Most onboarding processes are either completely overlooked or tend to be thrown together at the last minute. Unfortunately, a bad onboarding experience can have an adverse effect on morale, engagement, and even morale. Our new onboarding checklist templates can help you build a perfect onboarding process.
What is the onboarding experience? While many of us know (or think we know) a little about onboarding, chances are that we don’t always consider the entire onboarding process, especially from the new employee’s perspective.
Onboarding is actually the entire process related to bringing a newly hired employee into your organization, completing all of the required paperwork, but most importantly, creating a positive experience that will leave them highly engaged, motivated, and ready to hit the ground running on their very first day.
Onboarding is also commonly thought of as something “HR does in an hour or two” and that the entire experience starts and stops in HR’s office on the new hire’s first day. It’s important to point out that onboarding includes far more than a few forms. Ideally it should consist of full team introductions, early training on tools and systems, office tours, and handing off personal technology, badges, and anything else the employee will need.
The best onboarding experiences go well beyond such logistical issues though. The best examples make sure employees don’t have any questions, know exactly where to go if they do, and have an extremely clear understanding of exactly what they need to be successful.
In fact, when done well, onboarding can be a competitive advantage in terms of employee engagement, productivity, retention, and even operating costs. Consider the following research points:
Organizations with a standard onboarding process experience 50% greater new hire retention.
Up to 20% of employee turnover happens in the first 45 days and is often attributed to issues that could have been prevented with better onboarding.
According to GlassDoor, replacing a single employee can cost as much as $4,000.
Okay, so we all agree that onboarding is something we need to do and do well. To help, we created these three checklists for you. Use them as a template to develop your own, but even better, these templates can help you make sure you won’t miss any important steps. Every task will be completed on time and in a way to create meaningful experiences for new hires.
“Our hiring managers now have a reliable system that is easy to navigate. Our HR team can actively monitor the process, and assist if needed, but Onboard has helped them save so much valuable time and effort while increasing data accuracy. All of this has helped us improve compliance and gives us a powerful tool to achieve even more results in the future.”
Prepare paperwork, including tax forms, compliance documentation, basic details about the employee, and roles and responsibilities
Approve employee paperwork
Discuss roles, responsibilities, and early project goals with supervisor
Prepare employee’s workspace
Provide access to any tools they may need
Assign required reading, training, or other steps to get them up to speed
Prepare benefits package
Provide a job description with responsibilities
Welcome him/her to the team
Tour the office
Assign training material (if required)
Provide badge, technology, or any other physical items they need
Outline your expectations
Explain the company culture
Assign a mentor
Take them out to lunch!
Assign first project
Approve first project
Provide constructive feedback and other coaching
Outline expectations for the first 30 days
Review and finalize paperwork and answer any questions they may have
Plan follow-up check-in meetings
Co-develop long-term goals
Collect vital forms
Schedule employee meeting
Notify relevant teams and managers
Arrange meeting with team
Add employee to appropriate email distribution lists
Send welcome video (if one exist) or other training materials
Prepare for orientation session
Explain technology and systems
Introduce team members and employees
Describe job expectations and performance requirements
Train on more advanced equipment (if appropriate)
Continued Q&A and ongoing communication
Schedule or promote one-on-one meetings
Schedule a 30-day check in for early feedback and constructive coaching
Encourage questions, provide feedback, and create longer-term goals
Record new hire’s details
Prepare welcome letter
Highlight other staff and total work duties
Assign a mentor
Inform other staff
Evaluate performance closely
Schedule follow-up meetings for feedback (if necessary)
Give opportunity for questions or to provide more information
Confirm start date, location, contact details, and other information
Send the employee a welcome email with a welcome packet or a link to an onboarding portal
Provide access to documentation so they can complete it ahead of time
Send a confirmation three to five days before the start date
Confirm details such as meeting field-base managers or other personnel
Provide field-based equipment or technology, such as laptop, mobile device, or specialized equipment
Give the opportunity for regular check ins to make sure employees are getting up to speed
Check in the the employee about technology, machinery, or use of field-based equipment
Answer any early questions the employee may have
Communicate performance goals and objectives
Check in with supervisors or team leads
Schedule relevant training sessions
Review certifications (if needed) and schedule learning events to keep them up to speed
Make sure any recruiting messages clearly communicate the role and responsibilities
Communicate your company’s culture, values, mission, and other details
Carefully create interview questions to clearly and transparently communicate what such a remote role will be like at your company
Carefully create an offer letter than includes all details
Include details related schedules, time-off policies, on-site requirements (if any), equipment you may/may not provide, and more
Communicate important details related to reporting, working with managers, and collaborating with team members
Prepare paperwork, such as tax forms, legal forms, the job offer, job description, and more
Have employees complete paperwork, ideally ahead of time
Walk employees through company-specific elements such as the company org chart, company directory, handbooks, videos, policy documentation, and more
Have employees sign documents using E-Signature-enabled HR software or onboarding technology
Make them feel part of the team
Keep them excited, motivated, and informed
Encourage team members to welcome new hires
Make them part of the team with informal recognition, kudos, or other forms of encouragement
Recognize and reward early efforts and successes
Answer any questions they may have
Train employees on existing systems, such as intranet software, CMS tools, or other ways to find information they need to do their jobs
Schedule regular meetings to answer questions and provide feedback
Related resource: If you’re looking for additional information related to communicating, collaborating, and engaging remote teams and virtual employees, download our eBook, “A Better Way to Communicate and Engage Remote Workers,” today.
We hope these checklists help give you a starting point to create the ideal onboarding experience for your company. Even better, our Onboarding solution lets you create custom onboarding tasks, workflows, or processes, so no matter what experience you’re trying to create, we’re ready to help.
About Author: This article is written by a marketing team member at HR Cloud. HR Cloud is a leading provider of proven HR solutions, including recruiting, onboarding, employee communications & engagement, and rewards & recognition. Our user-friendly software increases employee productivity, delivers time and cost savings, and minimizes compliance risk.