What Is on the New Hire Checklist? Essentials for Onboarding

Getting a new hire up to speed and fully productive as quickly as possible is a key part of any manager's job. But with remote work on the rise and the competitive job market, that task is tougher than ever. Managers need an up-to-date new-hire checklist that fits the changing work landscape.

This article will provide a complete checklist of everything hiring managers need to cover with new hires. It outlines the key steps managers must take to integrate new employees into the team and company culture. With this checklist in hand, managers can feel confident that they are setting up new hires for success right from the start.

Preparing New Hires

The manager must schedule time with the new hire to provide an orientation. This step helps ensure a smooth transition into the role and company culture. It is also an opportunity to make a good first impression, build rapport, and set clear expectations.

The new hire's first week is crucial. Ensure that their workstation is set up and onboarding materials are ready before their start date. Schedule time for introductions, training, and questions. Most importantly, make them feel welcome by inviting them for coffee or lunch. This gesture shows that the company values their success. A positive first impression and onboarding experience set the right tone for a long, productive working relationship.

Hiring Manager's Must-Have Forms for New Hire Packets

Well-prepared managers know that a successful new hire starts with a complete onboarding experience.  The key to this is having all the essential paperwork in order before the employee's first day.

1. Welcome letter

Managers must provide new hires with a welcome letter to convey excitement about their joining the team. The letter highlights key details about the role and the company culture. This is a great way for the company to express their support for new hires from day one.

2. Employee information form

To ensure managers have all the important details about a new hire, they must prepare an employee information form. This form collects basic data like the employee’s legal name, contact information, emergency contacts, and key experience. The manager reviews this information to properly onboard the new team member.

3. Emergency contact

The hiring manager must request at least two emergency contacts from the new hire during onboarding. Obtaining emergency contact information is critical in case anything happens to the employee at work or if they do not show up and cannot be reached. The emergency contacts provided must be people who can reach the new hire quickly in an emergency.

4. Tax and direct deposit forms

As a new hire, the manager will need to provide tax withholding forms, such as the W-4, and set up direct deposit for the employee's paycheck. It is best for the manager to have these ready before the employee's first day.

5. Employee handbook

The employee handbook provides guidance on company policies, procedures, and benefits. For new hires, managers must ensure the handbook includes:

·       Explanations of remote and flexible work options. This covers details on scheduling, communication, and productivity expectations.

·       Policies promoting work-life balance and mental health resources.

·       An up-to-date social media policy with guidance on maintaining a professional presence and avoiding controversial posts.

·       A detailed overview of the company’s diversity, inclusion, and belonging initiatives.

6. Insurance, retirement, and benefit information

Once a candidate accepts an offer, it is crucial for hiring managers to provide details on company benefits right away. This includes health insurance, retirement plans like 401(k)s, and other rewards the company offers. Giving new hires information on insurance, retirement, and other benefits allows them to make the best decisions for their needs and feel prepared for their start date.

7. Confidentiality or non-compete agreements

New hires must sign confidentiality and non-compete agreements to protect company trade secrets. These legal documents ensure that new employees do not share private information or directly compete after leaving the role. For highly skilled positions, non-compete contracts prevent new hires from taking clients or poaching coworkers if they join a competitor.

8. Company directory

The company directory contains contact information for all employees. New hires must familiarize themselves with the directory to connect names and faces. Locating coworkers’ phone numbers and email addresses in the directory allows for quick communication and collaboration.

9. Office map

Upon starting the new position, the manager must provide the new hire with an office map highlighting key locations. This helps the employee navigate the work environment and find critical resources. The map should indicate:

·       The new hire’s workspace

·       Restrooms

·       Printers/copiers

·       Supply closet

·       Break room

·       Conference rooms

·       Exit routes

Providing this information upfront helps the new hire feel more at ease in the unfamiliar surroundings. This allows them to focus on their new role and duties.

10. Employee access

New employees will require access to various systems and tools to properly onboard and get started. IT must set up employee accounts and permissions prior to their start date so they can hit the ground running. Provide them login credentials for:

·       Email and teamwork platforms like Slack or Teams.

·       Productivity and office tools such as G Suite or Microsoft 365.

·       Internal knowledge bases or project management systems.

·       Any role-specific tools or software they will need to fulfill their tasks.

Proper access and a smooth onboarding experience make new hires feel welcome and set them up for success. Be sure to also provide an orientation to acquaint them with company culture, values, and processes.

Conclusion

By preparing a detailed checklist, managers can ensure they cover all the bases during those critical first days and weeks. With a focus on technology, culture, and communication, they will set up their new team members for success. Regular check-ins allow managers to identify and address any issues early.

Following this process leads to more effective onboarding, enabling new employees to get up to speed quickly. Engaged employees can make real contributions right away, benefiting the employee, the team, and the company. Investing the time upfront to onboard correctly will eventually pay off.