Employee Onboarding Checklists: HR, IT and Managers
Table of Contents
Starting a new job can be overwhelming, but a well-crafted onboarding checklist can make all the difference. Imagine walking into your new workplace feeling confident, prepared, and excited to begin.
That's the power of a thoughtful employee onboarding process. From setting up essential accounts to understanding company culture, a comprehensive checklist ensures nothing falls through the cracks. But creating an onboarding plan isn't just about ticking boxes.
It's about welcoming new hires, fostering connections, and laying the groundwork for long-term success. Ready to elevate your new employee orientation and set your team up for success?
HR Onboarding Checklist
Pre-Onboarding (Before the First Day)
- Prepare and Send Welcome Packet: Compile and email a welcome packet containing essential paperwork (e.g., tax forms, direct deposit forms) and company policies.
- Set Up Employee Information: Enter the new hire’s details into the HRIS system, including role, compensation, and start date.
- Schedule Background Checks/Drug Screenings: If applicable, coordinate background checks and drug screenings to be completed before the first day.
- Plan the First Week’s Itinerary: Work with the manager to create and send the first week’s schedule, outlining orientation, training sessions, and key meetings.
- Announce the New Hire: Draft and send an internal announcement introducing the new hire to the team, including their role and start date.
Day 1: Orientation and Introduction
- Conduct Orientation Session: Lead the orientation session, covering company culture, policies, benefits, and HR procedures.
- Review and Finalize Paperwork: Ensure all employment documentation is completed, including benefits enrollment and payroll setup.
- Provide Policy Overview: Walk the new hire through key company policies, including work hours, dress code, and emergency procedures.
- Introduce the New Hire to the Team: Facilitate the introduction of the new hire to their team and any relevant departments.
First Week: Building Foundations
- Coordinate Training Programs: Schedule and oversee the new hire’s participation in any required compliance training sessions (e.g., safety, anti-harassment).
- Conduct End-of-Week Check-In: Meet with the new hire at the end of the first week to gather feedback on their onboarding experience and address any concerns.
First Month: Deepening Engagement
- Weekly Check-Ins: Organize weekly one-on-one meetings with the manager to discuss the new hire’s progress and adjust the onboarding plan if necessary.
- Monitor Integration: Continuously monitor the new hire’s integration into the company and provide additional support as needed.
- Facilitate Advanced Training: Schedule any advanced or role-specific training required during the first month.
First 90 Days: Integration and Performance
- Coordinate Performance Reviews: Schedule and assist in the preparation for the 90-day performance review, ensuring both the manager and new hire are ready.
- Collect and Address Feedback: Gather feedback from both the new hire and their manager to refine the onboarding process for future hires.
Post-90 Days: Long-Term Development
- Schedule Ongoing Evaluations: Plan and schedule quarterly evaluations for the new hire’s first year to ensure continuous development and alignment with company goals.
- Support Long-Term Integration: Provide resources and opportunities for the new hire to further integrate into the company culture, such as involvement in committees or special projects.
IT Onboarding Checklist
Pre-Onboarding (Before the First Day)
- Setup Login Credentials: Create the new hire’s email account and set up login credentials for all necessary company systems and software.
- Prepare Workstation: Assemble and configure the new hire’s workstation, including computer, phone, and any required peripherals.
- Ensure Software Installation: Install all required software, applications, and security programs on the new hire’s computer.
- Arrange Additional Equipment: Prepare any additional tech accessories needed (e.g., headphones, docking station, mobile devices).
Day 1: Orientation and Introduction
- Confirm IT Setup: Verify that all IT equipment is functioning properly and that the new hire has access to necessary systems and tools.
- Provide IT Orientation: Offer a brief tutorial on using company-specific software, tools, and communication platforms.
- IT Support Availability: Be available to troubleshoot any immediate technical issues that arise on the first day.
First Week: Building Foundations
- Additional IT Training: Schedule any further training sessions needed for specialized software or tools that the new hire will use in their role.
- Ongoing IT Support: Check in regularly to address any IT issues and ensure the new hire is comfortable with the technology setup.
First Month: Deepening Engagement
- Advanced IT Training: Provide training on more advanced tools or systems as the new hire’s responsibilities expand.
- Monitor IT Usage: Ensure the new hire is using company technology effectively and address any challenges they may encounter.
First 90 Days: Integration and Performance
- Follow-Up IT Support: Continue to offer IT support as needed, ensuring that the new hire is fully integrated with the company’s technology.
- Prepare for 90-Day Review: Assist in gathering any IT-related performance metrics or observations that may be relevant to the new hire’s 90-day performance review.
Post-90 Days: Long-Term Development
- Ongoing IT Support: Provide continued technical support as the new hire takes on more complex projects or tools.
- IT System Upgrades: If there are system updates or new tools introduced, ensure the new hire is trained and supported in adapting to these changes.
Manager’s Onboarding Checklist
Pre-Onboarding (Before the First Day)
- Prepare Onboarding Schedule: Collaborate with HR to create a detailed onboarding schedule for the new hire’s first week, including key meetings, training, and social activities.
- Assign a Mentor/Buddy: Select and assign a mentor or onboarding buddy to the new hire, ensuring they have a go-to person for questions and guidance.
- Welcome Email: Send a personalized welcome email to the new hire, expressing enthusiasm for their start and providing an overview of what to expect on the first day.
- Coordinate Workstation Setup: Ensure the new hire’s workspace is ready and meets their needs, coordinating with IT and facilities as necessary.
Day 1: Orientation and Introduction
- Personal Welcome: Greet the new hire personally and introduce them to key team members and stakeholders.
- Office Tour: Provide a comprehensive tour of the office, including essential areas like meeting rooms, restrooms, and common areas.
- Role Introduction: Deliver a high-level overview of the new hire’s role, responsibilities, and how their work fits into the team’s objectives.
- Team Introduction: Facilitate introductions between the new hire and their immediate team, setting the stage for effective collaboration.
First Week: Building Foundations
- Daily Check-Ins: Conduct brief daily check-ins with the new hire to answer any questions, provide feedback, and ensure they are settling in well.
- Assign Initial Tasks: Assign manageable tasks and projects that allow the new hire to start contributing while becoming familiar with their role.
- End-of-Week Review: Meet with the new hire at the end of the first week to review their experiences, gather feedback, and plan for the next steps.
First Month: Deepening Engagement
- Weekly One-on-Ones: Schedule and conduct weekly one-on-one meetings to discuss the new hire’s progress, provide constructive feedback, and set short-term goals.
- Assign Increasing Responsibility: Gradually assign more complex tasks and projects as the new hire demonstrates readiness.
- Support Ongoing Training: Identify and facilitate any additional training the new hire may need to excel in their role.
First 90 Days: Integration and Performance
- Biweekly Check-Ins: Continue regular one-on-ones to maintain open communication, address any challenges, and ensure the new hire is on track with their goals.
- Performance Feedback: Provide ongoing feedback, both formal and informal, to help the new hire improve and grow in their role.
- 90-Day Performance Review: Conduct a formal 90-day performance review to evaluate the new hire’s performance, discuss areas for improvement, and plan for their future development.
Post-90 Days: Long-Term Development
- Career Path Planning: Work with the new hire to outline a career development plan, including short-term and long-term goals.
- Ongoing Support: Continue to provide mentorship, feedback, and support as the new hire transitions from onboarding to full integration within the team.
- Team Integration: Ensure the new hire is fully integrated into the team and company culture, including participation in social events and team-building activities.
Required Onboarding Documents for New Hires
- Benefits enrollment paperwork
- Emergency contact information
- Employee handbook featuring all company policies
- Direct deposit and payroll information
- I-9 form (employment eligibility verification)
- Non-disclosure agreement, non-compete, or confidentiality agreement (if applicable)
- State tax withholding form (varies by location)
- W-4 form (employee's withholding certificate for federal taxes)
- Note: If your employee is a contractor, you'll use a W-9 form instead.
Download Your Free Onboarding Checklist
Streamline your new hire process and ensure a positive first impression with our comprehensive Onboarding Checklist. This free and downloadable resource guides you through essential steps, from pre-boarding preparation to ongoing engagement, setting your new employees up for success from day one. Download now and transform your onboarding experience.
Free Dowload Onboarding Checklist Template 1
Free Dowload Onboarding Checklist Template 2
Free Dowload Onboarding Checklist Template 3
Free Dowload Onboarding Checklist Template 4
Free Dowload Onboarding Checklist Template 5
Free Dowload Onboarding Checklist Template 6
Conclusion
Creating an employee onboarding checklist is crucial for seamlessly integrating new hires into your organization. A well-designed onboarding checklist template can be customized to fit your company's unique needs, covering everything from paperwork to team introductions.
Remember that a thorough staff onboarding checklist not only helps new employees feel welcome but also sets them up for long-term success. By incorporating elements like new employee orientation sessions and a detailed new hire checklist, you create a solid foundation for productivity and engagement.
Investing time in developing a robust onboarding process demonstrates your commitment to employee growth and satisfaction. With a carefully crafted onboarding checklist for new hires, you'll streamline the integration process and help your newest team members hit the ground running.
Frequently Asked Questions
How Long Should Onboarding Last?
Effective onboarding typically lasts between 90 days to one year, depending on the complexity of the role and organization. The initial intensive phase usually spans the first 30-90 days, focusing on essential training and integration. However, some aspects of onboarding, such as ongoing learning and development, can extend throughout the employee's first year.
What Are The 5 C's Of New Hire Onboarding?
The 5 C's of new hire onboarding are Clarity, Compliance, Culture, Connection, and Check-In. These elements represent a comprehensive approach to fully integrating new employees into the organizational fabric. Clarity forms the core of effective onboarding, ensuring new hires have a clear understanding of their role, responsibilities, and how they fit into the larger organizational structure.
How To Onboard A Remote Employee?
Onboarding a remote employee requires sending an onboarding checklist in advance, scheduling virtual introductions, setting clear communication guidelines, and offering ongoing support through regular check-ins and a mentor. This ensures a smooth transition and connection to the team.
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Thomas Turner is an SEO Content Writer at Sandjest where he develops and implements content strategies to enhance online visibility and drive organic traffic. With a Bachelor’s degree in Communications from Northwestern University and five years of experience in the marketing and content writing field. In his spare time, Thomas enjoys playing badminton and chess, activities that help him stay active and sharpen his strategic thinking skills.
