How To Create A Checklist For Onboarding New Employees
This is a big day for your company. After a long process of identifying, screening, and interviewing possible candidates, you are finally ready to welcome one or more new team members to the office. The first impression you give them is of vital importance. It can severely affect their professional journey with your company. A positive onboarding experience helps new hires overcome their initial nervousness and quickly become productive. On the contrary, failing at onboarding will probably lead you to another recruitment process sooner rather than later. To ensure a smooth and successful experience on the first go, organize the steps you need to take with a checklist for onboarding.
What To Include In A Checklist For Onboarding?
An employee onboarding checklist can take multiple forms depending on your addition's role and your organizational needs. Still, the following steps should always be part of the onboarding process.
Recruitment Process
Focusing on the recruitment process, let's see what needs to be incorporated into the checklist to ensure a seamless transition. Firstly, make sure that all required documents are ready and sent to the new employee. This includes offer letters, employment agreements, and any other necessary paperwork. It's essential to clearly outline their job position, duties, and expectations in these documents. Then, arrange all meetings, such as an initial meeting with HR for the new employee to finalize their onboarding paperwork.
Welcome Kit
Making a welcome package for new employees is a great way to show them they're valued right from the beginning. But what exactly should be included in this important kit? To start, some company merchandise. This could range from branded shirts and coffee mugs to notebooks and pens. Next, think about adding a welcome letter. A personal message from a supervisor or even the CEO can really make new hires feel special. This letter can express the company's excitement about their new position and offer some words of encouragement as they embark on their journey.
Setting Up The Workspace
When you're onboarding a new team member, it's crucial to set up their workspace properly so they can feel welcomed and get started smoothly. First off, ensure that their desk and chairs are ergonomic for comfort and productivity. Next, make sure they have all the necessary equipment, like a computer and peripherals, ready to go. Don't forget to install all the essential software they'll need for their role. And most importantly, have their login credentials prepared for all systems and networks to avoid any delays on their first day.
Team Introductions
Next, you should prioritize team introductions. This is key in making them feel like part of the team right away. First, set up a meet-and-greet, whether it's a casual coffee break or a more structured meeting where everyone gives a quick intro about themselves. Then, make sure they know who to go to for different needs. Introduce them to their manager, mentor, buddy, and key contacts in other departments. If remote, consider a team lunch or virtual happy hour to create a relaxed environment for getting to know colleagues on a personal level. Lastly, provide a team directory with photos, names, roles, and contact info to make it easier for the new hire to reach out as needed.
Breaking Down New Role's Responsibilities
It's also important to outline their responsibilities in detail. This not only lets them know what's expected but also helps them feel supported right from the start. Begin by giving them a thorough job description. Even though they may have seen it before, breaking it down further will make their day-to-day tasks clearer. Point out the main responsibilities and how they fit into the team's objectives. Then, lay out the specific projects they'll be starting with. Knowing what they'll be working on will give them a practical idea of their role. Be sure to include timelines and any important milestones, too, to help them stay on track.
Setting Goals
Clearly define the short-term and long-term goals for the new team member. Short-term goals could involve understanding company policies, finishing initial training sessions, or getting to know colleagues. These targets assist the new employee in feeling a sense of immediate achievement and inclusion. Then, move on to discussing long-term goals, like mastering particular skills, leading a project, or achieving performance goals in the initial six months. It's also helpful to ensure these goals are SMART (specific, measurable, achievable, relevant, and time-bound). For example, instead of stating "enhance communication skills," specify "complete communication training and lead a conversation in a meeting within the first month."
Role-Related Employee Training
Role-related employee training helps new hires get up to speed quickly and feel confident in their new positions. You need to tailor training to the specific tasks the new employee will be handling. This could involve hands-on practice with the software they'll be using, shadowing experienced colleagues, or attending workshops. Yet, your new hires also need training about tools and resources. Provide them access to necessary software, introduce them to project management platforms, and guide them on how to navigate internal databases or systems.
Introduction To Company Culture
Make sure to familiarize new employees with the company's mission and vision before diving into the company culture. These serve as the foundation for all operations and choices made within the company. Once they understand these principles, they can better align their efforts and mindset with the company's overall goals. Additionally, it's important to provide details about the day-to-day culture, such as the dress code, work hours, and remote work policies. Discuss communication preferences, whether formal or informal, and stress the significance of teamwork and collaboration. Don't forget to touch on social aspects as well, like company events and team-building activities.
Frequent Check-Ins
Start by arranging a meeting with the new team member on their first day. This initial check-in sets the stage and allows for any immediate questions or concerns to be addressed. Follow up with daily check-ins throughout the first week, which can be quick, informal conversations to ensure they feel supported and understand their responsibilities. Once the first week is over, switch to weekly check-ins. These can be more formal, focusing on progress, obstacles, and any additional training required. Lastly, monthly check-ins should continue for at least the first three to six months. These sessions can delve deeper into long-term objectives, performance evaluations, and career growth plans.
Tracking Progress
Create a method for tracking progress. This could be a basic checklist, a shared file, or a more advanced software solution. The important thing is to monitor what has been accomplished and what is still pending. It's also important to encourage new employees to give feedback on their onboarding experience. This can identify areas for improvement and help streamline the process for future hires. Additionally, regularly evaluate the new hire's skills and knowledge to ensure they meet the required standards. This could involve informal quizzes, practical assignments, or peer evaluations. By monitoring progress, you can create a more organized and supportive onboarding process, setting your new hires up for success from day one.
8 Onboarding Checklists To Cover Every Need
Now, let's dig a little deeper into the various new hire checklists you can use. These differ according to new employees' position, work conditions, or stage of onboarding.
1. Preboarding Checklist
This employee onboarding checklist template is usually ignored among businesses. It covers the time period between the day of the job offer and your new hire's first day at the office. However, research shows that companies that make an effort to establish a relationship with their employees before their actual start date have higher rates of employee retention.
Preboarding usually starts with a welcome email. The message that you send your new employee must be welcoming and inviting to get them excited for their first day. Make sure to include any important information, such as the specific start date, clock-in time, office address, or any paperwork they need to present. Moreover, you could give them access to a brief overview of company policies. These can be code of conduct or office environment handbooks so that they know what to expect. Finally, don't forget to do some internal preparation by informing your current team about the new arrival. Share a few interesting facts that will act as icebreakers during the first days and encourage them to make their newly hired colleague feel comfortable.
2. First Day Checklist
The first day is finally here, and the official onboarding process can begin. An office tour is definitely where you should begin. It helps them familiarize themselves with the various office spaces and meet their new colleagues. If you're working remotely, a virtual tour of the different departments will introduce your hire to colleagues, executives, and their immediate team. Another crucial step to make an employee feel welcome is to have their workstation ready prior to their arrival. Provide all the necessary supplies and help them set up their equipment. Show them the tools they will use daily and set up training sessions for the following days so that they can get the hang of them as soon as possible.
Although it takes up a large part of it, the first day is not all about socializing. Employees also need to fill out the remaining paperwork and get introduced to their responsibilities. Take some time to discuss your expectations, their individual and team goals, as well as a training plan for the near future. Finally, introduce them to the CEO or executive they will be reporting to so that they can share a few welcoming and encouraging words.
3. First Week Checklist
During the first week of their employment, new hires are settling into their responsibilities and learning more about the company culture and way of functioning. This is why the goals and tasks you set during that initial week must be designed to reinforce the values that you want them to learn. For example, you can organize social activities or collaborative work to encourage them to explore the significance of teamwork or the preferred ways of communication in your company. In general, however, the first week is dedicated to training on role-based skills, custom tools, compliance, office etiquette, and more. Develop a training plan, provide access to useful resources, and remember to check in daily so that you can collect feedback to optimize the onboarding experience.
4. First Month(s) Checklist
As soon as the employee has gained enough confidence regarding tools, tasks, and procedures, it's time to look into a more goal-driven plan. A great onboarding template to follow is the 30-60-90 plan, which achieves high levels of productivity within the 90 first days of employment by developing specific SMART goals for each time period.
Specifically, the first 30 days are focused on basic information, such as the ones described in the first week checklist template for onboarding. Days 30–60 involve the new employee even more in the overarching goals of the company. At that point, employees take on tasks that are relevant to organizational objectives and have regular meetings with colleagues and supervisors. By day 90, the employee is confident and knowledgeable enough to work independently, take accountability for their work, and achieve goals. Make sure to collect feedback during each stage to track progress and ensure that no adjustments need to be made.
5. Template Checklist For Managers
Despite juggling many other tasks, managers must be involved in the process of onboarding new employees. In fact, they must coordinate it and guarantee its success. Therefore, to ensure they don't skip any steps, it would be wise to follow a checklist template of their own. Some items that could be included in it would be identifying which tools they need to train the new employee on, setting short- and long-term goals for them, and clarifying what results they are expecting at each milestone. Preparing the ground for the arrival of the employee by announcing it to the rest of the company must also be part of the manager's checklist. The announcement must be on multiple channels and include essential information about the new hire's role and how they will contribute to the company's mission.
6. Template Checklist For Sales Teams
The first stages of onboarding are common for all employees, as the main goal is becoming acclimated to the work environment and culture. However, after the one-week mark, you need to start customizing your checklists for onboarding depending on your employee's role, e.g., salesperson. Sales teams have a unique culture and must follow a distinct training plan. Therefore, once your latest addition to the sales team has achieved a level of confidence, it's time to start training them on product knowledge, lead attraction and conversion, negotiation skills, etc. You can modify your onboarding template according to your employee's needs and gaps, as well as your company's requirements.
7. Template Checklist For Remote Employees
Remote employee onboarding can be challenging, as employees need to have a welcoming experience through a computer screen. Nevertheless, the items on your onboarding checklist remain the same. Only the manner of delivery changes. For example, instead of walking around the office to meet their colleagues, they enter a few video conferences. In any case, the most important thing to remember when onboarding a remote employee is providing continuous support. Give them the necessary equipment, access to resources (such as communication guidelines and the employee handbook), and names of people that can help them with different things. Moreover, schedule regular meetings so that your new hire doesn't feel alone.
8. Template Checklist To Foster Cultures Of Learning
Introducing a newcomer to your company culture is of utmost importance for their quick assimilation and productivity levels. Therefore, your onboarding checklist should include a culture-related section that starts with preboarding. At that point, you can demonstrate your values during interviews and in the welcome email. The first week is when the real introduction happens. New employees meet their colleagues, participate in collaborative activities, and of course read your company handbook, which includes your mission, vision, goals, and core values. Make sure to discuss all of that with them so that you can explain the reasoning behind your culture and how you got here. However, remember that culture can't be taught. All you can do is provide the resources and create opportunities for your employees to see it first-hand and, hopefully, adopt it.
Conclusion
Onboarding can really make the difference between a successful and a failed hire. By making it part of your culture, you ensure that your new hires feel comfortable and that they become valuable and productive members of the team faster. In addition, a successful onboarding process makes employees stay longer at a company, as well as achieve their maximum potential. Follow the checklist templates for onboarding we shared in this article and change the way you welcome your employees.
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