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All On Board by Dr. Jeffrey Greenberg

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Categories: Practice Management, HR and Accounting;
All On Board 

Seven essential new-hire strategies for efficient onboarding

by Dr. Jeffrey Greenberg

As a dentist who launched a startup dental practice just six months before the COVID-19 pandemic hit, I know firsthand how critical the onboarding process is to building a resilient team. In those early days, like many small business owners, I had to navigate uncertainty, adapt quickly and create systems that not only worked but also provided a solid foundation for sustainability and growth.

On top of managing my dental practice, I’m also the co-founder of a software startup, Flomo, which helps small- to medium-sized health care businesses streamline their standard operating procedures (SOPs) to create efficient, well-organized operations. These two ventures both depend on having a well-thought-out, supportive onboarding strategy.

Small businesses don’t always have the luxury of extra team members or endless resources, which is why an effective and standardized onboarding process can make all the difference.

Here are the strategies I’ve found essential in onboarding new hires, particularly when resources are tight and you’re working to create a lasting, positive impact on your team.


1. Create a meaningful atmosphere
First impressions are everything, especially in a small business where the entire team is interconnected. In my practice, we work hard to create a truly welcoming atmosphere for new hires. It’s not just about saying, “We’re happy to have you”; it’s about making them feel like they belong from the moment they step through the door (or log in, in the case of virtual hires).

This starts before their first day with a welcome email, introductions to their future team and an outline of what to expect. We want to ensure that the first day feels organized and positive, rather than overwhelming. For a small practice like mine, where everyone plays a critical role, creating this welcoming space has been essential in building strong, trusting relationships from the start.


2. Prepare hires for success
Onboarding doesn’t start on the first day. In my dental practice, we make sure everything a new hire needs is ready well before they walk through the door. Whether it’s getting their workspace in order, setting up email logins or sharing onboarding documents, preparation is key.

For remote team members, like my virtual assistants, I send video tutorials and helpful resources ahead of time. The goal is to provide enough background information so they can get up to speed quickly without feeling overwhelmed. This step is particularly important in small businesses, where you can’t afford a slow start. The better prepared they are, the more quickly they can start contributing meaningfully.


3. Lead them to resources
One challenge in any small business is that people are often wearing many hats. This makes it even more important that new hires know where to find answers when they have questions. No one can be expected to know everything on day one, and creating a system where information is accessible is crucial.

In my dental practice, we have a centralized digital folder with all key documents, from office procedures to team contacts. For our virtual team, we use something similar that includes step-by-step guides and frequently asked questions. This system ensures that even when team members are working remotely or outside typical office hours, they know exactly where to turn for help.


4. Have a dynamic SOP
One of the best decisions I made early on in my practice was developing an SOP manual. Rather than being a thick, dusty binder, it’s digitized, easily accessible and constantly updated. This living document is an essential tool for every new hire, and it helps maintain consistency in how we operate as a team.

Having the SOP manual digitized and cloud-based is particularly important for small businesses, where everyone’s time is precious. Instead of relying on verbal instructions or paper-based procedures, every team member has access to the latest protocols with just a few clicks. This allows new hires to feel more independent, and seasoned team members can focus on their tasks rather than spending time answering procedural questions.

In our software as a service (SaaS) business, Flomo, we’ll be taking this a step further by helping other small- and medium-sized health care businesses create and customize their own digital SOPs. It’s a resource that has made a significant impact in my own practice, and it’s something I encourage every small business to invest in.

 
5. Keep your promises
One of the most important elements of onboarding is trust. From the very first conversation, you’re setting expectations for what this job will look like—whether that’s salary, benefits, job responsibilities or flexibility. Whatever promises you make during the hiring and onboarding process, you need to follow through.

For instance, if you’ve promised a certain level of flexibility around scheduling or specific training opportunities, it’s essential to honor that. Even small broken promises can lead to disengagement or frustration. In a small business, where each team member plays a crucial role, trust is everything. Keeping your word builds loyalty and ensures that your new hire feels valued and supported.


6. Tailor your onboarding
One size doesn’t fit all when it comes to onboarding (trust me, I’ve tried). Everyone learns differently, and it’s essential to adapt your approach to meet their needs. Some people prefer hands-on training, while others thrive on written instructions or visual aids. By understanding how your new hires learn best, you can help them get up to speed faster and with less frustration.

In my practice, I ask new hires about their preferred learning style and adapt the onboarding process accordingly. Whether it’s through video tutorials, written documentation or shadowing a more experienced team member, the goal is to make them feel confident and comfortable in their new role.


7. Use emotional currency
In a small business or startup, budgets can be tight—especially when you’re just getting o the ground. But you don’t always need a big budget to make a lasting impact during onboarding.

What you lack in financial resources, you can make up for with emotion. People want to feel like they matter. This is especially important in a small business where every team member plays a vital role. During onboarding, take time to connect with new hires on a personal level. Ask them about their goals and aspirations, and what they need to succeed. Show genuine interest in who they are, not just what they can do for your business.

For example, in my dental practice, we have structured reviews at three days, three weeks and three months from their starting date to assess how the new hire is settling in and to address any challenges or questions that have come up.

These check-ins are not performance reviews—they’re opportunities to have an open conversation about how the onboarding process is going and where additional support might be needed. In a small business, every team member’s success contributes to the overall success of the practice, so it’s important to invest in their growth. These moments aren’t just about discussing job responsibilities— they’re about building a relationship and showing that I care about their success.

Emotion can be a powerful motivator. When new hires feel valued and connected to the business on a deeper level, they’re more likely to stay engaged and committed, even when resources are limited. It’s a small but impactful way to build loyalty and create a strong sense of community in your practice.


Final thoughts
Whether you’re running a dental practice or a startup, onboarding is one of the most important investments you can make. Creating a welcoming atmosphere, preparing new hires for success, providing easy access to resources, and fostering a culture of trust and learning are all key to building a strong, cohesive team.

In a small business, where each team member is crucial, the onboarding process can make all the di erence for long-term success. By implementing these strategies, I’ve seen firsthand how it can lead to better retention, a stronger culture, and ultimately, a more successful practice.

Author Bio
Dr. Jeffrey Greenberg Dr. Jeffrey E. Greenberg is a general dentist and the founder of Sweet Spot Dental, a startup dental practice built on the values of trust, compassion and personalized patient care. He is also the co-founder of Flomo, a SaaS platform that helps small- to medium-sized health care businesses create streamlined SOPs. His unique perspective as both a health care provider and startup entrepreneur offers valuable insights into building successful, resilient teams in the dental industry.
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