The Ultimate Employee Onboarding Checklist: How to Make Your New Hires Feel at Home Quickly
When you hire a new employee, the last thing you want is for them to feel overwhelmed and confused. The goal of a well-executed onboarding process is to make your new hires feel at home quickly so they can soon become productive employees.
In this blog post, we will share the ultimate hire onboarding checklist. This guide will help ensure that your new employees are fully prepared for their roles from day one. We’ve prepared a couple of onboarding templates you can use to prepare an amazing onboarding experience.
What is an employee onboarding checklist?
An employee onboarding checklist is a tool to help managers and HR professionals properly welcome new employees to the company. With such a checklist, you can be sure that you’re providing new hires with all of the information and onboarding resources they need to be your seasoned employees in no time.
A new employee onboarding checklist will find its use in many spheres, especially in the HR department and during the first days or weeks at a new job. It will help set up any new hire for success from the very beginning and lower your employee turnover, as well as avoid delivering a poor onboarding process to new recruits.
Benefits of having an employee onboarding checklist in place
#1 Time savings
If you have a list of tasks that need to be completed for each new hire, you can save time by delegating them to the appropriate team members. This way, you won’t waste time training your new hires on what they should already know.
It’s also about saving time by having a go-to resource for all of their needs, as you won’t need to hunt down information whenever someone starts in a new role. A new hire onboarding process takes time to prepare, but it pays off quickly as a foundation for onboarding knowledge in your organization, and not just for your managers.
#2 Better organization
With the right onboarding process checklist in place, you can be sure that each new hire has the same training and resources. This way, there is no confusion about what needs to be done or who is responsible for what. You’ll also avoid duplicating effort, save on onboarding costs or onboarding materials, and ensure that everyone is on the same page, working towards onboarding success.
#3 Improved employee experience
Imagine how overwhelmed you would feel if you started a new job and someone gave you a list of tasks with no clear instructions. A pre-onboarding checklist helps prevent this by providing new hires with a step-by-step guide on what they need to do.
Having a solid onboarding process means not only that everyone knows exactly what is expected of them from the start, but they can also better familiarize themselves with company culture and onboarding responsibilities.
#4 Increased productivity
When new hires feel comfortable and confident in their roles, they are more likely to be productive. By providing them with the tools they need to succeed and having a great orientation process in place, you will give them the best chance of success and achieving their performance goals.
Employee onboarding checklist: X Key Elements
#1 Preboarding stage
This is when you first reach out to your new hire to start the onboarding process. You should send them information about the company and their role during this period. You can also use this opportunity to answer any questions they have about the job or the company.
Some things you may want to include at this stage are:
- a welcome letter from the CEO or management team – it doesn’t have to be long to make the new hire feel appreciated from the start
- an overview of the company and its culture – this can be in the form of a video, article, or presentation to show the company mission and vision
- a copy of the employee handbook – this is a great resource for new hires to have on hand
- the job description and expectations – you want to make sure that your new hire knows what their role entails
- a list of contacts – this can include the HR department, their direct manager, sales reps, customer support and any other team members they will be working with, as well as the address of headquarters
- details of the onboarding process – a list of responsibilities can help the new hire know what to expect and help them prepare for their first day
- info about the dress code, code of conduct, working hours, or any other relevant company policies and company culture guidelines – if applicable
- welcome pack – this can include company swag, a welcome note, and anything else that will make the new hire feel like part of the team
Completing this stage gives your new hire a chance to get to know the company and their role before their first day. This way, they can come into the job feeling prepared and excited to start, while you can be sure that you’re taking care of employee satisfaction from the very beginning. Of course, there will often be some spontaneous opportunities to add to the list, so treat it as an initial one.
#2 Setting up the paperwork
The next stage for efficient onboarding is all about the paperwork. This is when you will need to gather all of the necessary onboarding documents for your new hire so they can fill them out before even arriving at work.
Some things you may want to include at this stage are:
- drafts and final version of contract – this can include the job offer, hire forms, employment agreement, and any other relevant onboarding documents
- direct deposit form – this will ensure that they get paid on time
- complete benefits enrollment – this can include information about health insurance, retirement savings plans, and other company benefits
- employee handbook – a great resource for new hires to have on hand
- tax forms – these will help the new hire get started with their taxes
You need to complete this stage to make sure that your new hire has all of the necessary paperwork before their first day so they can hit the ground running and move on to the next steps of your solid onboarding process.
#3 Preparing an employee file
After you have gathered all of the necessary paperwork, you need to set up the employee’s file. This is where you will keep all of their pertinent documents and information, which might include their contact details, social security number, and emergency contact information.
Some things you may want to include at this stage are:
- copy of job application – in case you need it for future reference
- copy of resume – this can help you keep track of their qualifications
- copy of employment contract – this is a great reference for both the employee and employer
- tax and documents submitted by the employee
- list of references – this can be helpful in the future
- a list of other required documents – including driver’s license, social security card, employee forms, or health plans, etc.
- emergency contact information – onboarding managers will want to have this on hand just in case
- background check records
- resignation letter or notice – after offboarding
You need to complete this stage to ensure that you have all of the necessary information for your new hire in one place. This way, you can easily access it when you need some info for a well-designed onboarding process and you’re all set for a smooth transition if something goes off track.
#4 Announcing the new hire internally
Now that you have everything in place, it’s time to announce the new hire to the rest of the company. This is an essential step in making your new hire feel like a welcome part of the team.
Some things you may want to include at this stage are:
- a welcome email from HR – this is a great way to start off on the right foot
- an announcement from their manager – can include some information about the new hire and their role in the company
- A welcome note from their team – a nice touch that will make their introduction to company culture easier
- all crucial info about the hire – including start date, job title, team introductions plan, and contact information
You need to complete this stage so that everyone in the company knows about the new hire and can start working with them right away. Moreover, everyone will be on the same wavelength when it comes to their responsibilities (and not afraid that the new hire is going to steal their job) and can contribute to an effective onboarding process.
#5 Assigning a mentor or buddy
It would be a good idea to assign a mentor or onboarding buddy to your new hire who could answer any questions they have about the company or job. They could also show the new recruit around the office and introduce them to other people.
Some things you may want to include at this stage are:
- a list of potential mentors or buddies – shortlist a few current employees who you think would be a good fit
- an introductory email – include some information about the new hire, their role in the company, and what you are looking for in a mentor or buddy
- a one-on-one meeting between the new hire and their mentor or buddy – this is a great opportunity for them to get to know each other and start working together
- a list of onboarding tasks for mentors or buddies – include things like showing the new hire around the office, introducing them to other people, running job training, and answering any questions they have
You need to complete this stage so that your new hire gets the best onboarding experience possible. This way, they can feel more confident in their new environment and have someone to turn to with any questions they may have.
#6 Providing devices and access to necessary tools
The next stage is to provide your new hire with any devices and access to any necessary tools for their job. Doing this in advance will save you a lot of time.
Some things you may want to include at this stage are:
- a laptop or desktop computer – a necessary tool for most office jobs
- a company email address – this will be their primary way of communicating with colleagues
- access to any necessary software – including employee onboarding tools, online portals, onboarding software, or project management tools
- mobile devices – to stay connected on-the-go, such as an app for managing projects
- a list of other necessary tools – company phone, printable business cards, access cards, or company credit card access instructions, etc.
- FAQ and instructions on how to set up devices or tools – this can be a helpful resource for your new hire
- a list of passwords for devices and tools – so that your new hire can start using them right away
You need to complete this stage so that your new hire onboarding process goes without any delays. In addition, your new employees will feel more prepared and confident starting their new job if they have all of the necessary tools and information ahead of time.
#7 Introducing them to peers
The time has come. It’s finally your new hire’s first day. Now, your task is to introduce them to their peers.
Some things you may want to include at this stage are:
- a list of people they will be meeting – this can include their team members, onboarding managers, and other colleagues
- an email introduction – a way for the new hire to greet their peers before they meet in person
- a meeting schedule – a list of times and locations for the new hire’s appointments throughout the day
- a welcome social lunch or coffee dates – schedule time to get everyone together and start building team morale
- an introduction from their manager – to help the new hire feel more comfortable and start off on the right foot
- a tour of the office – if you work on-site, this can be a helpful way to show the new hire where everything is located and how to get around
- a plan for their first week with peers – to ease the new hire into their new job and make sure they have everything they need
You need to complete this stage so that your new hire can start building relationships with their co-workers right away, which can be crucial for an effective employee onboarding process.
#8 Setting up daily/weekly 1:1s for checking up on progress
This is an excellent way to see how the new hire is progressing and find out if they have any employee feedback. Meetings can be conducted either online or offline, depending on your preferences (and valuable time, of course).
Some things you may want to include at this stage are:
- a list of topics to discuss – so both you and the new hire will be prepared
- a schedule – so you can plan the next efficient onboarding steps ahead
- an agenda for each check-in – to help keep the conversation on track
- a list of questions to ask – this can be used as a starting point for each check-in
- instructions and good practices – a helpful way to ensure that each check-in is productive and goes smoothly
- a list of post-onboarding materials to prepare for both parties – this can include things like a task list, progress reports, or questions
- onboarding survey for employees
You need to complete this stage so that you can monitor their performance on a regular basis. It will also give you an opportunity to provide regular feedback, as well as get their feedback on how the employee orientation session is going.
#9 Setting goals for the first 30/60/90 days in the role
Every job comes with its own set of career goals and objectives. You need to sit down with your new hire and set realistic goals for their first 30, 60, or 90 days in the role. This will help them stay focused and motivated as they start in their new position. Both short-term goals and long-term goals are integral elements of a successful onboarding plan.
Some things you may want to include at this stage are:
- a list of goals for the first 30/60/90 days – this will help the new hire stay focused and on track
- a timeline for each goal – to help the new hire see what needs to be done and by when
- instructions for each goal – this can be a helpful way to ensure that the new hire knows what is expected of them
- a list of onboarding resources – found extremely useful if the new hire needs help completing any of their goals
You need to complete this stage so that your new hire has a clear understanding of what is expected of them iwn their new role. Having a list of goals will help you measure their progress and ensure that they are on track to complete the entire onboarding process.
#10 Evaluation and feedback
The final stage is to evaluate your new hire’s performance and provide feedback. This may turn out to be one of the most important parts of the process, as it will help you determine whether or not your new hire is a good fit for the role. Even the most successful onboarding process doesn’t have to result in having the best hire.
Some things you may want to include at this stage are:
- a performance review – this can be used to assess how well the new hire has been performing
- a list of feedback – to provide the new hire with constructive comments
- a plan for future development – a helpful way to ensure that the new hire continues to grow and develop in their role
- a written evaluation – to provide the new hire with a physical record of their performance
- a meeting to discuss the evaluation – an opportunity to discuss their performance
- a phone call to check in – follow up with the new hire to see how they are doing
- an employee feedback form or onboarding survey – collect opinions from the new hire about their experience
You need to complete this stage so that you can assess your new hire’s performance and identify areas for improvement. Additionally, this will give you an opportunity to provide feedback and help them adjust to their new job.
Upon evaluation, you can assess the new hire’s performance and decide if they are a good fit for the role. This will help you determine whether or not you need to make any changes going forward.
A successful onboarding process with Sloneek
As you can see, there is a lot that goes into onboarding a new hire. Creating an employee onboarding checklist can help make the process smoother and more efficient.
But there is even more that can be done – you still need to manage onboarding knowledge throughout your company, otherwise you risk providing a poor onboarding process. And you might need solid onboarding software for that.
Using talent management solutions positively impacts employee engagement, strengthens corporate culture, facilitates the annual review process, and makes a comprehensive process like managing human resources far easier for onboarding managers and HR geeks alike.
Sloneek can help you streamline your employee onboarding process with our easy-to-use software.
Sloneek allows you to:
- make your well-executed onboarding process a great experience for everyone involved
- keep all Employee Records in one online onboarding portal
- have full visibility into the Employee Onboarding Process
- automate extra tedious HR tasks such as signup procedures, tutorials, onboarding templates, checklists, and competency assessments
- cut onboarding costs
- onboard new hires with ease
With employee onboarding tools like Sloneek, you can easily create and manage an effective onboarding program so that you can focus on what’s important – making your new hires feel at home.
Conclusion
A well-executed onboarding process is valuable for both employers and employees. By having a new hire checklist template in place, you can be sure that your new employees are properly welcomed to the company and have all of the information and resources they need to be effective in their position.
With such a checklist, you can avoid duplicating effort, save time, and improve your new hire’s experience. With a strategic process that’s easy to replicate for all incoming employees to your company, onboarding success is just around the corner.
