26 Mar New hire onboarding checklist
Once you’ve hired a new employee, your next step is to onboard them into your organization. Getting new hires acclimated to your company and understanding what’s expected of them will help avoid misunderstandings about how things work, and avoid potentially costly mistakes.
When new employees feel welcomed and included at their organization, they tend to perform better, be more productive, and feel happier in their role. And that’s a win-win for everyone involved. Because onboarding should be an organized process, having a checklist ready can save you from missing anything important in those hectic first days, weeks, and months.
Here’s 11 steps you might want to include when you onboard your next employee:
1. Finalize any HR Requirements
If your company’s got an HR department, be sure to send over a job requisition document for the thumbs-up before you confirm your hiring choice. Your company may have other requirements such as a background check or a drug test before officially moving forward with your new hire.
Once any of these company specific requirements are finished, make it official by closing the open position and taking down any job postings that might still be floating around out there.
2. Gather the paperwork
Gather all the paperwork your new team member needs to tackle on their first day, including tax forms, contracts, payroll info, and any other necessary documents. Print out a copy of the employee handbook and ensure they understand their benefits package. Don’t forget to include a point of contact in case they’ve got any questions about their benefits or paycheck. Include any relevant documents that pertain to what’s expected in your company, as well as their new role.
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3. Get their Equipment ready
Put in a request for all the tech and equipment your employee will need, making sure it’s all set up and ready to go when they walk in the door. Everything from the employee’s computer and phone to their keyboard and mouse should be hooked up and ready to use from the moment they arrive.
4. Set up accounts and logins
Reach out to your IT team, facilities manager, and accounting department to ensure the new employee is fully equipped to hit the ground running. Double-check that they’re enrolled in all necessary systems and have the access they need to enter the building smoothly. It’s also essential to have their company email set up and to gather their login credentials for the various tools and platforms they’ll be using. This way, they won’t encounter any hiccups when it comes to accessing the software and applications crucial for their role.
5. Prepare their workspace
Ensure their workspace is clear (especially if they are taking over someone else’s space) and clean, providing a welcoming environment. Make sure their desk is stocked with what they need, and maybe throw in some company swag or office supplies to make them feel welcome. It doesn’t create a great first impression if they walk in to a dusty desk with no phone and someone else’s old personal belongings lying around.
6. Plan a welcome session
Make sure to carve out some time on the new employee’s first day for an orientation session. It’s not just about getting paperwork sorted, but also about diving into the company culture, checking out who’s who on the org chart, and understanding how each department operates (especially the one they will be joining!). Make their first day welcoming, introduce them to key personnel, and consider taking them to lunch.
7. Send a welcome email
Before your new team member starts, send them a friendly email and let them know what they man need to bring with them, and what to expect when they step through the door: reminders about the start date, dress code, schedule for day one, where to park etc.
8. Give them the grand tour
Once you’ve shown them their personal space, take your new teammate on a walkthrough so they can get familiar with the place. Introduce them to the key personnel in each department. And while you’re at it, make sure they’re set up with their access key and know the ins and outs of security protocols.
9. Spread the word
Introduce your newest team member by sending out a welcoming email and announcing their arrival during the next company meeting.
Give your current team a heads-up on what the new hire will be doing and a quick rundown of their professional background. This will help your team to understand if there’s additional training that your new hire may need before they are fully up and running.
Depending on your team’s size, consider having others join you for your employee’s first day lunch.
10. Check in after week one
Touch base at the end of your employee’s first week to see how things are going and if they’ve got any feedback on the process so far. This will help you to better your onboarding process, and create a better working relationship.
11. Keep the check-ins coming
Schedule regular catch-ups to see how they’re settling in over the next few months and if there’s anything else they need. There are many other items you may want to add to your new hire checklist depending on your objectives. You should update and revise your onboarding checklist and process based on changing needs or employee feedback. While it may be a living document, creating a well-organized new employee checklist can ensure a smooth and seamless experience for your new team member, their manager and their coworkers.
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Still have questions about onboarding a new employee?
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