Congrats! Your new hire accepted your job offer and it’s time to start planning to onboard them.
The onboarding process has a lot of moving parts, as you try to help acclimate your new hire to your company and stay on top of all the forms and verifications. An onboarding checklist can help organize the chaos to ensure your new hire has an effective and successful onboarding process.
Before the new hire’s first day
Pre-boarding can be just as important as onboarding. It can ensure that you and your company are prepared before your new employee begins, ensuring a seamless process from their first day.
1. Prepare onboarding paperwork
Gather and organize all the paperwork your new hire will need to fill out, such as tax documents and payroll information. You can also gather any resources your new hire needs, such as employee handbooks and benefits information.
2. Prepare office and equipment
Whether your new hire is remote, hybrid or fully in-office, you will likely have equipment to order or workstations to assign. Getting any requests or orders in as early as possible can ensure that everything is hooked up and ready to go for their first day.
3. Create accounts and log-ins
Not only does creating their accounts and downloading software save time, but it can also save you a headache by avoiding any technical issues on day one. While you’re setting them up, you may also want to keep a record of their log-in credentials for your new hire.
4. Contact your new hire and their team
It’s important that your new hire and their team are prepared. It can be helpful to go over expectations and goals with their supervisor, and alert any direct team members about the new hire.
For your new hire, it’s a good idea to send a welcome email with details about their first day such as their schedule, dress code and location information. If your company offers a “buddy system” or peer mentor, this can be the time to introduce their mentor as well.
The new hire’s first day
The first day can be overwhelming for you and your employee. Between trying to connect them with team members, filling out all the necessary forms and answering all the questions they may have, it can go by in a blur. There are a lot of moving parts, but staying organized and going into the day with goals and expectations can help the process go smoothly.
1. Welcome your new employee
The start of a new job can sometimes feel like the first day of school – exciting and nerve-wracking all at once. Welcoming them – whether that be with a quick one-on-one video call or greeting them at the door – can help ease their nerves and make a good first impression.
Welcoming them may also include setting up a complimentary lunch with the new hire and their team or providing them with a welcome package.
2. Conduct an office tour
If your employee is in the office, one of the first things you should do is give them a tour of the office. This can help them feel more comfortable with the environment and ensure they know where their workspace is, where their supervisor is located and where safety measures like emergency exits are located.
If your employee is remote, you may want to walk them through any software or communication tools.
3. Connecting with other employees
Connecting new hires with their team members on the first day can help them start building relationships and help them acclimate to the company culture better. Additionally, you should ensure that a meeting is set up between the new hire and their supervisor to start discussing goals and expectations.
Although it can be a pain, paperwork is a critical step in the onboarding process. In addition to providing your employee with the necessary paperwork, you may also want to make yourself available throughout the day in case they have questions.
Paperwork you may want them to sign on day one includes:
- I-9 verification
- W-2 or W-4, and
- State withholding forms.
After the new hire’s first week
Hopefully, your employee is beginning to get a handle on their role and responsibilities by the end of week one, but you should still try to make yourself available to continue giving them support when needed.
1. Check that all technical needs are met
Sometimes requests for log-in credentials or IT help can be easily forgotten amidst a busy work environment. At the end of their first week, you may want to check in with your new hire and confirm they have access to all the software they need and are having no issues with equipment or devices.
2. Ensure forms and any training is completed
You may want to double-check that all essential week one activities are completed and that there are no outstanding issues. That may include confirming:
- All forms have been successfully submitted
- Any first-week training has been completed, and
- All onboarding meetings have been conducted.
If there is anything that still needs to be completed, schedule it into your new hire’s calendar for the next week to ensure it doesn’t fall through the cracks.
3. Have a check-in meeting
The end of your new hire’s first week is a great time to have a check-in meeting. This can be a chance to answer any outstanding questions about anything from their role and responsibilities to insurance. You may also want to ask about your employee’s experience and feelings about their job and their place in the company.
After the new hire’s first month
Although the onboarding process gets less intense as time goes on, it doesn’t stop after your new hire settles into their job. Keeping the onboarding process going can help you prevent quiet quitting and disengagement by providing the space to ask questions or air complaints.
1. Check in on employee progress
Checking in on progress should ideally consist of talking with the employee and their supervisor. You may ask the employee about what they feel like their biggest successes have been so far, how they’re working toward their goals or if they feel like they have a good grasp on their duties.
You can also talk to their supervisor to see if they have anything to add or address to give you a full picture of the situation.
2. Ensure they’re acclimating to the culture
In addition to assessing progress, it’s important to ensure that your new hire fits in with the company culture. You can help move the process along by facilitating social events or team-building activities. You may also touch base with their supervisor to see how they’re getting along with any team members.
3. Set future meetings
Setting up future meetings is essential to continue the onboarding process. Otherwise, meetings and check-ins may be forgotten and your new hire may be left with lingering questions.
After the new hire’s first 90 days
Although this typically marks the end of the onboarding process, it’s still essential to provide support and help your employee throughout their tenure at the company. However, the end of the first 90 days can help you wrap up the process and get insight into improving your onboarding process.
1. Gather feedback about the onboarding experience
The end of the 90 days can be a great time to survey your new hire on their onboarding experience to see if there are areas where it could be improved. It may be helpful to ask about opportunities to modify the onboarding process or items they feel are missing. Online surveys are best because they allow your new hire to be completely honest.
2. Touch base with their supervisor
You may want to touch base with your new hire’s supervisor after 90 days to catch up on their progress. It can be helpful to circle back to the goals the employee set during their first week and see what kind of progress they’ve made and how they’ve adapted to their role.
3. Continue to offer support when needed
Even when the traditional “onboarding” is over, communicate to your employee that you are still available for help or support when needed and provide them with any additional resources to ensure they continue to thrive in their role.
The benefits of a good onboarding program
A continuous and organized onboarding process can help employees get acclimated to their role quicker and ensure they are engaged and motivated from the start. Plus, a good onboarding program has been shown to increase productivity, meaning an effective onboarding process can be a win-win for your new hire and your company.