How to create an onboarding checklist

It might be simple to overlook some of the processes involved in the lengthy process of onboarding the new employees. Overall the onboarding process can be difficult for both the HR team and the new hires. Therefore it is important to have a system – an onboarding checklist to create ahead of time.

The best part about creating an onboarding checklist is that your organization only needs to do it once. Then it can be widely used on many employees yet to join the organization. With time and feedback the necessary changes and upgrades can be made. 

But first, let’s see the main tips on how to create an onboarding checklist that will help your new employees feel welcome and taken care of.

Create checklists for the duration of the onboarding process

First thing’s first, it is necessary to create a system that involves checklists for different periods of time. Every company chooses to create their own timeline of the onboarding process – some allow it to take a month, others up to three months. 

We encourage you not to rush your new hires and create as many checklists as is needed. A good start is to create an onboarding checklist for the first day, first week and the first month of working.

Before that a pre-boarding checklist could be a great addition to the hire welcoming process. 

Pre-boarding checklist

Before the employee onboarding can start, send out your new hire a welcome email that can be the first part of the employee pre-boarding process. With the exception of the contract signing, this is the first official communication that your new employee will get. The email needs to make a good first impression and position the new hire for success right away.

Some things that should be included in the welcome email are the following:

• Welcome your new employees to the team.
• Include the contact information of the time, place, and date when to start working.
• Specify the contact person’s email address and phone number so the new employee can feel prepared.
• List the documents they need to bring in your email.
• Include a rundown of their first day’s schedule so that they can feel prepared once again.
• If there is a dress code, let them know right away.
• Add any supporting documentation for your business.

After the welcome email is sent out, it is time to begin the process of pre-boarding. That can involve sending out a company-wide email to let everybody know of the new employee. An appropriate meet and greet should be organized if not at the very beginning then eventually. 

The workstation and the needed equipment needs to be taken care of. You also have to make sure that everything is prepared for the new employee – all the necessary data, passwords to documents and so on. 

First day onboarding checklist

Make sure to welcome the new employee inside right when they walk into the office. Introduce the new worker to their department and coworkers. Show the new worker where they will be working. This is another type of first impression that will stay in their memory.

Set up a work excursion and show them around. Hit the fundamentals first: the kitchen, common room, restrooms, and entrances. Introduce the onboarding buddy for the incoming employee. Verify that they can log in to their station and that everything is operating as it should.

If you have a learning environment, make it accessible. Give all necessary details, including instructions and regulations. Verify that all access and credentials are operational. Set up a meeting with the employee’s manager. Plan a lunch celebration for the new employee and their team. Have a one-on-one meeting at the end of the day, if you can simply to check in with the employee.

First week onboarding checklist

It is crucial to support the new employee throughout this first phase of acclimation while not  overwhelming them. So a check up after the first week of work is necessary. 

Here are a few ideas on what this checkup should consist of:

• If you can, arrange a welcoming coffee meeting to get together with your employee and ask how their week was.
• Give them access and let them know where the company’s policies are located.
• Verify that the individual has met with the departmental head and all other important figures in their position.
• Make sure you have short-term goals in place for the employee.
• Verify that all hardware and software requirements are met.
• Inform the new employee about the fire and security precautions.
• If more training is required, schedule it ahead of time so everything is organized.
• Invite the new employee to take part in team-building exercises that you have planned.                                   
• To avoid forgetting a birthday, add a new employee to the list.

Our employee onboarding software can be helpful in situations when you need to set up virtual onboarding. 

First month onboarding checklist

You should evaluate the employee’s performance and inquire about their feelings over the first month on the job. In simple words, find issues and fix them.

A first-month onboarding survey should be created and sent. That way you can get your first feedback from the employee on the onboarding process and their experience. 

Another thing to take care of is meetings. Set up a meeting to discuss the employee’s progress with the department head. At the conclusion of the month, schedule a one-on-one meeting with the employee. Examine the employee’s attitudes toward the position.

And lastly invite the new hire to take part in team building exercises since it is about time that the work relationships can be worked on and built. 

See our articles on related topics such as Key steps in onboarding process.