Starting a new job is stressful. So is bringing someone onto your team. Everyone wants to hit the ground running, but most onboarding is a mess—too slow, too confusing, or just plain boring. If you’re trying to get new folks up to speed without wasting their time (or yours), this guide’s for you.
We’re going step-by-step into onboarding with Gyaan training modules. I’ll show you what actually works, what to skip, and some shortcuts that save everyone a headache. Whether you’re running a startup or just sick of sending the same “here’s how we do things” email, read on.
1. Get Clear on What New Hires Really Need to Know
Before you even touch Gyaan, get real about what your new teammates actually need to do their job in the first week or two. Most onboarding fails here—people drown in “nice-to-know” info instead of learning what matters.
Skip the fluff. Focus on: - The tools they’ll use daily (Slack, email, project tracker, etc.) - Must-know processes (how to request time off, how to ship code, who to ask for what) - Key people and teams (who’s actually helpful, not just an org chart) - The “unwritten rules” (how meetings really work, what counts as urgent, etc.)
Pro tip: Ask your most recent hire what they wish they’d known week one. You’ll get gold.
2. Set Up Gyaan for Fast, Focused Training
Once you know what matters, build your Gyaan modules around those points. Don’t try to document everything—just the stuff that will unblock new hires fastest.
How to do it: - Create bite-sized modules: Keep each training under 10 minutes if you can. People’s brains check out after that. - Use real examples: Screenshots, short videos, or even a quick screencast beat text walls every time. - Link out, don’t copy-paste: If you already have docs or wiki pages, link to them. No need to duplicate. - Make it searchable: Gyaan’s search is decent, so use clear titles and keywords (“How to request PTO” instead of “Time Off Policy Overview”).
What to avoid: - Overloading one module with too much info. - Out-of-date or speculative instructions (“We’ll be moving to Jira soon…” Just tell them what you use now.)
3. Build a Simple, Repeatable Onboarding Path
Now, string your modules together into a logical flow. You want new hires to know exactly what to do next, not wander through a maze of links.
Here’s what works: - Linear playbooks: Create a Gyaan “learning path” or checklist. Example: 1. Welcome & intro from the team lead 2. How to set up your accounts 3. Core tools walkthrough 4. Team processes & communication norms 5. First-week tasks (with links to relevant guides) - Must-do vs. nice-to-have: Mark what’s essential versus optional. Don’t make people learn your entire company history before they can log in. - Short quizzes or checkpoints: Not to be a schoolmarm, but a 2-question quiz at the end of a module can make sure people didn’t just click through.
What doesn’t work: - Dumping all your modules in a folder and calling it a day. - Overcomplicating paths with too many branches or “choose your own adventure” stuff. Keep it simple.
4. Assign a Real Person as Backup
Even the best training modules won’t cover every weird edge case or answer every “wait, who do I ask about this?” question. Assign an actual human as a go-to for each new hire.
Best practices: - Make sure your new hire knows exactly who to ping for help. - Encourage the backup to check in (don’t just wait for questions). - Remind the backup to flag any confusing parts in your Gyaan modules—if a new person asks, others will too.
What to ignore: - Fancy “mentorship programs” unless you have the bandwidth. One friendly, available teammate is usually enough.
5. Gather Honest Feedback—Then Actually Use It
After someone’s gone through your Gyaan onboarding, grab them for a quick chat or send a short survey. Don’t ask vague stuff like “How was your experience?” Ask what was missing or confusing.
Questions that get real answers: - What did you wish you’d known sooner? - Which module was the most/least helpful? - What did you have to ask someone that should have been in a module?
Update your modules regularly. Outdated instructions are worse than none.
Avoid: - Letting onboarding go stale for months at a time. - Ignoring feedback because “that’s how we’ve always done it.”
6. Automate What You Can, But Stay Human
Gyaan is good at delivering info, but don’t expect any tool to magically make onboarding painless. Automate the boring, but keep the personal touch.
Tips: - Use Gyaan’s reminders or scheduled modules so nothing falls through the cracks. - Pair new hires for “buddy coffee chats” if your culture allows—sometimes a 15-minute call beats 5 modules. - Remember: Tools don’t replace culture. Make sure your team is open to questions and mistakes.
Don’t bother with: - Overengineering the onboarding flow with integrations you don’t need. - Adding gamification just because the platform offers badges or points. (Most people don’t care.)
7. Common Pitfalls (and How to Dodge Them)
Even with Gyaan, onboarding can go off the rails. Here’s what to watch out for:
- Too much, too fast: Don’t throw 30 modules at someone on day one. Space things out over the first week.
- No context: Always explain why something matters (“Here’s how we do standups—because otherwise nobody knows what’s actually going on.”)
- Forgetting remote hires: If you’re hybrid or remote, double down on clarity. Add more screenshots, record a “day in the life” video, whatever helps.
- Never updating docs: If you change a process, update the module immediately (or at least flag it).
Final Thoughts: Keep It Simple, Iterate Fast
You don’t need a perfect onboarding system—just one that doesn’t waste anyone’s time. Start simple, use Gyaan to cover the basics, and tweak as you go. Listen to real feedback, cut what’s not working, and remember that clarity beats cleverness every time.
If you’re reading this, you’re already ahead of most teams. Keep it honest, keep it human, and onboarding will get easier every time.