Make it official with HR
First, you will need to submit a job requisition document for approval by the human resources department. The HR team may also require a completed background check and drug test before a new employee can be officially hired.
Prepare new hire paperwork
Gather all documents the new hire has to sign on their first day, such as tax documents and various contracts or agreements. Prepare literature about the benefits package and print the employee handbook. Make sure to include contact information for where the new hire can go if they have questions about their benefits or pay. It can also be helpful to print the job description as a reminder of the company’s expectations for the role.
Procure devices and equipment
Be sure to request all equipment several days in advance to ensure everything is ready to go on the new hire’s start date. Everything from the employee’s computer and phone to their keyboard and mouse should be hooked up and ready to use from the moment they arrive.
Set up accounts and create logins
Contact your IT team, facilities manager and accounting department to make sure the employee is set up in all relevant systems and has all required assets to enter the building. Gather their login credentials, so they won’t have any trouble accessing the applications and software they need to do their job.
Set up the workspace
Make sure they have a clean desk and chair, and whatever other items they need at their workstation. If possible, gather company branded swag and office supplies to create a welcome kit for their workspace.
Set aside time during the employee’s first day for a new hire orientation. Ideally, this will not only give the employee time to sign paperwork, but also learn about the company culture, review the organization chart, and learn how various departments interact.
Perform building tour
Give the employee a tour of the building and introduce them to key personnel within each department. Provide them with a map of the building so they’ll feel comfortable finding their way around. This may also be a good time to provide them with their access key or code and explain security protocol.
Assign a peer mentor
Introduce the new hire to the peer within their department who will act as their mentor during their first few weeks on the job. This person will be available for questions, introduce the employee to others within the department and impart any tribal knowledge about the organization. Having a mentor is crucial to the new hire’s success because it prevents them from feeling alone as they navigate their new role.
Send new employee announcement
Welcome the new hire by sending an email to the company, making an announcement during a company meeting – or both. Let other employees know what the new hire will be doing with the company as well as a few interesting bits of information that could help others find ways to relate. For example, share the employee’s hobbies, interests and a brief professional background. This announcement should encourage other team members to say hello and extend a personal welcome when they see the new hire around the workspace.
Schedule time for onboarding feedback
Arrange for a time to meet with the new employee, after their first week or two, to learn how they’re adjusting and whether they have any input about the onboarding plan. This conversation could expose areas of opportunity within your onboarding process or additional items you can add to the new employee onboarding checklist.
Set up 30, 60 and 90-day check-in plan
Schedule time to touch base with the new hire at regular intervals, such as after their first month, second month and first quarter. These meetings should offer the employee an opportunity to share concerns or feedback about their training and discuss how well they’re adapting to the role.
There are many other items you may want to add to your new hire checklist depending on your objectives. You may also decide to update and revise the document based on changing needs or employee feedback. But by creating a well-organized new employee checklist, you can ensure a smooth and seamless experience for the new team member, their manager and their peers.