When hiring new employees, there are different processes that you must undergo to guarantee a successful onboarding process. From setting up the accounts needed to presenting the company culture, every part of the process is essential and may impact new hire’s performance.

To help with this task, there is a tool called new hire checklist. It is a list compiling all the indispensable steps and procedures for the employee onboarding process.

This article will show you how to easily create a new employee onboarding checklist. Follow each step carefully to guarantee the best results out of your new hire document.

A new hire checklist is a tool used by companies of all kinds to conduct the onboarding process better. This tool is important for numerous reasons and, if correctly applied, can make the process more optimized.

The onboarding checklist is actually made of two different documents for the same purpose. One is for the HR department, and the other is for the new hires to understand the basics.

Here are the main characteristics of each one.

Hiring Manager Onboarding Checklist

The new hire onboarding checklist for the managers is a document responsible for showing everything the hiring department needs to do for the new employee. All these obligations will be listed in this new hire document, from setting up accounts required to organizing the workspace for the new employees' arrival.

It can also include details like the account where the salary will be sent and other legal paperwork needs. The human resources must guarantee that everything is correctly done before the new employee starts to work.

New Hires Onboarding Checklist

For the new hires, the document will work as an employee handbook containing all the tasks they need to do before starting working. Not only that, but it will also include some basics that must be done during work time in the first days.

It will work as a guide during the onboarding process. This guide can contain a brief job description or any other element that the human resources department considers necessary.

Now that you know what an onboarding checklist is and why it is crucial for new hires, it is time to start creating your own new hire checklist template. Be sure to follow each step carefully to guarantee the best results out of your document.

Here are the main steps:

Send the Paperwork to the HR Department

The first step through the new hire process is to send all the necessary paperwork to the human resources office. This will guarantee that the new employee is legally contracted and will have all the documentation set up before they start working.

Along with that, the HR office will inform you if there is any piece of information missing. This way, you can quickly contact this employee to gather this information.

Send a Welcome Email

This is not an obligatory step, but it is highly recommended that you send a welcome email to the new employee of your business. Doing this will create a better relationship between you and the employee that is joining the company.

This impact on the work environment can directly affect performance. Moreover, it shows professionalism.

Give a Copy of the Employee Handbook

It is also important to provide the employee onboarding with a copy of the handbook containing the rules and regulations of the company. This way, the employee can get used to the formal procedures and rules they must follow.

This will not only optimize the process that would need to be done by the supervisor but will also help in case of any doubt regarding these steps. The copy can be sent by email or delivered by hand on the employee’s first day of work.

Company Policies and Workspace

After introducing the employee onboarding to details like the handbook and the company’s procedures, it is time for the managers and supervisors to talk about policies regarding the company and its workspace.

This talk is really important for the employee to understand the company's expectations and what can be done to achieve them. Moreover, this is also the perfect time to introduce the employee to the workspace.

Showing the environment where they will be working is an important step. It can also be an opportunity to discuss concerns or doubts regarding any of these two items.

Set Up Accounts

This step is indispensable for the employee onboarding to do its work effectively. Before they start working, it is vital that all the accounts, like emails and credentials, are correctly set up and ready to use. 

This is the responsibility of the HR department along with the IT team. Any problems regarding the accounts of the new team member must be communicated as soon as possible to avoid further problems.

Organize a Company Tour

Another crucial item to include in your new hire onboarding checklist is a company tour with the new employees. This will help build relationships with other departments and make the employees feel like they are effectively part of the company.

The tour is also essential to show where each department is located in case of need. Doing this will help to optimize the process of getting used to the structure.

Organize the Workspace

After making the tour, the next step for the new hire form is to give the employee some time to organize their workspace with equipment and furniture, for example. This time is important for the new team member to get used to this space.

Moreover, the employee can use this time to interact with the other members. Building relationships is vital for the entire process.

Assign the Responsible Mentor

Every new hire typically features the process of assigning a responsible mentor. It is important to include this in your employee onboarding checklist.

The mentor will be the person responsible for teaching the basics and answering any doubts that the new employees might have. It is an essential role that must be done by someone experienced and with good relationship skills.

Job Expectations

After assigning a mentor for the new employee, it is vital to have a conversation about goals and expectations. Everything must be clarified before the employee starts working. 

This is important because sometimes the employee is not delivering what was expected, but they also don’t know what those expectations are. Having an objective and clarifying conversation is indispensable for the onboarding process.

Company Culture

Introducing the new employee to the company culture is also an important part of a new hire. Presenting it usually is one of the last steps of the onboarding process, but getting used to it is a natural process.

Moreover, Microsoft Office is an industry standard, dismissing the need for specialized software for each task.

If you don’t have a Microsoft Office activation key, you can buy one at RoyalCDKeys for a considerably lower price. This way, you will have access to all the features and tools to create your template and still save money that can be used for other activities.

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Template #2

New hire checklist with a list of tasks. It can be edited to fit the needs of your company and the steps necessary to conclude the onboarding process.

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Template #3

New hire spreadsheet template. It can be used for any kind of business and features a field for instructions regarding each task.

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Template #4

Simple checklist template. A document including only the essential features and indicated for quick processes that don’t need detailed instructions.

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