It's important for a company to implement an effective process for onboarding new employees. During onboarding, you integrate the hired candidate with organizational culture and give them all necessary information to make them productive members of the team. Having a thoughtful and thorough onboarding process helps in retaining your new hires for longer.
Well-designed new employee onboarding programs lead to increased efficiency, improved employee satisfaction, and better job performance.
However, there are many steps involved when preparing a new employee for their job. In order to ensure that you don't miss any essential items, use an onboarding checklist!
These 8 steps in this ultimate onboarding checklist will help you stay focused, organized and keep the entire onboarding process on schedule.
1. Send a welcome e-mail in advance
This is yet another official message for the new employee to welcome them to the organization warmly. It should create a positive image while setting the new employee up for success. You should include:
- Start date, time, and location
- The first-day schedule
- Dress code and documents to bring in day one
- Point out a contact person
- Share the organization's employee handbook.
2. Notify the existing team about the new employee
Send an e-mail to the rest of the team members to let them know of the new hire's job title, start date, time, department, and office location.
- Share time and date for the welcome coffee and request the team to attend.
- Also, highlight the background of the new team member, including education, work experience, interests, and skills.
3. Prepare the new employee's workstation.
Clearly define the new hire's office and equipment.
- Order new IT equipment and business cards
- Set up their new e-mail account
- Prepare all the relevant HR forms and documents
- Prepare a welcome package
- Plan a welcome party
- Add the new employee to mailing lists
- Don't forget to get the office key ready!
4. First day: Welcome and office tour
Plan for everything that you should do during day one. Ensure that you greet them once you meet them on the first day.
- Give them their welcome package.
- Introduce them to the rest of the team
- Do an office tour to show them their office, entrances, common room, kitchen, and restrooms.
- All essential information should be provided, including rules and guides
- Plan a meeting with the supervisor
5. Set up the new employee's desk and equipment
Make sure to provide all the office supplies needed by the new employee.
- Help them in setting up their IT equipment.
- Deliver elevator card, parking card, and office keys
- Provide user instructions for office and IT equipment
6. Prepare HR paperwork
Fill in all the relevant forms and documents.
- Present your workplace procedures and policies
- Discuss compensation, benefits, etc.
- Explain health, safety, and security policies
- Touch on code of conduct
7. Meet the CEO
The CEO should:
- Briefly introduce the organization's history
- Discuss the company goals
- Discuss the company's values, mission, and vision.
- Explain to the new hire how they fit in the workplace
8. Meet with the employee's manager
The manager is mandated to go over the new hire's job description and explain the organizational expectations.
- Set goals for the new hire's first three months
- Ask the new employee about their expectations
- Discuss the career development plan for the new employee
- Explain the organizational chart
After the first four weeks, review how the new employee progresses and request their feedback about their job. Spot any possible problems and find ways to solve them immediately.
Onboarding is usually an extensive continuous process that involves all employees and management. For better results, make onboarding lengthy and comprehensive to ensure that the new talents smoothly transition to their new roles, become productive and satisfied.
A new employee onboarding checklist is a powerful tool for the recruiting team in the organization. It ensures all the necessary steps are covered when preparing to onboard a new hire and effectively guiding them to become part of a great team.
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