Onboarding Checklist

Congratulations! You’ve found the perfect person for your next hire, and they’ve accepted your offer. Now what? This post will walk you through the steps of onboarding a new employee.

Note: some of the steps may not apply to all employees.

BEFORE THE FIRST DAY

  • Have them sign and return the offer letter

  • Agree on start date and hours/schedule

  • Have them sign and return the employee handbook to show they have read it

  • Set up an email account

  • Set up phone

  • Have a set of keys made (for office, shop as appropriate)

  • Set up Tsheets/Harvest/time tracking account

  • Add them as users on other software

  • Set up a computer/workstation – new user login, software installed, networking permissions set

  • Set up their desk so they have a clean and welcoming workspace, basic office supplies, any company swag (t-shirt, hat?)

  • Add their name to any supplier accounts

  • Add them to company-wide email list for announcements or employee contact list

  • Create an overall onboarding plan/schedule which details who will do what in the first week or two

  • Send out an announcement of the new staff person to the current team before Day 1

ON THE FIRST DAY

  • Introduce your new hire to the rest of the team

  • Complete employment paperwork:

    • W-4 (state and federal)

    • I-9 (and make a copy of their driver’s license/passport)

    • Direct Deposit form (if applicable)

    • Emergency Contact form

  • Tour of the office – where to find things, supplies, files, plans, etc

  • Sit down and talk through the employee handbook – not word for word, but hit the high points, review policies around vacation, holidays, etc – answer questions as needed

  • Review how to access email, Dropbox/server, time tracking; make sure everything is set up and working properly

  • Review onboarding schedule for the week/month so they know what to expect, including at least a weekly check-in with their direct supervisor – this may be more frequent to start

  • Describe logistics/work culture – Where’s the bathroom? Where do folks eat lunch? Who locks up?

  • Consider assigning a mentor for the new hire from within your team (make sure the mentor is on board and knows what is expected of them)

  • Set goals for the first week

  • Provide a list of tasks or training they can work on when they are not sure what to do next (Is there a training video they can watch? Documents to review?)

IN THE FIRST WEEK

  • Set up new hire in payroll system

  • File new hire paperwork with the state

  • Set up benefits (health insurance, 401k/IRA, etc as needed)

  • Add a 30 day and 90 day review on the calendar

  • Detailed orientation to the projects/responsibilities of their job description

  • Develop a workplan together along with schedule going forward

  • Review company vision/mission/purpose or other documents that describe the business goals, where you’re headed and why

  • Review software systems and protocols for use of company technology, file storage, password protection

  • Consider organizing a group lunch or social event for the new hire to get to know the team

30 DAY REVIEW

  • Review onboarding plan and whether all tasks have been completed

  • Identify areas for additional training

  • Gather feedback about how things have been going over the first month

  • Discuss any needed improvements in performance

90 DAY REVIEW

  • Review original job description and discuss any potential changes needed

  • Gather feedback about how things have been going over the first 3 months

  • Discuss any needed improvements in performance

And finally, remember to show gratitude! Let your new hire know how important they are to the team and that their contributions matter.

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