New Employee Onboarding Checklist & Template

The best employee onboarding can help integrate new hires into the business while setting them up to be as productive, engaged and aligned with the company’s culture as possible. But first, a comprehensive onboarding process must already be in place.

If you hope to boost employee retention rates and raise staff satisfaction levels, we have the strategies to supercharge your onboarding set-up.

What is an employee onboarding process?

An employee onboarding process usually involves getting a new hire familiar with the company’s culture and policies and their specific role at the business. But for onboarding to be effective at a broader level, it needs to be a process that reduces turnover while accelerating productivity.

The actual onboarding procedure can be made up of several stages. From pre-boarding to the first few months of employment, each phase of onboarding is meant to support new hires and ensure their transition into their job is as smooth as possible.

Bear in mind that the onboarding process isn’t just about administrative tasks. It’s something that can have a big impact on employee engagement, performance, retention and more. That’s why an effective employee onboarding process should be as comprehensive and well-structured as possible. You’ll want to give new hires all the resources and support they need to thrive for years to come.

The employee onboarding process

If you want to roll out a successful and effective onboarding process, make sure it includes stages that will support your new employees beyond their first day. That means pre-boarding, the first day, the first week, the first month, and beyond.

During each stage, prioritise good communication above all else. Also, set clear expectations and make sure you provide your staff with ongoing support. New employees want to feel welcomed, valued and confident in their new roles, so having a great onboarding will help them become quickly integrated into the company culture and able to contribute to your business’s success from the outset.

New employee onboarding checklist

• New-hire welcome: Send a welcome email with all the most important first-day details, including when they should arrive, the dress code, their daily schedule, people to meet and greet, etc.
• Office tour: Make sure your new hire is familiarised with the workplace straight away. This should include their desk, co-working spaces, meeting rooms, lunch areas, emergency exits, and more.
• Assign a mentor: Pair your new worker with an experienced mentor who can guide and support them throughout the onboarding process — and hopefully beyond.
• Company culture: Discuss the values, mission statement and overarching vision of the company, as well as your expectations for behaviour and performance as an employee.
• Team introductions: Set up a meet-and-greet with all your new hire’s team members and any important stakeholders they might be working with going forward.
• Job training: You (or another experienced staff member) may need to give them some on-the-job training to ensure they can handle their everyday tasks straight away.
• Check-ins: Book regular check-ins so they have a block of time to ask you questions or raise any particular concerns about their new work environment.
• Onboarding feedback: Gather feedback about your business’s onboarding process to identify areas for improvement and ensure a positive experience for future new hires.

Benefits of a having an effective employee onboarding process

Having an effective employee onboarding procedure has many benefits for both your new employees and the business:

• You can enjoy better employee engagement and higher job satisfaction.
• Take advantage of faster time-to-productivity.
• Developing stronger workplace structure
• Hopefully, you will experience higher retention rates and more top talent wanting to join your business.
• A well-designed onboarding process helps new hires integrate into the company culture.

Employee onboarding plan

Pre-boarding: Before day one

Welcome-kit prep: Create a welcoming, positive first impression before your new hire’s first day. Sending a thoughtful welcome email can set the tone and give them all the essential information so they are prepared and excited about joining the team. The welcome kit should include company-branded items and work supplies, which can add a level of personal touch and shows that your business truly values its new staff.

Administrative set-up: It’s a good idea to have all the administrative details sorted out before your new hire arrives on day one. Set up their workspace with all the essential equipment; for example, give them access to important software and shared platforms and make sure all paperwork is completed (or ready to be filled out when they arrive).

Introduction to company culture: Give the new hire access to the employee handbook and any relevant training materials, then give them some time to familiarise themselves with the most important policies and procedures. Understanding the company culture from the get-go can help them be as well-prepared as possible to integrate into the team.

Day one

Welcome and introductions: A warm welcome and formal introduction to the team can help your new hire feel part of the organisation from that first day. It’s also a good idea to take them on a tour of the office so they get a feel for their new environment and are put at ease.

Setup and orientation: Take charge of an orientation session covering things like the employee handbook, policies, etc. Setting up their workspace, email and core software should be done so they have everything they need to start working.

Initial training: Giving the new staff member an overview of the company’s culture, goals and expectations can help them better understand your business’s overall mission. Be sure to outline their responsibilities on the job and any major projects in the works so they can start to contribute to the team’s success.

Week one

Role-specific training: Set up training sessions on tools, software platforms and workplace processes relevant to their role. It might be worth assigning a mentor or buddy to whom they can go for questions and support, thus easing their transition into the new role.

Meetings with important team members: Building relationships with specific team members and stakeholders (both internal and external) at this stage of the onboarding procedure will help the new hire understand the broader organisational context and their role within it. Make sure to introduce them to all cross-functional teams they’ll eventually work with.

First tasks and goals: Assign the new hire some manageable tasks and be sure to set clear, achievable goals to give them confidence and allow them to demonstrate their capabilities. As they become more comfortable in their role, you can gradually increase their responsibilities.

Month one

Continued training and development: Ongoing training and opportunities for professional development are the foundations of continuous learning and growth. Encourage them to participate in workshops and webinars, and give them all the tools (and time) to stay updated on industry trends and best practices.

Check-ins and feedback: Regular check-ins during the first few weeks will allow for more open communication, as well as give them the chance to discuss their progress and address any concerns. You can also use this time to give them some constructive feedback — and vice versa, especially on how they thought the onboarding process went.

Integration into team activities: Get the new hire involved in team meetings and group activities. This can help create a sense of belonging and camaraderie among all your staff. For them to become an integral part of the team, they will need to build strong relationships from the outset.

Month two and beyond

Review and set goals: After they have had ample time to settle in, organise a formal review of their progress so far. The review process is an opportunity to assess your new hire’s performance and see if they are meeting – or hopefully exceeding – expectations. Use this meeting to set some long-term goals and discuss any career-development opportunities so they can grow within the business.

Ongoing support and mentorship: Continue to support them through regular check-ins and mentorships. Continuous learning and professional development opportunities will also help them grow their skills and advance in their career.

Feedback and improvement: Get as much feedback as possible about their onboarding experience. This will help you make any necessary adjustments to the program so that it remains as relevant and beneficial as possible.

Having a robust employee onboarding process can be the difference between a successful – or not-so-successful – integration of new hires. Get it right, and you’ll see fantastic productivity levels, high engagement with co-workers and overall greater job satisfaction.

HumanX offers best-in-class HR consulting services to help your organisation manage employee relations, boost performance and improve workplace management. The result is a more seamless and valuable new employee onboarding experience.

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