This onboarding checklist will cover more than just filling out paperwork and setting up the new employee’s login. It also entails helping the new hire get to know the company better, including the culture, their role, and the expectations associated with their new job.
A well-managed onboarding process results positively in the employee’s performance and satisfaction, as well as investment in the company and its culture. You may also enjoy higher retention rates and a lower cost-per hire, which is crucial when most employers in the United States spend on average $4000 and more than three weeks to fill vacated positions.
A smooth and efficient onboarding process can mean the difference between an employee leaving after a short period of time and an employee who stays invested in the company.
There are multiple things to cover during onboarding, so it may be a good idea to create a checklist to make sure your team does not allow anything to fall through the cracks in their efforts to welcome the new hire to the company.
The good news is that your checklist can be customized to your own onboarding processes. It can be changed to add items specific to your industry, or a certain department or position or even as the company’s needs evolve over time. Overall, though, you will want to be as consistent as possible to ensure that all requirements are met efficiently and smoothly.
2. Send an email to the team introducing them to their coworker. This could also be done in a meeting, either in person or via zoom. Let the coworkers know something about the new hire, such as education, work experience, and even hobbies and interests, which may help them to relate to their new teammate.
3. Prior to the employee’s arrival, be sure to request any equipment or devices they will need from the appropriate department to be ready for them to use. This could be a laptop or cell phone, and do not forget to go over any policies that may be associated with these items, such as a cell phone usage policy. If they are a work from home employee, you will want to arrange for delivery of such equipment to their home address in plenty of time for their first day.
4. The new person will also need accounts and logins, so you will want to have these set up prior to their arrival. Provide them with instructions on how to access their email and reset the password. If there is software or an online application they will need to perform their job, you will want to ensure they have the information they need to sign in.
5. On a new hire’s first day, there is always a lot of paperwork to fill out. This could include an employment contract or agreement, federal and state tax documents, and payroll information, such as direct deposit forms. You may have them sign up for benefits, fill out an emergency contact card, or sign a form that they received from the employee handbook. Be sure to add each individual item your firm needs on the checklist to have a complete portfolio on the employee.
6. If they are an onsite employee, give them a tour of the building, including the closest restrooms to their workstation, the copy room, and the break room. Include emergency exits and protocols in this tour. You are also going to want to introduce them to as many co-workers during their first week, getting them up-to-speed on who is doing what and in what way the new employee will be going to team up with the different departments.
7. Non remote workers will need a workspace, so set up a desk and chair, making sure to provide whatever they will need there, such as office supplies. If you have company branded merchandise, you may want to give them a coffee mug or other such welcome gifts. If the employee is working from home, this portion of the checklist can be adjusted, and supplies and gifts can be delivered.
8. If they are to be onsite or hybrid work from home, be sure to provide necessary access codes or key cards to the building and parking area, if applicable. Explain any security measures they will need to take to enter the office.
9. If your new hire is going to be trained by another person, this may be a good time to introduce them. Starting a new job can be nerve wracking, and a peer mentor can help them feel more comfortable and less alone. They may feel more open to asking a question to a peer than a supervisor or manager. This peer mentor can help them to navigate the job, the company, and its employees, as well as “show them the ropes.”
Your onboarding process does not need to end on the new employee’s first day.
After a couple weeks, meet with the new hire to see how they are doing. Set up a meeting where you touch base on the employees progress and check if they are adjusting well. This is a perfect time to request some feedback on the onboarding checklist and process and ask them to offer suggestions that end up on future onboarding checklists.
For at least the first three months, schedule monthly meetings to touch base with them again. Your new employee should feel comfortable sharing any questions, concerns, or other feedback. This could be regarding the onboarding process, but they could also suggest how their training could have been better or other processes they have encountered during their short tenure.
Get Off on the Right Foot
An onboarding checklist can make a huge difference in making a good first impression with your newest employees. You will show them that they are joining a well organized company that cares about getting them off to a good start in their new position. Your checklist will ensure that you get everything you need to set up your new hire for success with your organization and create a smooth transition for your new team member.