The employee onboarding process sets the stage for new hires, shaping their initial perception of what it means to be an employee. Organizations must channel their efforts into instilling enthusiasm and involvement in new recruits, as this can significantly impact their desire to stay with the company. However, if the employee onboarding process is not handled properly, it can become an overwhelming experience for both the new hire and the organization.
Based on a Robert Half Talent Solutions survey, approximately half of the surveyed U.S. workers, including 2,500 individuals, express intentions to seek new job opportunities in 2023. This percentage is notably higher among Gen Z workers at 60% and millennials at 56%.
In certain instances, dissatisfaction begins to arise during the recruitment process itself. Over half of the candidates (56%) state that unclear or impractical job responsibilities would be a factor in their decision to decline an opportunity and pursue other options.
In addition, due to the many essential tasks involved in effectively preparing new hires for their role, having a comprehensive employee onboarding checklist becomes indispensable. The checklist given in this blog is a reliable guide for hiring managers, ensuring that no critical elements are inadvertently overlooked amidst the busyness of the first few weeks.
Employee Onboarding Checklist for the New Hires
Outlined below are the crucial elements organizations should incorporate in their employee onboarding checklist. Ensuring a comprehensive and seamless onboarding experience is vital for successful assimilation into the workforce. The following factors merit careful consideration in this regard:
1) Check in with HR to Confirm the New Employee’s Arrival
To initiate the process, it is necessary to submit a comprehensive job application document for approval. The HR team will then conduct a thorough background check to finalize the official hiring of the candidate.
2) Organize Documentation for Newly Hired Employees
To streamline the onboarding process, gather all necessary paperwork for new hires to sign on their first day. This includes tax documents, important agreements, and company-related materials like benefits information and the employee handbook. Also, Provide contact information for relevant departments, such as accounts for payment queries and HR for training support. A hard copy of the job description and responsibilities may help new hires understand their role better.
3) Procure Devices and Equipment
Make sure to proactively reach out to the IT department and secure all virtual devices and equipment well ahead of time to guarantee their readiness on the commencement day of your newly recruited employee. Everything should be fully operational when your new hire enters the office or joins from a remote location.
4) Create User Accounts and Logins
Reach out to your IT team, HR team, accounts department, and any other necessary individuals to facilitate the establishment of all essential systems and resources needed for the employee to perform their jobs smoothly and access the office premises successfully.
5) Prepare the Workspace
Ensuring all the essential elements for their workstation are available to your new team member is imperative. Consider creating a welcome kit comprising company-branded swag and office supplies to make their workspace more welcoming. If the new hire works remotely, you may share these items through courier.
6) Arrange a Formal Orientation
Welcome your new employee on their first day by allocating a dedicated time slot for their company orientation. This allows them to complete essential paperwork and familiarize themselves with the company culture, team dynamics, and the various departments involved in day-to-day operations. Such a comprehensive introduction sets a positive tone for their employment journey and enables them to hit the ground running in their new role.
7) Assign a Peer Mentor or a Buddy
It is highly recommended to arrange for the new employee to be introduced to a senior colleague within their department who can serve as a mentor in the initial weeks of their employment. The peer, mentor or buddy should provide guidance, share valuable insider knowledge about the company, and facilitate introductions with other team members. The presence of a mentor is crucial for the new hire’s smooth assimilation into the workplace, helping them to avoid feelings of isolation that may arise while adjusting to their new role.
8) Announce the New Employee Joining
Welcome the new hire by sending an email to the company together with a picture of a newcomer. Alternatively, seize the opportunity to announce a meeting – or better yet, do both. As you unveil this exciting news, ensure that you provide essential details about the new hire’s job role and the team they will be joining. To foster a sense of connection, add some intriguing tidbits about their hobbies, interests and a brief overview of their professional background. The primary aim of this announcement is to inspire fellow employees to warmly and personally welcome the new hire whenever they see the new hire in the office space or on the channel in MS Teams.
9) Schedule Time for Onboarding Feedback
Schedule a meeting with your recently onboarded employee, ideally after their initial weeks, to gauge their adaptation to the company and gather their insights on the onboarding program. This discussion presents an opportunity to enhance the onboarding process by identifying and incorporating valuable elements that may need to be added.
10) Set Up a 30, 60 and 90-Day Check-in Plan
Monitoring the progress of your newly hired team member holds great significance. To ensure effective evaluation, it is imperative to establish check-in sessions at consistent intervals, such as the conclusion of their first month, second month, and initial quarter. These dedicated sessions serve as a platform for employees to express concerns, provide feedback regarding their training, and engage in meaningful discussions about their seamless integration into their designated roles.
According to the People Management magazine, disengaged employees annually cost the UK economy a staggering £340 billion ($408 billion) in losses annually. Hence, organizations must develop an effective employee onboarding process that enables new hires to familiarize themselves with the new system. To achieve this, HR managers should establish an employee onboarding checklist to facilitate a seamless onboarding experience for the new hires and themselves.
We have provided a list of 10 elements that you can incorporate into your employee onboarding checklist. By checking off each item, you ensure your new team member is well-prepared and effectively assimilated into the company culture. To gain further insights on engaging new and existing employees and fostering a thriving workforce, we encourage you to contact Infopro Learning.