What to do if a new hire struggles to fit in – Part 1

What might have gone wrong, and how to address it

Hiring a new team member often marks a period of growth and optimism for an organisation. After investing time and money in shortlisting and interviewing, you’ve welcomed what seems like the perfect addition to your team. But, after just a few weeks of them being in the role, it’s clear that things are not going as expected. Your new employee seems disengaged, isolated, or unsure of their place within the team – the spark you and they expected just isn’t there.

It’s not a common scenario but when it happens it can be disappointing. But it doesn’t necessarily mean that you made the wrong hire. Because even with a smooth recruitment process, some employees will struggle to find their place initially. It may be a sign that more support is needed, but often it’s a sign that your onboarding or workplace culture needs closer attention.

In this, the first of a two-part series, we’ll look at how to discover what to do if a new hire struggles to fit in.

It’s not them, it’s you.

When someone struggles in a new role, it’s easy to assume that they’re not the right person for it. However, the responsibility for a smooth transition often lies with the organisation. It’s worth reflecting on whether your onboarding process is truly supportive and whether the right structures are in place to help them succeed.

The first few weeks in any new job can be daunting. Even experienced professionals need time to adjust, absorb names, navigate systems, and try to understand internal dynamics. If your new hire seems uncertain or disconnected, they may be feeling overwhelmed.

Ask yourself:

• Did they receive a thorough introduction to the team and specifically their role?
• Have they had enough guidance, support, and direction in their early days?
• Is your workplace culture genuinely welcoming?

Rethinking onboarding

Many organisations treat onboarding as a one-off introduction session, focused on policies, systems, and procedures. The reality is that it should be a process, not a single event. And while all that information is important, it shouldn’t take precedence over helping new team members understand the company’s values, expectations, and ways of working.

Effective onboarding should be a gradual process that includes clear guidance about responsibilities and expectations, opportunities for relationship-building, time for asking questions and receiving feedback, as well as regular conversations about their progress. Most importantly, people need to feel included, understood, and supported.

Set clear, supported goals.

Even the most talented individuals need support during their first few weeks. All too often, employees are expected to perform immediately, without tailored support or clear expectations.

Managers have an important part to play in helping new starters adjust. Clear guidance, honest feedback, and simple encouragement can have a powerful and immediate impact. You should check in regularly to see how they’re progressing, if they’ve encountered any difficulties, and what, if any, additional help they need. It’s also important that early feedback is constructive and supportive.

Culture plays a vital role.

An organisation’s culture – how people treat each other, how information is shared, and how decisions are made and problems are addressed – is quickly apparent to new starters and can make or break their experience. If the team is not welcoming or if there are unpleasant undercurrents, no amount of welcome lunches or beautifully designed handbooks will disguise it.

A workplace culture that’s open, inclusive, and supportive will make it easier for new hires to settle in.

And if someone isn’t thriving, it’s worth reflecting on what they’re experiencing day-to-day. Cliquey team dynamics, negative attitudes, and disconnects between values and behaviour can leave people on the outside looking in and not liking what they see. Company culture should be positive, transparent, and consistent to maintain an organisation’s values in practice.

Be proactive

If someone appears to be struggling, don’t wait for the problem to become insurmountable. By taking proactive steps, such as a weekly check-in or an informal chat, you allow them to ask questions, voice any concerns they might have, and become part of the team.

Buddy systems or mentors, especially for junior hires, can also connect them to the right colleagues and provide additional information about their responsibilities or reassurance about their performance so far.

It’s also worth speaking to your wider team about feedback on the onboarding experience and how your new starter is settling in, too – they might offer insights that you’ve missed.

Using challenges to improve

Sadly, sometimes, despite everyone’s best efforts, a new hire is simply not the right fit. If that happens, you should treat it as a learning opportunity and try to take something positive from the experience.

Review your recruitment and onboarding process and ask yourself:

• Were we clear about the role and our expectations?
• Did the support match what we promised?
• Was the team set up to help them succeed?
• Did the advertised culture reflect the reality?
• What can you learn from the Exit interview?

Every experience, whether positive or not, offers valuable insights that can strengthen your approach and help future hires feel more confident, connected, and ready to contribute.

Final thoughts

Helping someone settle into a new role takes more than an employee handbook and a desk. It takes time, attention and a genuine commitment to inclusion and support. When done right, onboarding becomes a powerful tool for retention, productivity and morale. When it’s not quite right, there’s always an opportunity to learn and grow.

Next time, we’ll look at the importance of communication and connection in helping your new employees start right in their roles.

At Allen Associates, we’ve spent 27 years working closely with employers to ensure that their recruitment and onboarding processes set up new hires for long-term success. If you’re not sure why someone hasn’t settled in as expected, we can help you get to the heart of the issue. For more information on the range of assistance we can offer, contact us.