The Ultimate Employee Onboarding Checklist: How to Make Your New Hires Feel at Home Quickly

May 4, 2022 15 min reading

When you hire a new employee, the last thing you want is for them to feel overwhelmed and confused. The goal of a well-executed onboarding process is to make your new hires feel at home quickly so they can soon become productive employees.

In this blog post, we will share the ultimate hire onboarding checklist. This guide will help ensure that your new employees are fully prepared for their roles from day one. We’ve prepared a couple of onboarding templates you can use to prepare an amazing onboarding experience.

What is an employee onboarding checklist?

An employee onboarding checklist is a tool to help managers and HR professionals properly welcome new employees to the company. With such a checklist, you can be sure that you’re providing new hires with all of the information and onboarding resources they need to be your seasoned employees in no time.

A new employee onboarding checklist will find its use in many spheres, especially in the HR department and during the first days or weeks at a new job. It will help set up any new hire for success from the very beginning and lower your employee turnover, as well as avoid delivering a poor onboarding process to new recruits.

To prevent an early employee exodus, your hr team and other hr practitioners must rely on an effective onboarding checklist or employee onboarding checklist. Finding the right new employee onboarding checklist often depends on your operational demands; you may need a customizable solution with advanced features and a high level of customization, ranging from a single-tenant solution to a simple app billed per user per month.

Benefits of having an employee onboarding checklist in place

#1 Time savings

If you have a list of tasks that need to be completed for each new hire, you can save time by delegating them to the appropriate team members. This way, you won’t waste time training your new hires on what they should already know. It’s also about saving time by having a go-to resource for all of their needs, as you won’t need to hunt down information whenever someone starts in a new role. A new hire onboarding process takes time to prepare, but it pays off quickly as a foundation for onboarding knowledge in your organization, and not just for your managers.

#2 Better organization

With the right onboarding process checklist in place, you can be sure that each new hire has the same training and resources. This way, there is no confusion about what needs to be done or who is responsible for what. You’ll also avoid duplicating effort, save on onboarding costs or onboarding materials, and ensure that everyone is on the same page, working towards onboarding success.

#3 Improved employee experience

Imagine how overwhelmed you would feel if you started a new job and someone gave you a list of tasks with no clear instructions. A pre-onboarding checklist helps prevent this by providing new hires with a step-by-step guide on what they need to do. Having a solid onboarding process means not only that everyone knows exactly what is expected of them from the start, but they can also better familiarize themselves with company culture and onboarding responsibilities.

#4 Increased productivity

When new hires feel comfortable and confident in their roles, they are more likely to be productive. By providing them with the tools they need to succeed and having a great orientation process in place, you will give them the best chance of success and achieving their performance goals. Meeting modern employee expectations, especially regarding remote work, requires a seamless digital onboarding experience. Utilizing an onboarding process checklist or a versatile onboarding checklist template will help you adapt to various work environments smoothly.

Employee onboarding checklist: X Key Elements

#1 Preboarding stage

This is when you first reach out to your new hire to start the onboarding process. Completing this stage gives your new hire a chance to get to know the company and their role before their first day, ensuring they come into the job feeling prepared and excited. You should send them information about the company and their role during this period to take care of employee satisfaction from the very beginning.

Key tasks for this phase include:

a welcome letter from the CEO or management team – it doesn’t have to be long to make the new hire feel appreciated from the start
an overview of the company and its culture – this can be in the form of a video, article, or presentation to show the company mission and vision
a copy of the employee handbook – this is a great resource for new hires to have on hand
the job description and expectations – you want to make sure that your new hire knows what their role entails
a list of contacts – this can include the HR department, their direct manager, sales reps, customer support and any other team members they will be working with, as well as the address of headquarters
details of the onboarding process – a list of responsibilities can help the new hire know what to expect and help them prepare for their first day
info about the dress code, code of conduct, working hours, or any other relevant company policies and company culture guidelines – if applicable
welcome pack – this can include company swag, a welcome note, and anything else that will make the new hire feel like part of the team

If your hires work from home, a remote onboarding checklist or virtual onboarding checklist in the form of an editable document is essential for tracking company policy acknowledgments. Treat this list as an initial guide, as spontaneous opportunities to add extra touches often arise.

#2 Setting up the paperwork

The next stage for efficient onboarding is all about the paperwork. Gathering all necessary onboarding documents in advance ensures that your new hire can fill them out before arriving at work, allowing them to hit the ground running on day one.

Consider preparing the following:

drafts and final version of contract – this can include the job offer, hire forms, employment agreement, and any other relevant onboarding documents
direct deposit form – this will ensure that they get paid on time
complete benefits enrollment – this can include information about health insurance, retirement savings plans, and other company benefits
employee handbook – a great resource for new hires to have on hand
tax forms – these will help the new hire get started with their taxes

Tracking details like benefits plan enrollment can be easily managed by adding them to your new hire onboarding checklist or new employee onboarding checklist template.

#3 Preparing an employee file

After you have gathered all of the necessary paperwork, you need to set up the employee’s file. Consolidating this info in one place ensures a well-designed onboarding process and smooth transitions if something goes off track. This is where you will keep all of their pertinent documents and information, which might include their contact details, social security number, and emergency contact information.

Essential elements of this stage:

copy of job application – in case you need it for future reference
copy of resume – this can help you keep track of their qualifications
copy of employment contract – this is a great reference for both the employee and employer
tax and documents submitted by the employee
list of references – this can be helpful in the future
a list of other required documents – including driver’s license, social security card, employee forms, or health plans, etc.
emergency contact information – onboarding managers will want to have this on hand just in case
background check records
resignation letter or notice – after offboarding

Keeping detailed records throughout the probationary period is a key component of any onboarding employee checklist or onboarding checklist template for new hires.

#4 Announcing the new hire internally

Now that you have everything in place, it’s time to announce the new hire to the rest of the company. This is an essential step in making your new hire feel like a welcome part of the team, and it ensures everyone is on the same page regarding their responsibilities and how they fit into the broader perspective of the growing organization.

Make sure you gather:

a welcome email from HR – this is a great way to start off on the right foot
an announcement from their manager – can include some information about the new hire and their role in the company
a welcome note from their team – a nice touch that will make their introduction to company culture easier
all crucial info about the hire – including start date, job title, team introductions plan, and contact information
the updated organizational chart – to give everyone a clear understanding of the team’s structure

Using talent management solutions positively impacts employee engagement.

#5 Assigning a mentor or buddy

Assigning a mentor or buddy helps your new hire feel more confident in their new environment by providing someone they can turn to with immediate questions. They could also show the new recruit around the office and introduce them to other people.

Helpful items to prepare include:

a list of potential mentors or onboarding buddies – shortlist a few current employees who you think would be a good fit
an introductory email – include some information about the new hire, their role in the company, and what you are looking for in a mentor or buddy
a one-on-one meeting between the new hire and their mentor or buddy – this is a great opportunity for them to get to know each other and start working together
a list of onboarding tasks for mentors or buddies – include things like showing the new hire around the office, introducing them to other people, running job training, and answering any questions they have

Incorporating these roles into your first-year onboarding checklist provides invaluable support for long-term retention.

#6 Providing devices and access to necessary tools

Providing your new hire with devices and access to necessary tools in advance prevents delays and helps them feel prepared and confident on day one.

For this phase, consider checking off:

a laptop or desktop computer – a necessary tool for most office jobs
company email accounts – this will be their primary way of communicating with colleagues
access to any necessary software – including employee onboarding tools, an employee management app, online portals, or project management tools
mobile devices – to stay connected on-the-go, such as an app for managing projects
a list of other necessary tools – company phone, office supplies, printable business cards, access cards, or company credit card access instructions, etc.
FAQ and instructions on how to set up devices or tools – this can be a helpful resource for your new hire
a list of passwords for devices and tools – so that your new hire can start using them right away

From organizing hardware to enforcing security protocols, completing an it onboarding checklist is vital for a smooth transition.

#7 Introducing them to peers

The time has come. It’s finally your new hire’s first day. Introducing them to their peers right away is crucial for an effective employee onboarding process, as it helps them start building essential workplace relationships.

Your agenda might consist of:

a list of people they will be meeting – this can include their team members, onboarding managers, and other colleagues
an email introduction – a way for the new hire to greet their peers before they meet in person
a meeting schedule – a list of times and locations for the new hire’s appointments throughout the day
a welcome social lunch or casual happy hour – schedule time to get everyone together and start building team morale
an introduction from their manager – to help the new hire feel more comfortable and start off on the right foot
workplace tours – if you work on-site, this can be a helpful way to show the new hire where everything is located and how to get around
virtual workshops or a plan for their first week with peers – to ease the new hire into their new job and make sure they have everything they need

#8 Setting up daily/weekly 1:1s for checking up on progress

Regularly monitoring performance is an excellent way to see how the new hire is progressing and provide consistent performance feedback. Meetings can be conducted either online or offline, giving you a structured opportunity to learn how the employee orientation session is going.

Useful components for these check-ins include:

a list of topics to discuss – so both you and the new hire will be prepared
a schedule – so you can plan the next efficient onboarding steps ahead
an agenda for weekly meetings – to help keep the conversation on track
a list of questions to ask – this can be used as a starting point for each check-in
instructions and good practices – a helpful way to ensure that each check-in is productive and goes smoothly
a list of post-onboarding materials to prepare for both parties – this can include things like a task list, progress reports, or questions
employee feedback surveys – to directly collect opinions from the new hire about their experience

#9 Setting goals for the first 30/60/90 days in the role

Every job comes with its own set of career goals and objectives. Sitting down with your new hire to outline clear performance expectations helps them stay focused and motivated. Having a list of goals also helps you measure their progress and ensure they are on track.

When outlining these milestones, consider:

a list of goals for the first 30/60/90 days – this will help the new hire stay focused and on track
a timeline for each goal – to help the new hire see what needs to be done and by when
instructions for each goal – this can be a helpful way to ensure that the new hire knows what is expected of them
a list of onboarding resources – found extremely useful if the new hire needs help completing any of their goals

Clear goal setting forms the foundation of a robust employee development plan, which should also incorporate ongoing professional development and dedicated training sessions. Both short-term and long-term goals are integral elements of a successful onboarding plan.

#10 Evaluation and feedback

The final stage is to evaluate your new hire’s performance and provide feedback. This allows you to identify areas for improvement and determine whether or not your new hire is a good fit for the role. Even the most successful onboarding process doesn’t always result in having the perfect fit.

To conduct a thorough evaluation, you will need:

a performance review – this can be used to assess how well the new hire has been performing
a list of feedback – to provide the new hire with constructive comments
a plan for future development – a helpful way to ensure that the new hire continues to grow and develop in their role
a written evaluation – to provide the new hire with a physical record of their performance
a meeting to discuss the evaluation – an opportunity to have an honest performance conversation
a phone call to check in – follow up with the new hire to see how they are doing
an employee feedback form or onboarding survey – collect opinions from the new hire about their experience

As noted by HR leaders like Laszlo Bock, transparent communication is crucial for effective performance management and shaping future training programs. Upon completion of this evaluation, you will be able to make informed decisions about their ongoing role and any necessary adjustments going forward.

A successful onboarding process with Sloneek

As you can see, there is a lot that goes into onboarding a new hire. Creating an employee onboarding checklist can help make the process smoother and more efficient. But there is even more that can be done – you still need to manage onboarding knowledge throughout your company, otherwise you risk providing a poor onboarding process. And you might need solid onboarding software for that.

Using talent management solutions positively impacts employee engagement, strengthens corporate culture, facilitates the annual review process, and makes a comprehensive process like managing human resources far easier for onboarding managers and HR geeks alike. Sloneek can help you streamline your employee onboarding process with our easy-to-use software.

Sloneek allows you to:

make your well-executed onboarding process a great experience for everyone involved
keep all Employee Records in one online onboarding portal
have full visibility into the Employee Onboarding Process
automate extra tedious HR tasks such as signup procedures, tutorials, onboarding templates, checklists, and competency assessments
cut onboarding costs
onboard new hires with ease

With employee onboarding tools like Sloneek, you can easily create and manage an effective onboarding program so that you can focus on what’s important – making your new hires feel at home. Using dedicated employee onboarding software or onboarding checklist software allows you to seamlessly manage everything from a saas onboarding checklist to a comprehensive employee onboarding and offboarding checklist, complete with your company’s My Brand Kit.

TIP: Sloneek serves diverse operational demands as a highly customizable solution with a deep level of customization and advanced features, offering packages that fit any requirement—from a standard user per month model to a dedicated single-tenant solution. TRY SLONEEK FOR FREE TODAY

Industry-Specific & Specialized Onboarding Checklists

Beyond standard hires, organizations face unique requirements that need tailored tracking. For example, a client onboarding checklist, customer onboarding checklist, or new client onboarding checklist template helps agencies manage new business, while a new customer onboarding checklist or supplier onboarding checklist ensures smooth external partnerships. Specialized roles also need specific guidance beyond a standard onboarding checklist for new hires:

Healthcare: Navigating infection prevention, managing healthcare facilities, and meeting strict regulatory requirements.
Nonprofits: Integrating an executive director, mission pilot light leaders, nonprofit leaders, or a new board member with details on the strategic plan and term limits.
Education & Finance: Guiding transfer students through campus life or handling an account inquiry in banking.

Conclusion

A well-executed onboarding process is valuable for both employers and employees. By having a new hire checklist template in place, you can be sure that your new employees are properly welcomed to the company and have all of the information and resources they need to be effective in their position. With such a checklist, you can avoid duplicating effort, save time, and improve your new hire’s experience. With a strategic process that’s easy to replicate for all incoming employees to your company, onboarding success is just around the corner.