Starting a new job is a big transition. New employees need to learn everything from the location of the breakroom to available employee benefits. If anything falls through the cracks during orientation, you may be setting the employee up to fail. A new employee onboarding checklist can help ensure you cover everything.
The Importance of the Onboarding Process
Employers put a lot of resources into finding, hiring and training workers. Unfortunately, the investment doesn’t always pay off. The 2024 Employee Experience Trends Report from Qualtrics found that new hires show lower levels of engagement and well-being than employees who have been with the company for longer. Plus, 39% of employees who have been with their employer for less than six months plan to leave within the next 12 months.
In some cases, the problem may be that the employee is a poor fit for the company. Other times, though, the issue may be that the onboarding process was insufficient. Employees need help settling into their new roles and understanding what’s expected of them. If the onboarding process fails to help employees become comfortable in their new positions, they may never achieve the high levels of engagement you need for retention.
Checklist for New Employee Onboarding
So, what should a successful onboarding process cover? While it should cover everything from company values to professional development opportunities, we’re breaking this checklist down into 11 key items that human resources and talent development teams should be sure to include.
Step #1: The Physical Location
You know where the bathrooms, breakrooms, water coolers and emergency exits are, but new employees don’t. A tour of the physical location can be a good first step in the employee onboarding process.
Orientation is just as important for remote employees as it is for those that are in person. For remote workers, focusing on the collaboration tools your company uses can be beneficial. Show new employees how your messaging tool works, where to attach files and how or where to complete other key tasks.
Step #2: Workspace and Equipment
Once new employees have seen the premises, they will likely want to see their workspace. Make sure you set them up with everything they need, including a computer, a desk, pens, a phone and any other items they may need to carry out their work. Also, ensure that remote workers have all the equipment they need to do their jobs.
Step #3: Introductions
While showing new employees around the office, you should introduce them to existing employees to help the new worker build social connections. If someone is busy and you don’t want to interrupt, just let the new employee know who the person is. However, taking a little time for introductions whenever possible can create a more welcoming atmosphere.
Also, consider sending out a company-wide or department-wide email introducing the new hire. You may want to consider posting a welcome message on your social media accounts as well.
Step #4: Programs and Accounts
Employees need to know how to use the various programs the company depends on. These programs may include communication tools (such as email or messaging apps) and employee time trackers, as well as programs specific to the industry and nature of the business. Once the new employee has become acclimated with the office and their workspace, show them how to use the various programs and help them set up the accounts they need. Also, explain any quirks that may cause problems and how to deal with them.
Step #5: Daily Expectations
Not knowing what to do at work is an uncomfortable feeling. Instead of assuming employees will be able to figure things out on their own, inform them of exactly what is expected of them.
When showing employees what they will do on a daily basis, consider the following:
- Does the employee need to clock in and out or log hours? If so, what is the procedure?
- What is the basic workflow? Since this will vary depending on the company, you’ll need to explain this even to experienced employees.
- Who answers to whom? Let employees know the chain of command and who they should go to for help.
Step #6: Company Culture
Company culture is a critical part of the employer-employee relationship, but it’s something that companies often overlook when hiring new employees. To avoid issues down the road, spell out the important aspects of your company culture, such as:
- Dress code. Make sure you’re clear about the dress code, including whether there are exceptions, such as casual Fridays.
- Start and end times. Some companies have rigid start and end times, while other companies are more lenient. Let new employees know what kind of approach your company takes.
- Meal breaks. Let new workers know where most people eat lunch and what their options are. Also cover breakroom etiquette, such as cleaning out the microwave after use and protocol for leaving items in the refrigerator.
- Afterwork socialization. If employees regularly get together and socialize after work, mention this and invite the new hires.
Step #7: Paperwork
If the new hire hasn’t filled out the required new employee paperwork, you’ll need to address this during onboarding. Paperwork will likely include tax, direct deposit and emergency contact forms. Employees may not want to fill out everything on the spot. If possible, give them the paperwork before orientation to allow them to bring the completed forms with them on their first day.
Step #8: Pay and Employee Benefits
While pay and employee benefits should have been discussed with the new employee during the hiring process, this was likely just a general overview. Now, it’s time to go into more detail. Let employees know exactly what benefits are available, how and when they should sign up for benefits and when the benefits go into effect. Also, make sure to let them know their pay schedule.
Step #9: The Employee Handbook
The employee handbook is a vital HR tool. It provides all the information employees need about everything from the company’s sexual harassment policy to rules for paid time off. Having employees sign the handbook to show that they have read and understood it also provides evidence that you have discussed these policies with new hires.
Step #10: Questions
Orientation can be overwhelming. Even if you think you’ve covered everything, it’s possible you’ve missed something or that the employee is confused about certain details. New employees may have a lot of questions, so it’s important to build in time to answer them.
Step #11: Training and Mentoring
After orientation is over, workers will still need continued training and guidance. Let new employees know how training will work and how long you expect it to take. Also, consider arranging for a senior employee to show new employees the ropes and to mentor them.
Does your HR team need support?
Having a comprehensive employee onboarding process can start the employee-employer relationship on a positive note, which could help to boost retention and engagement for months or even years to come.
While this checklist gives an overview of the employee onboarding process, you may need additional support for your HR team and for your new workers. If you need assistance with onboarding or other HR tasks, Higginbotham can help. Talk to one of our human resources consultants today.
