IT Onboarding Checklist To Help Your New Hires
From software to hardware, your new hires need to get familiar with the equipment and tools they are going to use every day. The process of training employees on the use of their technological equipment is called IT onboarding. Whether you're an IT manager looking to fine-tune your onboarding process or a new team member wanting to know what to expect, you'll find lots of helpful tips below to help you get started.
Onboarding in the IT field can be pretty challenging. Technology is always changing, so the tools and knowledge required to use them are constantly evolving. A good IT onboarding process, though, can make a big difference for a new hire, helping them succeed and quickly become a productive part of your team. In this article, you'll learn about the importance of IT onboarding and the best ways to incorporate it into your L&D process, as well as get a look at a detailed onboarding checklist to guide you through the various stages of the process.
What Is IT Onboarding?
IT onboarding is the process of training new employees on tasks that they can only do through certain applications, devices, software, and other tools. This process aims to help them transition into their new roles seamlessly. No one would like to start a new job and have no access to the company's network, email account, or important documents. So, IT onboarding takes care of all that, ensuring newcomers have everything they need to hit the ground running.
The process starts even before the new employee's first day. The IT team sets up their computer, email, and necessary software. Most importantly, they ensure access to relevant systems and tools based on the employee's role. On the first day, new employees often go through an orientation where they learn about security protocols, data management practices, and how to get IT support. This can include training on using the company's intranet, collaboration tools like Slack or Microsoft Teams, and any other software that the company uses.
Why Is Onboarding IT Important?
Studies have shown that most employees agree that the IT onboarding process helped them acclimate from day one. Imagine how frustrating it might be to arrive at your new place of employment with first-day nerves in full swing and not having your equipment ready, or having to figure out how to log in to your computer and use software that you've never used before. Having someone guide you through the process of figuring out new equipment and programs makes the experience less overwhelming.
Employees also feel safer, as they have resources on hand to explain all of the security protocols and safe practices rather than trying to figure everything out themselves. This gives them the opportunity to train on cybersecurity before something happens, as they'll already be aware of common safety threats and risks. Last but not least, the IT onboarding process will make the new hires feel more comfortable with their new tools, which will help them do their job more efficiently and build self-confidence.
The Best Practices For IT Onboarding
Now that you know what is IT onboarding and why it is important, it's time to implement the strategy. Keep in mind that the process should be carefully planned and structured to cover as much information as possible without causing cognitive overload. It is important that all the new employees are able to access this information, even after the onboarding. Read below the best practices of IT onboarding to help every new member of the team find their technical footing.
1. Create And Use An IT Onboarding Checklist
Make the IT onboarding process easier by creating a checklist. Share it with your new hires so that they can track their progress and know where they stand with their IT knowledge. First of all, you need to figure out which tools and equipment are required. Then, create the necessary accounts. Your new hires will get satisfaction knowing that they have completed all of the essential steps. A fully checked list can be motivating, as it creates a sense of accomplishment. Some things to include on your IT onboarding checklist are equipment, tools, corporate emails, account credentials, hardware and software setup, and training certifications.
2. Schedule Meetings For Training
Host a group meeting to train your employees in using their new equipment. They can all share their questions and offer tips that they've uncovered from their own experiences. For example, you can schedule meetings to help them set up their new accounts or share specific training on a program they'll need from square one. Make sure you also schedule follow-up meetings to ensure everything has gone smoothly.
3. Inform Them On Security Policies
Employees often have to handle confidential information about their company. This is why it is important to educate them on security policies concerning their accounts and equipment. For instance, you can advise them on how to use the 2FA that's in place or to install an antivirus program on iOS devices. Create videos that show them step-by-step what to do if their account is breached. You can also outline specific guidelines and other security policies so that they can access these video-based resources whenever the need arises.
4. Automate The Process
It can be tricky to create multiple accounts and set up multiple devices at the same time. An easy way to do this is by automating IT onboarding. This is to avoid human error, which can be expected when there's so much happening at once. This is another case in which an online checklist comes in handy, as it will make the process more transparent. Automation takes it a step further, as you will receive a notification at each step of the way, seeing where you can intervene in case they encounter a problem.
What To Include On Your IT Onboarding Checklist
- Access Provisioning: Do your new hires have access rights and privileges they need to do their jobs effectively?
- Hardware Setup: Employees require the right tools for their tasks, whether they work remotely or on-site.
- Training Materials: All resources should be relevant and tie into real-world performance.
- Security Protocols: You need to keep your organization's data safe while still ensuring user privacy.
- Software Installation: Have your new recruits downloaded the necessary apps and platforms?
- User Accounts: Setting up user accounts ensures that everyone can collaborate and log in to the essential systems.
- Network Connectivity: Employees' internet connections must be up to speed.
- IT Support Contact: Who should your team members contact during their moments of IT need?
- Feedback Mechanism: Can employees voice their opinions and honest feedback regarding the onboarding process?
How to Make Sure IT Onboarding Goes Smoothly
Of course, there are things that might go wrong with IT onboarding. However, these tips can help to ensure that the process goes off without a hitch.
Onboarding Schedule: Mapping The Main Onboarding IT Phases
Besides an onboarding IT checklist, you will also need an onboarding schedule. The three essential phases of onboarding IT that you should consider are: before they officially start, the first day, and the first month on the job. Plan the first week with a mix of training sessions, team intros, and hands-on tasks. Begin with the basics, like an overview of the company's IT setup, important policies, and security protocols. Then, gradually shift to more specialized training, tailored to their specific role, of course. This could mean mastering a specific software or getting a deep understanding of your company's coding standards, for instance.
Inform Your IT Department
Make sure your IT department has all the necessary information regarding your new employees and their roles. Ideally, they should have all the details in order to know what to set up and what equipment to prepare beforehand. They will also need to set up new accounts or resolve any issues with outdated software in advance to help expedite the process. Finally, be sure that you have all of their information added to your Learning Management System so that new employees can log in and access resources straight away.
Be Prepared
Don't wait until their very first day to buy their equipment or any other materials they may need. New recruits should be able to dive right into their IT onboarding versus losing time in getting everything prepared. If they're working remotely, you'll also need to ensure that the necessary tools arrive in time so that there aren't unexpected delays.
Onboarding Buddy
Pairing a mentor or buddy with new employees is a great idea. Buddies are experienced staff members who can answer questions and give guidance to new team members. Having someone show you around can greatly help the transition and foster a stronger sense of connection to the team for the new employee. Additionally, it's always nice to have a familiar face available while trying to acclimate.
Be Available
You should keep an open line of communication even after the IT onboarding is over. People may encounter all kinds of issues with their equipment. This is why it's comforting to know that they have that technical safety net. Also, check up on them after they are done with the process. It's a way for you to gather feedback and let them know that they can reach out to you if they ever encounter difficulties.
Conclusion
The IT onboarding process helps your newest team members get comfortable with their new equipment and the programs they are going to be using to get the job done. It also makes them feel safer and more confident since they can gain a better understanding of the safety protocols in place and learn how to handle common challenges they may encounter along the way. Some of the best practices include creating an IT onboarding checklist to track their progress, scheduling meetings to follow up and identify areas for improvement, and automating the process to make it easier.
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