When hiring new employees, you need to have an onboarding process, no matter how big or small your business is. It will help your new hires feel comfortable and confident in their new roles and set them up for success in the long run.

A new employee onboarding checklist will ensure you cover all the bases when bringing a new hire on board. From setting up their workspace to providing them with the resources they need to be successful, this checklist will be effective in their seamless transition into the company.

Keep reading to learn about the best practices for hiring new employees and how to create an onboarding checklist.

What Is Onboarding?

Onboarding is orienting and acclimating new employees to their jobs and the company.

The process typically begins on the new employee's first day of work. It can last anywhere from a few days to several months. During this time, they will receive training on their job duties, the company's culture and values, and the policies and procedures they need to know to do their job.

An effective onboarding process results in 58% of new hires staying at their organisation for at least three years and achieving 70% productivity, so it's definitely one of the most crucial phases of every employee.

What to Include in an Onboarding Plan

The onboarding process is essential for both the employer and the employee. The management can use the opportunity to introduce the company culture, the business and how they currently operate to the recruits. For the employee, it is a chance to learn about their new job and to start building relationships with their co-workers.

Onboarding checklists should include these components:

  • Introduction to the company policies and culture
  • Initial training
  • Management support
  • Role of the new hires
  • Arrange an office tour
  • Appoint a mentor
  • Set up payroll information and direct deposit
  • Establish a timeline

How to Create an Onboarding Checklist

With so much to accomplish in the early days, weeks, and months of new recruitments, it’s helpful to have an onboarding checklist to ensure nothing is forgotten.

Check out our list below and use it as a template to create your onboarding checklist

Make It Authorised With the HR

Have you discussed the new hire process with your HR team? If so, advance a job requisition to HR and keep all the necessary paperwork in order. Keeping everything organised will allow the recruits to start on their first day.

Prepare the New Hire Document

Collect all the paperwork and payroll information, print the employee handbook, and other documentation required for the new hire.

Once the new hire paperwork is completed, send it to the new employee so they can fill it out and return it to HR. It will help to get all of the necessary information from the new employee and help to get them settled into the company.

Procure Equipment and Devices

During the hiring process, you probably must place an order for devices, computers, phones, and other necessary office equipment for the new team member. Everything should be there and ready to use from day one.

Create Account Logins

Tell your IT unit to set up accounts for various systems within the company for all the new hires. It allows them quick access to all the necessary information they need to start their job.

Set up the Employee’s Workstation

Before the new employee starts, their work area should be set up. It includes their desk, computer, and any other necessary equipment. This will help them to be productive on their first day.

Welcome the New Hires

Send a welcome email to the new employee before their first day. This email should include information about the company, the team they will be working with, their role, schedules, and office hours.

Email Existing Employees

Send an email (or a message in the messaging tool your team is using) to existing staff members introducing the new employee. Give them a chance to offer welcoming greetings and advices.

Schedule an Office Tour

An office tour (if your company has an office) is a great way to introduce the new employee to the company. Do it on their first day or during their first week.

Appoint a Mentor

A mentor can be an excellent resource for new employees. They can help to answer any questions and provide guidance about work ethics, company rules, and work culture. The mentor should be a veteran willing to support the recruits.

Establish Goals and Objectives

It is crucial to set job expectations with the new employee. They should clearly understand the role, goals, and objectives of the job. The expectations should be clear and concise.

Teach the Company Culture

You can do this on their first day, through the welcome email, or during the office tour. The new employee should know about the company values and how they are expected to uphold them.

Schedule Meetings for Onboarding Feedback

After the new employee has been with the company for a few weeks, scheduling time for onboarding feedback is essential. You can do this through a meeting or an email and use the input to improve the onboarding process for future employees.

Schedule Meetings for Onboarding Feedback

You can use tools like our Workflows to generate automaticall all these tasks and assign those to the correct people (new joiner, HR, Finace, Line Manager and other).

This will save your team time and reduce the chances to forgot important steps.

Why Is an Onboarding Checklist Important?

A company’s new hire onboarding checklist is crucial to the first few weeks of an employee’s role. It sets expectations for performance and engagement in the workplace. Plus, it helps to improve productivity and relationships between employees.

Anyway, a successful onboarding process can help with:

  • Making new employees feel part of the company
  • Giving recruits the proper training materials
  • Helping new hires understand what is expected of them
  • Equipping employees with the tools they need to succeed
  • Improve job performance by assisting recruits to work more efficiently and effectively
  • Decreasing employee turnover, which is related to an increase in employee failure
  • It creates a strong team bond between the new and existing employees
  • A good onboarding checklist will ensure that new employees become productive team members as soon as possible
  • It saves time and money and provides better administration
  • It helps the new hires understand the company culture

Common Onboarding Mistakes HRs Do

You may think the new hire onboarding process is easy, but it can fall short if it's not done right. Whether hiring or being interviewed, make sure you avoid these mistakes to ensure your onboarding experience is a success.

Not Enough Time Was Invested

Companies need to allocate adequate time for onboarding. It can take up to three months for new hires to fully adjust to their new position and culture.

Therefore, it is vital to give them enough time to become familiar with their work environment and company, especially if they're dealing with sensitive data.

Poor Communication about Job Expectations

New employees need to understand what is expected of them. The onboarding program should explain the goals and objectives of their role and provide training on the tools they'll be using.

Information Overflow

Don't expect the recruits to remember every detail about the tools and training. Create a training manual with step-by-step instructions on how to accomplish specific tasks.

Insufficient Feedback and Support

One of the most critical roles is to provide feedback and support to new hires during the onboarding process. This should be done at least once a month.

Excessive Paperwork

The onboarding process can sometimes be tedious and may seem overwhelming. Make sure that doing paperwork is not too time-consuming or requires more time than you have allotted.

Not Enough Assistance from Senior Management

For a company’s onboarding program to be successful, other team members must support it fully. They must engage in discussions and active learning sessions with new hires.

Final Words

A detailed onboarding checklist can make the life of a new hire so much easier. You can also create a multi-stage plan that includes various activities during the first 90 days of employment.

A solid onboarding process focuses on productivity and engagement. By setting aside time for new hires to get acquainted with the team, work environment, office, and culture, you’re allowing them to feel comfortable and motivated.

Do you want to automate your onboarding? You can book a demo with our team.


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