be sure to document it. The same goes for testing standards. Defining these upfront means you won’t be stuck in endless pull request comments about formatting or test strategy.


• List Third-Party Software and Points of Contact

Most modern applications rely on external services, whether it’s an API provider or a cloud hosting platform. Keep a simple document listing:

  • Which third-party tools or services are in use
  • Who to contact if a service goes down or needs reconfiguration
  • Links to vendor dashboards or status pages

This visibility prevents frantic Slack messages when something outside your control fails.


• Get the Current Team on the Same Page

Review all these documents with your current team. Make sure they’re aware of the resources available and that they’re up to date. If someone new joins, they should be able to follow the same onboarding path as anyone else. Existing team members should agree on coding standards, testing practices, and documentation. This consistency ensures that no one is caught off guard when a new hire asks for clarification on a document.


By laying out a clear onboarding roadmap, documenting roles and repositories, testing standards, and who’s responsible for what, your engineering department becomes a place where newcomers can quickly adapt and contribute. It’s not just about handing over a checklist, it’s about creating an environment that’s supportive, transparent, and efficient.

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