Ontario Municipal Human Resources Association

As a Healthcare navigator and occupational health organization, we always advise clients that effective orientation and onboarding are critical for mitigating workplace risks, ensuring legal compliance, and fostering long-term employee retention.

Advice should focus on integrating health and safety into every stage of the process, from pre-boarding through the first year and onward.

Core Health and Safety Advice when On-boarding

• Mandatory Safety Training: Ensure all new hires receive training on safety standards, hazard recognition, and personal protective equipment (PPE) before beginning work.
• Role-Specific Hazard Education: Tailor training to the specific risks of the job, such as safe lifting techniques, material handling, or chemical safety etc.
• Incident and Reporting Procedures: Clearly explain how to report injuries, near-misses, or unsafe conditions, and introduce first aid attendants and locations.
• Emergency Protocols: Conduct a physical tour to identify emergency exits, fire extinguishers, first aid kits, and designated assembly areas.
• Legislative Rights: Inform employees of their legal rights and responsibilities under local occupational health and safety acts.

Strategic Onboarding Best Practices

• Pre-placement Screenings/assessment: Use occupational health questionnaires or assessments early to identify necessary workplace adjustments or medical support needs and alignment to the job/role requirements (specifically for safety sensitive positions).
• Phased Integration: Structure the process over time (30, 60, and 90-day check-ins) rather than overwhelming new hires on day one.
• Mentorship and “Buddy” Systems: Assign a mentor to help the new employee navigate safety culture and institutional knowledge.
• Inclusive Onboarding: Ensure the process is accessible for employees with disabilities and includes individualized emergency response plans where needed.
• Health and Wellness Programs: Discuss workplace wellness, stress management, and available mental health supports early to prevent burnout. Talk about EAP etc.

Compliance and Documentation

• Record Keeping: Maintain detailed records of all orientation and safety training received for the duration of employment to demonstrate due diligence.
• Policy Acknowledgement: Use combination of digital onboarding tools to track acknowledgements for health, safety, and harassment policies privacy and confidentiality .
• Privacy and confidentiality-PHIPA HIPPA compliance
• Clear expectations and set targets/requirements related job duties/description.