Onboarding Checklist: Welcome New Employees in 10 Steps

How you handle your onboarding process determines how new hires acclimate to your organization. It’s important that they have all the necessary resources, understand the role’s expectations, and grasp the company’s values. This will set them up for success.

Shockingly, Gallup found that only 12% of employees strongly agree that their organization does a great job of onboarding. However, Brandon Hall Group research shows that a strong onboarding process can improve new hire retention by 82%. It’s time to create an onboarding checklist that will welcome new employees and keep them around.

We’ve curated a 10 Step Checklist for you to follow.

1. Arrange Onboarding Paperwork

The first step is paperwork. Before a new hire can start at the organization, they’ll need to fill out the required forms. This paperwork then goes to the HR department. Once you finalize this, close the position and remove it from any advertising. The paperwork may include:

• Federal tax forms
• State tax forms
• Payroll information
• Nondisclosure agreements
• Security/confidentiality agreements
• Alcohol and/or drug tests
• Contract Agreement
• Background checks

2. Provide An Onboarding Package

An onboarding package shows new hires that you’re ready for them. Use an employee handbook to provide information about the company and the new hire’s specific role. Get it to them before their starting date. This will help them prepare and feel more confident. It also demonstrates good organizational skills from the company. This package could include:

• Welcome letter
• Policies and best practices
• Mission statement
• Benefits package
• Welcome items (uniform, stickers, keyring, mug, office supplies)
• Job descriptionwith a thorough breakdown
• Training materials

3. Prepare Software/Devices/Accounts

There’s nothing that sets people back in the workplace like waiting for software downloads and account login details. Request all necessary devices and software in advance so they’re ready on your new hire’s first day. Ensure the IT team has checked that all relevant programs to the new hire’s role are up and running. They may need:

• Computer – keyboard, mouse, WIFI connection
• Work phone
• Software – downloaded and licensed
• Applications for managing/organizing tasks
• Work email address and password
• Login authentication
• Security codes for doors/gates

4. Set Up The New Hire’s Workspace

You don’t want to waste your and the new hire’s time setting up a workspace. Organize this before their onboarding. Ensure that you’ve dedicated a workspace that makes sense. This may mean situating them with others in their department or near mentors. Depending on their role, consider whether they require an open space, a cubicle, or a private office.

If resources allow, you could consider making the space more inviting with plants, a table lamp, a standing fan, and stationery. A welcome card on their desk is a nice gesture that will show your new hire that you’ve planned for their arrival and value having them on the team.

Be mindful of remote workers. You will need to arrange the delivery or reimbursement of these items. Don’t neglect this step just because you don’t see these workers every day.

5. Schedule An Orientation

New hires will need a company walkthrough. If you have a few people starting at the same time, schedule a group orientation. You could provide a digital map for them to follow as you make the tour and refer to it later.

Make a point to demonstrate the company culture, whether it’s relaxed, serious, fun, or team-focused. Show them around different workspaces, the lunchroom, leisurely spaces, and supply rooms. Ensure they know where to find supervisors and executives. Remember to show them how to enter and exit the premises – don’t just assume they’ll know this.

6. Introduce Colleagues

New hires need to meet who they’ll be working with. Arrange to introduce them to their department, other teams, the person they’ll report to, and other senior leaders. If it’s within budget, organize a welcome lunch or dinner. This demonstrates an inclusive, positive company culture.

For larger companies and remote workers, introduce new hires in a work chat or email. This way, everyone is involved and the introduction is casual enough for colleagues to extend their warm welcome. This automatically provides colleague contact information if they need to communicate.

This is also the time to assign a mentor or buddy. Introduce your new hire to an experienced colleague who can answer onboarding questions. Ensure that they’re a good fit so the new hire feels supported by someone they can comfortably turn to.

7. Set SMART Goals

Your new hire won’t be able to increase your company’s revenue overnight. During the onboarding process, set SMART goals. They should be Specific, Measurable, Attainable, Relevant, and Time-bound. In other words, set challenging but realistic expectations.

Prepare to check in with them regularly to ensure that they’re on the right track. Make adjustments and provide additional help if they aren’t meeting their goals. Slowly add responsibilities as they become accustomed to the organization, helping them reach their full potential.

8. Offer Training

To achieve these SMART goals, and even just to understand the ins and outs of your organization, new hires require training. Prepare your training resources in advance. Tailor these to the individual and their role. Training resources can include worksheets, videos, online courses, and in-person tasks.

Organize cross-team assignments. If your new hires can see how other departments work and how they’re linked, it will greatly improve their understanding of the company. Senior employees can offer their expertise and insights as another form of training. Employees want to see that they will have development opportunities in your organization.

9. Schedule Feedback Session

Schedule a time after the first fortnight to discuss how your new hires are getting on. You should extend praise and constructive criticism to boost confidence and aid growth. Prepare questions that can help you expose areas of opportunity for the onboarding process.

Then, welcome their feedback. When you’re new to a workplace, you don’t know whether speaking up will result positively or negatively. Your new hires may be scared to share their concerns unless you approach them. Find out whether they need any other resources or if they have any uncertainties about their responsibilities. Give them reassurance by acting on concerns.

10. Plan Future Check-Ins

One feedback session in the first fortnight isn’t enough. You’ll need to set a few check-ins over the course of the next few months. These meetings are crucial for ensuring that your employees fit in, feel comfortably challenged, are happy in their position, and won’t be leaving the company anytime soon.

Retention rates are crucial. Losing talent and re-hiring is an expensive, lengthy process that companies should avoid. According to SHRM, 69% of employees are more likely to stay with a company for three years if they experienced great onboarding. If you can ensure that your new hires are adapting well, it can help you secure top talent and even attract others.