Onboarding Best Practice: A Guided Checklist

A well-structured onboarding checklist not only helps your new hire integrate into a new role quickly but may also reduce any anxiety that comes with starting a new job. A smooth and efficient transition will help your employee feel confident and comfortable with the decision they’ve made to join your organization setting them up for a successful tenure.  Your goal is to help the employee feel prepared with all the necessary information and tools to contribute effectively and your onboarding process is a critical tool to set this up from day one. 

There are many steps involved that should happen prior to the employee starting which will continue throughout their first day, first week, first month, 90 days and beyond.  These all contribute to a smooth, timely onboarding process that will integrate the new employee into the company culture, clarify expectations, and provide ongoing, continuous support as they settle into their new role.

Our best practice onboarding checklist will help you create a successful onboarding experience for both the new employee and your existing team members involved with and supporting the process:

Items to Prepare Before the First Day:

1. Complete New Hire Form: Prepare the new hire form with relevant compensation and benefit details and obtain relevant management approval.
2. Set up Workspace: Ensure the new hire’s desk, computer, phone, laptop, mobile device, stationary and any other necessary equipment are ready and set up.
3. Request Email and System Access: Ensure log-in access, email account set-up and access to shared drives and internal communication platform. Ensure access to any help or reference information is organized and available.
4. Send Paperwork to New Hire: Send the necessary paperwork (employment contract, job description, tax forms, personal information form, confidentiality form, and any other relevant forms) in advance, to expedite the administration process and request a void cheque.
5. Send email links for mandatory training: Shouldyou require the new hire to complete H&S Awareness training or WHMIS prior to them starting, send the details well in advance and let them know these hours will be counted towards paid time.
6. Send Paperwork to Payroll: Follow up with the new hire for completed forms and submit to payroll.
7. Prepare Announcement: Request a headshot photo from the new hire and post a new hire announcement to ensure your current employees are aware of their arrival. This will also help the new hire feel welcomed to the team and company. Perhaps include an interesting personal fact provided in advance.
8. Organize Key, FOB, Name Badge, Lanyard, Uniform, Locker: Arrange or request access to premises and other personal items.
9. Send a Welcome Email: Include a warm welcome message and provide essential details like start time, dress code, parking, kitchen facilities, work schedule, and any items to bring on the first day. Share helpful resources, such as an employee handbook, company culture guide, benefits information package, and FAQ’s.
10. Discuss Training Schedule with Manager:  Determine what training requirements are essential and confirm with the manager that both one-on-one meetings and relevant training has been included in the orientation schedule.  This includes determining whether a buddy or mentor has been assigned to help with the new hire’s training and transition.

 First Day Essentials:

1. Complete Remaining Paperwork: Finalize other essential forms that the new hire needs to read through and sign.
2. Provide Company Overview:  Conduct an introductory overview or play a video to introduce the company’s history, mission, values, and services.
3. Provide and/or Schedule Essential Training: This includes outstanding mandatory training such as Workplace Violence and Harassment training and AODA.
4. Review of Company Policies and Procedures:  Review the HR policies, emphasizing important policies and explain where to locate them online for future reference.
5. Conduct a Welcome Tour and Introduction: Complete a tour of the premises and highlight key areas like washrooms, first aid room, emergency exits, kitchen, and meeting rooms. Briefly introduce all available team members during the tour and provide a brief description of their role and department. Explain what to do in the event of an injury or accident and introduce them to the first aid trained workers. Show the employee their workspace and where they can hang up their jackets and store personal items.
6. Provide Key Company Information: This includes knowing where to find the organizational chart, extension list, key contacts, help guides, and any other useful information that may take them long to find on their own.
7. Assign a buddy or mentor: If a buddy has been assigned, include their details as easy reference and ensure you introduce them on day one.
8. Schedule their lunch break: Either arrange a lunch with their buddy or show them the lunchroom and let them have a break in a relaxed setting.  Sometimes we forget that it’s quite overwhelming on the first day and the new hire might want to have some personal space to make a phone call or catch up on personal messages.
9. Assist with their IT Setup:  Help them log on to their laptop or desktop and ensure they have access to the network, company email, timesheets, and relevant software.
10. Complete handover:  If the employee has been assigned an office, then once the HR orientation is completed, let them settle in their workspace.  If they are required to work on the production floor, pass them along to their buddy or supervisor.
11. Provide overview of first week/month onboarding schedule: The Manager should go through the schedule explaining planned one-on-one meet and greets, and job-specific training programs and resources. Regular follow-up meetings should also be scheduled.

First Week Essentials:

1. Review job description: Clearly explain job specific duties and responsibilities, as well as organizational structure and overview of key departments.
2. Review performance expectations, key projects and goals:  Communicate short term goals and clarify expectations and performance metrics. Expectations should be achievable and relevant as it will take the new hire time to adjust and settle into their new environment.
3. Meet and greets with team members: This can either be arranged individually or as a team, but it should be an informal setting that creates an opportunity to get to know each other and for the team to explain what they do.
4. Provide hands-on training with relevant tools and software: The sooner the employee is familiar with the internal ERP system, the quicker they will feel confident and productive in their daily work.
5. Give them space to settle in:  The employee is unlikely to remember everything you’ve told them on day one and will want some time to review their notes, go through their email, learn the systems, network and folder access, etc.  This breathing space helps them reflect and write down questions for your next check in.

First 3 Month Essentials:

1. One-on-one job shadowing and training: Provide or schedule additional training relevant to the role. This could include job shadowing, classroom training, or informal meetings with relevant key personnel.
2. Encourage independent work which includes self learning and development: Provide easily accessible resources such as training videos, how-to guides, handbooks, FAQ reviews.
3. Encourage team building activities: Involve the new hire in your weekly team meetings to help build engagement and foster a sense of belonging.
4. Schedule regular check-ins: Either weekly or bi-weekly to discuss feedback and address concerns.
5. Schedule 90-day probationary review: Solicit feedback from the new hire on their onboarding experience (which can be used to improve the onboarding process for future hires).  Set up a time to meet with the new hire to discuss progress and integration into their new role. Some roles may take longer to settle but the 90-day review is a touch point and should contain an element of performance review.

Taking the time to create a positive onboarding experience will help to accelerate your new hire’s confidence and will help them feel comfortable, informed, and equipped to contribute effectively from day one.  Remember that the onboarding process is not just about the paperwork and procedures. It’s an opportunity to set the right tone and enhance employee satisfaction which also helps set the stage for long term success and retention. Contact Bridge Legal and HR Solutions for your HR needs (647) 794-5442 or at admin@bridgelegalhr.ca