Employer Onboarding check list
Pre-Onboarding Preparation
- Reach out to the new hire via email or phone.
- Verify the agreed-upon start date and time.
- Update the company calendar with the new hire's start date.
- Notify the team about the new hire's start.
- Draft the offer letter detailing position and salary.
- Include all necessary terms and conditions.
- Review documents for accuracy and compliance.
- Send via email or postal service, requesting confirmation of receipt.
- Create a physical or digital employee file.
- List required documents for the new hire to submit.
- Send a checklist of documents to the new hire.
- Ensure secure storage of collected documents.
- Outline key activities and training sessions.
- Include important meetings and check-in points.
- Format schedule clearly and professionally.
- Send the schedule via email, requesting acknowledgment.
- Identify an experienced team member for mentorship.
- Communicate the role and responsibilities to the mentor.
- Introduce the mentor to the new hire prior to start date.
- Encourage regular check-ins between mentor and new hire.
IT and Equipment Setup
- Identify required equipment based on job role.
- Order equipment from approved vendors.
- Schedule delivery or pickup.
- Verify equipment functionality before handover.
- Prepare equipment with necessary software installations.
- Create user accounts for email and communication tools.
- Set up access for essential software applications.
- Configure internal system accounts based on role.
- Document account details securely for future reference.
- Inform new hire of login credentials.
- Share links to intranet and essential platforms.
- Provide access to training materials and resources.
- Ensure permissions are correctly set for all tools.
- Offer guidance on how to navigate resources.
- Schedule a walkthrough session if necessary.
- Establish strong password policies for accounts.
- Implement two-factor authentication where applicable.
- Review access controls for sensitive information.
- Train new hire on security best practices.
- Confirm compliance with data protection regulations.
Orientation and Training
- Coordinate a date and time for the session.
- Prepare presentation materials outlining company culture and values.
- Ensure key leaders are available to participate.
- Send calendar invites to all participants in advance.
- Compile a comprehensive list of employee benefits.
- Review payroll schedule and procedures with the new hire.
- Explain how to access HR resources and support.
- Distribute relevant documentation for reference.
- Identify necessary training modules and resources for the role.
- Schedule sessions with appropriate trainers or mentors.
- Provide access to materials and tools needed for training.
- Ensure follow-up sessions are arranged for additional support.
- Create a list of key contacts within the organization.
- Facilitate brief introductions or meetings with each contact.
- Encourage team members to share their roles and how they can assist.
- Provide contact information for future collaboration.
- Create a visual chart of the organizational structure.
- Explain reporting lines and team dynamics.
- Highlight key leadership roles and their responsibilities.
- Ensure the new hire understands where they fit within the structure.
- Identify software and tools required for the new hire's role.
- Create accounts and grant necessary permissions.
- Schedule training sessions to familiarize the new hire with each tool.
- Provide user manuals or online resources for reference.
- Discuss specific performance metrics applicable to the role.
- Explain the evaluation timeline and process.
- Clarify how feedback will be provided and its significance.
- Provide written documentation outlining expectations.
- Coordinate times for meetings with the new hire's supervisor.
- Prepare an agenda covering key responsibilities and expectations.
- Encourage open dialogue about any questions or concerns.
- Follow up on any action items discussed in the meetings.
- Prepare materials outlining the company's DEI policies.
- Schedule a presentation led by a DEI representative.
- Encourage discussion and questions about the policies.
- Provide resources for further reading on DEI topics.
- Compile a list of available training programs and courses.
- Explain how to enroll in professional development opportunities.
- Highlight mentorship programs or coaching available.
- Encourage exploration of growth paths within the organization.
- Schedule a time for an open forum Q&A.
- Encourage participation from various team members.
- Document questions and answers for future reference.
- Follow up on any unresolved questions after the session.
- Identify experienced team members willing to mentor.
- Coordinate shadowing schedules between the new hire and mentors.
- Discuss key learning objectives for the shadowing experience.
- Gather feedback from both parties post-shadowing.
- Prepare welcome packets with essential materials.
- Include a company handbook, swag items, and contact list.
- Ensure packets are ready for distribution on the first day.
- Explain the contents and how they can be utilized.
Compliance and Documentation
- Provide access to training materials.
- Set deadlines for training completion.
- Track attendance and completion rates.
- Offer support for questions or clarifications.
- Provide a checklist of required documents.
- Schedule a meeting for document collection.
- Verify documents against legal requirements.
- Store documents securely and confidentially.
- Provide copies of all relevant policies.
- Explain each policy during orientation.
- Obtain signatures in a timely manner.
- Store signed documents in employee files.
- Explain the importance of confidentiality.
- Review terms of the agreements thoroughly.
- Ensure the employee understands their obligations.
- Obtain signatures before employment begins.
Feedback and Follow-Up
- Set a recurring calendar invite for weekly check-ins.
- Prepare a list of discussion topics to cover.
- Allow time for the new hire to express concerns.
- Document key points and action items from each meeting.
- Create a structured feedback form or survey.
- Schedule a dedicated time for the new hire to provide feedback.
- Ask open-ended questions to gather qualitative insights.
- Review feedback promptly and discuss it with the team.
- Analyze feedback for common themes or issues.
- Identify specific areas where the new hire feels unprepared.
- Consult relevant team members to determine resource availability.
- Plan and schedule any additional training sessions as needed.
- Remind the mentor to check in regularly with the new hire.
- Encourage informal communication channels, like messaging apps.
- Set goals for the mentor-buddy relationship for accountability.
- Follow up periodically to ensure the relationship is effective.
Integration and Engagement
- Schedule an introduction during the next team meeting.
- Invite the new hire to upcoming social events.
- Provide background on team members and their roles.
- Encourage team members to engage with the new hire.
- Share a calendar of upcoming cultural initiatives.
- Explain the importance of each initiative to the company.
- Offer guidance on how to get involved.
- Highlight any existing employee resource groups or committees.
- Meet with the new hire to discuss role expectations.
- Establish SMART goals for the probationary period.
- Schedule regular check-ins to assess progress.
- Provide resources or tools needed to achieve goals.
- Organize introductory meetings with key stakeholders.
- Encourage attendance at internal networking events.
- Facilitate mentorship pairings if applicable.
- Share tips on effective networking within the company.
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