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Comprehensive New Hire Checklist: Tips to Kick-start Onboarding

Nov 21, 2022
Comprehensive New Hire Checklist: Tips to Kick-start Onboarding
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Hiring is a natural process for all developing companies. It is a key to sustainability and prosperity. Finding the right talents is a challenge, and providing them with the knowledge and tools to join the company may prove to be an even greater challenge.
With the rise of remote jobs, hiring and onboarding is moving online too. Many remote crypto jobs made it easier for young people to join big companies worldwide and gave them a quick start in one of the most competitive yet high-paying spheres.
Nevertheless, virtual or at the office, onboarding ensures new employees feel at home in the new company and will remain there for long-term cooperation. SHRM states that 25% of employees were likely to leave due to poor onboarding experience.
This article will highlight the main stages of onboarding and some tips on the new hire checklists.

What is onboarding?

Onboarding is an initial process that helps newcomers get acquainted with the job position and company culture and become a part of the team. It provides the basic knowledge and tools of how things function and should be done. In addition, onboarding should help new employees become culturally integrated and successful in their roles to promote the company's values and grow professionally.  

A successful onboarding helps retain employees by 2.8 times more. If the first months are smooth, the employee feels comfortable and valued in their new role, which can provide long-term cooperation and satisfaction from work. 

Companies have various onboarding timelines. 58% of employers say their onboarding is oriented toward paperwork and processes, while it is believed that 54 activities are needed for an employee to complete for onboarding purposes. This proves that a lot of work is still needed. 

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Why is onboarding so important?

Brandon Hall Group's research has shown that higher retention is improved by 82% with a good onboarding process. And a negative onboarding experience can vice verse make employees look for other opportunities and ruin a perspective of long-term cooperation. 

Lots of other statistical data show how beneficial good onboarding is. Not only does it help employees feel a part of the team and improve their performance, but it also urges them to recommend the company to their friends and family. Strong onboarding makes the company a more attractive place to newcomers and, thus, builds a better and healthier work environment.

Why you need a new hire checklist

It is best for HR to prepare in advance and have a checklist at hand to ensure the onboarding goes smoothly and will not confuse a new hire unnecessarily. A new hire checklist is a guideline that outlines the main aspects:

  1. It ensures new employees get acquainted with what is expected from them.

  2. It ensures a new hire fulfills and submits all the necessary paperwork.

  3. It ensures a new employee will not miss out on essential steps in the first few months in the company.

A new hire checklist consists of two parts. One is for the HR managers, and another is for the new employee to follow and see that nothing is missed. 

Checklists make it easier for the newcomer to feel more at ease and to know what to expect. It helps integrate into the company's culture faster. It saves time and adds consistency to the onboarding process for remote jobs, particularly. Thus, it is advantageous to have a new checklist template to adjust to every newcomer, especially if the company is expanding.  

“Interim Healthcare SLC needed HR technology, and we’re pleased with the results we’ve gained from HR Cloud’s solutions for recruiting, onboarding, and employee engagement. Yet it’s an opportunity for all Interim franchises. It would be so great if each franchise owner could implement similar solutions to replace legacy systems that might not work as well as they should.”

Michael Hawkins Franchise Owner of Interim HealthCare SLC

Stages of onboarding 

Many companies believe that onboarding is just the first day of the new employee at work. However, it starts on the day of signing the contract. It is crucial to outline the main stages of onboarding and be aware of the things to be done. A clear picture of this roadmap helps create a comprehensive new hire checklist. 

  • Pre-onboarding

This stage includes preparations for the new employee's first day and the whole onboarding experience. The HRs or team leaders can send the new employee an email with the time and place of the meeting, what will happen, and what the newcomer can expect on the first day. Even in remote jobs, it still works.

In addition, it is beneficial to check if the new employee will have all the necessary equipment and access set up. The HR manager can also organize a meeting with the newcomer's supervisor or a mentoring buddy to improve the onboarding experience. These few steps will make the first day much more straightforward.  

  • Orientation process

At this stage, the employee sees the office and what departments are situated. Furthermore, all the necessary paperwork should be finalized. The HR manager or team leaders can explain the working schedule, working times, breaks, lunchtime, etc. It's essential to talk through the company's policies and rules. 

  • Role-training

This part involves learning job-specific information such as how the new employee is expected to perform their remote jobs, understanding what other team members do, business objectives and how they relate to this particular role. 

At this stage, job-specific training is done. The employee learns the tools and equipment they will use daily. 

  • Expectations and building relations with the manager

At this stage, the new employee has an opportunity to build healthy working relations with their direct manager and team members. They usually have a one-to-one meeting where they can discuss any questions the newcomer has, clarify various working aspects, and discuss possibilities.

  • Moving to a new role and short-term goal setting

This stage helps the newcomer turn into a full-fledged employee of the company. Usually, it involves a meeting discussing the employee's performance and what is expected from them in the future. The team leaders, supervisors, and employees should set up short-term goals and outline what success looks like in the given role to make long-term cooperation possible. 

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New hire checklist

Here is a list of things worth including in the new hire checklist. The HR manager can adjust it according to the company's needs, adding or removing some points.  

  • Confirm the date and time for the new employee to arrive 

  • Prepare all the necessary paperwork for signing.

  • Send a welcome email with the date, time, and place where the newcomer must be

  • Prepare the workstation and accounts set up or ensure the employee will receive all the necessary equipment if working from home. 

  • Organize the office tour

  • Inform them of the company's policies

  • Introduce them to their supervisor or team leader 

  • Set up expectations

  • Get them acquainted with the office culture and other team members.

  • Set a date for the onboarding feedback 

It’s essential for HRs and hiring managers to follow the same new hire checklist for each hire. This will reduce the chances of something being forgotten or falling by the wayside. However, they can always update a new hire checklist based on the previous results and findings. 

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Improve the onboarding process with a new hire checklist

Onboarding may sometimes be challenging, but it is definitely worth the effort. Preparing a new hire checklist makes it easier to do it smoothly and comfortably. By hitting all the boxes, you help the new employee to integrate into the team with less stress and effort. The onboarding is not the checklist, but the checklist makes it way more transparent and understandable for both the HRs and the new hire.   


New times bring new challenges, finding talent is hard, and retaining it in the company is even more complicated. Thinking through every stage of the hiring process and making it clear and easy ensures good results in the future. Good relationships, a healthy working environment, and a positive onboarding experience only add to the retaining rates. So, the effort will bring the desired result.


Author Bio

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.



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