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.