Reduce Turnover with Better Onboarding

When I took my first job as a middle school youth minister, I expected that someone would show me what that actually meant. Whether that was fair or not, I had never had a job where you had to figure it out entirely on the go. Fortunately, at my first parish, my supervisor walked with me through the first year, showing me exactly what he did, why he did it, and how to get it done. He didn’t have it all figured out himself, and he needed me to learn quickly so he could focus on other areas of ministry—but he was involved.

I believe that good onboarding is a big reason I didn’t burn out or leave ministry within two years. Yes, I had access to good resources and only had to focus on one area of ministry, but the fact that I was given a clear pathway let me know where to head.

If you’re in the process of hiring someone for your staff, it’s critical to set them up for success. If you’ve never done that before or feel like you could do better, consider the following:

ONBOARDING STARTS BEFORE THEIR FIRST DAY

You want them to be ready to go on their first day. That means having their office space, computer, and keys ready. Communicate with them ahead of time about when to arrive, what to wear, what to bring (including paperwork and lunch), and where to report. These details matter more than you might think.

I’ve heard stories of ministry leaders who showed up and the parish simply wasn’t ready for them. Their office was a mess, their computer hadn’t arrived (one person waited a month), or they showed up before anyone else was even there. That’s a tough way to begin.

Once you’ve made the hire, put together a checklist of everything that needs to be done. Make sure the rest of the staff knows who is starting and when so the responsibility doesn’t fall solely on your shoulders. Include HR essentials like paperwork, policies, and safe environment requirements so nothing slips through the cracks.

PUT TOGETHER A SCRIPT AND PLAN FOR THEIR FIRST FEW WEEKS

Even if the new hire knows something about your organization (hopefully they did their research before interviewing), they won’t know everything. Beyond creating a schedule for them to follow, also provide your coworkers with a script or outline. A new hire changes team dynamics, so everyone should know how to support them.

Consider developing a simple training plan that outlines what systems, tools, or processes they’ll need to learn and who will teach them. Don’t assume they’ll figure it out just by watching.

In their first few days, ensure they meet the right people (and set those meetings up for them), know what tasks they should tackle, and invite them to shadow you—even if you’re not in the same department—so they can see how you work.

Give them a tour. Teach them a bit about the history of the parish or organization. Spend time on your vision, mission, and values. The more they understand why your parish does what it does and how your team lives those values day to day, the better.

Finally, think about social onboarding. Invite them to lunch with the team or find other ways to help them feel welcomed and included. Belonging matters just as much as training.

SET EXPECTATIONS AND MEASURE PROGRESS

From day one, be clear about what success looks like. Share their role description, your expectations, and any key goals for the first few months. Don’t assume they know what “good” looks like in your context.

You don’t want to smother or micromanage a new hire, but checking in regularly is important. After their first week, 30 days, and 90 days, sit down to review goals, answer questions, and assess their work together. Continue meeting at six months and again at their one-year mark. Make these conversations two-way: invite them to share feedback about what’s working and what isn’t.

Sound like a lot of meetings? It might be, but it’s the best way—especially if you don’t meet regularly—to ensure alignment and that your hire is a good fit. It’s also a great opportunity to build trust and get to know them better.

Onboarding might seem like a lot of work up front, but if you want confident and competent staff, it’s essential. Even with volunteers, a clear onboarding process helps avoid confusion and frustration. The better you get at this, the more time and energy you’ll save—and the stronger your ministry will be in the long run.