Extraordinary onboarding

Jenny Luo
Growth Associate

There’s a saying that a company is nothing without its people.

A company is also nothing without a culture that empowers its employees to learn, develop, and grow. That culture starts with your onboarding process.

But what does that process look like? And how do you make it extraordinary?

Here’s how we think about onboarding at Sana.

What is onboarding?

Every online resource will tell you that employee onboarding is an integration process. A series of events that helps new recruits get up to speed and become productive in their roles.

That definition is accurate, but it misses the point.

Employee onboarding is company culture in action. It’s more than an integration process. It’s an immersive experience. And done right, an unforgettable one too.

At Sana, we want our company to be a place where people do their life’s work. A place you’d want to spend your entire career. Onboarding is key to achieving that goal. It’s where we set the tone and ambition of our organization. It’s how we prove that we are who we said we were during all the interviews. And crucially, it’s how we give every team member the tools and knowledge they need to achieve our mission.

And it starts before each new recruit’s first day.

The secrets to an exceptional onboarding experience

Hint: it’s not about the SWAG.

Pre-boarding

Start immediately

At Sana, the onboarding experience begins as soon as the signature ink is dry. Even if there are months to wait before the first day, we want to create that mutual excitement.

I remember my experience vividly.

A couple of days after signing the contract, I received an email from our CEO introducing me to the entire company. Within seconds the welcome replies were pouring in, and my soon-to-be colleague Sofie had already scheduled a virtual coffee for the following week. I had never felt so seen by a future team.

The welcome email is a pre-boarding ritual at Sana. It brings joy and excitement to everyone involved. Sure, it might be hard to scale org-wide beyond a certain company size. But you can always make it work on a team level. Whatever the solution, your ultimate goal is simple: show your new recruit how wanted they are.

Invite them over

There are plenty of other ways to bring people into the fold. We like to invite new hires to a lunch or Friday demo a few weeks before their start date. These events can be in person or remote and are entirely voluntary. But new joiners almost always say yes, and we’re so glad they do. It helps us break the ice, which usually makes the first day more relaxed—because familiar faces are around.

Top tasks from Sana’s pre-boarding checklist
  • Send the welcome email to new recruit and all staff members
  • Collect their birthday and add it to the birthday tracker
  • Create the “first-day” event in calendar and invite them to Google
  • Send a “what to expect during your first week” email
  • Invite to a lunch or Friday demo, ideally two weeks before the start date
  • Match them with a buddy

Provide resources

In addition to pre-boarding events, we share pre-boarding material. In the what-to-expect email, we explain what will happen during week 1. And we also link to our company handbook, The Infinite Game, which lives in the Sana platform as a personalized course. Again, taking this course in advance is entirely voluntary—all new joiners take it on their first day regardless. But some folks feel more confident with a little forward prep, so we provide it.

Day One

This is the day they and you have been waiting for. Every minute of it counts!

Be the concierge

For those starting at Sana HQ, every new hire’s manager will wait at the door with Olivia, our Chief of Staff. The coffee flows, the office tour begins, and then the equipment gets set up. With the essentials taken care of, it’s time for the first manager 1:1. Building this relationship is critical, so why wait?

Up the energy

We like to keep the pace high on the first day. At no point should a new hire be left alone without knowing what to do. We want the vibe to feel a bit hectic but highly energizing. If it’s a Monday, we’ll get them straight into All Hands. Then we follow up with a few core sessions—company culture and values, led by our CEO Joel, and intro sessions with all team leads. There’s a welcome lunch, which we usually cook ourselves in the kitchen, and a slot to take the Infinite Game course.

“What I liked most about the Sana onboarding was that I felt part of the whole company, not just my team. Meeting all the team leads and hearing about their long-term goals and daily activities—that really gave me the full picture.” — Axel Danielsson, Summer Intern

And yes, there is also SWAG.

The first 2 weeks

Help them get a quick win

Ambitious new hires want to make an impact. It’s your job to create that opportunity for them as soon as possible. That means striking a balance between onboarding training and regular work. Whatever task you give, make sure you acknowledge the effort. Share the kudos publicly. The sooner your new recruit feels that sense of accomplishment, the more confidence they’ll have.

Top tasks from Sana’s onboarding checklist
  • Schedule random coffee chats with the wider team
  • Schedule recurring 1:1s with their manager
  • Run speed friending with the whole company

Make it social

Onboarding isn’t only about training. At Sana, we pre-fill that first-week calendar with plenty of 1:1s. They’re short—15-minutes long. Just enough time to break the ice without the pressure to keep the conversation going. And we always run company-wide speed friending, spurred on with fun prompts and silly questions. This isn’t about building skills; it’s about building bonds.

“During my first few weeks at Sana, I learned not just how work happens here but why—the bigger picture around Sana's mission, vision, and shared values. It would have been quick and easy for Sana to only onboard me onto my specific role, team, and function... but it felt like Sana took the time to personally invest in me as a human who might have something to bring to every team.”—Katie Kirsch, Summer Intern

Highlights from Sana’s onboarding program

The full scheduled onboarding program usually lasts about two weeks. These are some of our favorite sessions:

  • Welcome lunch - Cook, eat, laugh
  • Sana culture and values - Live account of the Sana story by our CEO
  • The Infinite Game - Our company handbook, packaged as a personalized course
  • All-company speed friending - Rapid-fire chats and fun
  • Sales 101 - Because everyone is a salesperson
  • Storytelling and presenting - Tips and exercises on how to communicate well
  • Managing energy and giving feedback - How to feel at your best and be candid with others

The first 3 months

Extend the rope

90 day plans only work if you increase responsibility along the way. By the end of that stretch, your new joiner should be owning something end to end. We see this as an incremental and iterative process.

Start with the smallest possible task on day 2, then check in 3 hours later. Increase the scope a little on day 3 and review by end of day. This is how you extend the rope.

“Extending the rope isn’t just about them; it’s also about you. You’ve hired this person to take over some of your responsibilities. That means learning to let go.” —Olivia Elf, Chief of Staff at Sana

Running this tight feedback loop is high effort but high reward.

Build cross-team connections

As you extend the rope, think about how tasks can aid integration. For example, could the exercise involve collaborating with someone on another team?

Speaking of teams, turn your new joiners into a team of their own. If you have 3-5 starting on the same day, help them form a tight crew as soon as possible. Let them arrange a fun activity to do together. The faster these people connect, the more they will be able to trust and support each other.

Let them shape your company

You hired these people to make your company better. But new hires can worry about stepping on toes. To help them overcome the barrier, ask them to change something about how the company works. The point here is permission—show them change is welcome and appreciated.

And remember to keep up the tempo. When you’re starting somewhere new, there’s nothing worse than having nothing to do.

How Sana supercharges your digital onboarding process

Except for IRL events, we run every single onboarding session in our own platform.

We know how hard it is to manage onboarding when you’re growing fast. To have the highest standards but be short on time. We’ve been there—we’re still there.

Experiencing our onboarding challenges has helped us build a better product. We reasoned that if we could design something fit for our own onboarding, it would be fit for others too. This process creates a reinforcing circle. The more we use our own product, the more empathy we gain. The more empathy we gain, the better product we build.

Here are some of the things we appreciate most about using Sana for our digital onboarding. And what many of our partners appreciate too.

Personalized learning—saves you time, reduces their overwhelm

Sana lets you onboard every recruit in the way that suits them best. The platform keeps track of what and how each employee learns, surfacing the right question or lesson based on what they know and how they engage. So if your new sales rep knows a lot about negotiation, they’ll skip straight past those course modules. But if they struggle with upselling tactics, they’ll receive more recaps and questions. Skipping saves time and revisiting boosts knowledge retention. That leads to faster onboarding and more skilled employees.

Live, collaborative learning—reinforces your culture, strengthens their bonds

Something special happens when people come together. But coming together online is hard, especially when we have to use six tools to make it happen. That’s why we built Sana Live—a dedicated space for hosting interactive real-time sessions.

A few of our favorite features

  • Polls help break the ice
  • Reflections encourage everyone to share
  • Sticky notes keep the brainstorming casual

Sana Live is ideal for culture-building onboarding sessions and topic-specific Q&As. The features create a safe space for new hires to test knowledge and build on each other’s ideas. And it’s just as fun for the facilitators, too. They can see who’s answered quizzes correctly, split the group into breakouts based on poll results, stream videos. All without switching tabs. Facilitation is a skill that usually requires a lot of multitasking. Sana makes it easy for your cultural ambassadors to tell inspiring stories and pass on what they know.

Blended learning—more flexibility for them, better outcomes for you

Switching between different modalities is one of the most effective ways to learn. Reading, discussing, role-playing, debating. The magic is in the mix.

In Sana, you can create and manage onboarding programs that combine self-paced courses with live group sessions. We do this with our company culture modules as well as our Information Security training. The courses give recruits some space to acquire skills on their own. And the group sessions help put those skills into practice.

Everything under one roof—simple, scalable onboarding

Onboarding is one of the most scattered company training programs. Code of conduct PDFs here, leadership slides there, user guide docs everywhere. The faster you grow, the messier it gets.

Sana organizes this chaos. Anything you create or import to the platform becomes dynamic, editable, and searchable. Templates make sure every onboarding training is as on-brand as it is on-point. And automated Slack reminders keep all new recruits on track.

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There are no hard rules for onboarding. Not really. Because every company is different. What matters is that you create an experience that’s true to your culture, valuable for your new hires, and fun for everyone involved.

That’s the real secret to extraordinary onboarding.

Outstanding first impressions at scale

Explore Sana for onboarding Summer celebrations