ITSM for high-velocity teams
The ultimate employee onboarding checklist
Onboarding new employees can be a chaotic process filled with missed tasks. It’s easy to feel overwhelmed by the countless duties, deadlines, and coordination efforts necessary to make a new hire feel welcome.
Having a practical employee onboarding checklist as a roadmap to seamlessly integrating new team members can be the solution. It can provide a structured, engaging, comprehensive introduction that sets the stage for long-term success.
This article discusses employee onboarding and its importance. It explains how a checklist can help you cover every crucial detail and transform your onboarding process from chaotic to streamlined. It also highlights some employee onboarding best practices and tools.
What is employee onboarding?
Employee onboarding is an extensive procedure for incorporating new hires into the company. It familiarizes them with the company’s culture, policies, and specific job roles.
The employee onboarding process begins once a candidate accepts a job offer and continues through the early stages of employment. This period usually lasts 90 days, but you can extend the timeline to the first six months or a year.
The main goal of onboarding is to ensure that new employees feel welcomed and supported. This helps the employee engage with the company culture and perform well, and it also encourages new hires to stay with the company longer.
Why is employee onboarding important?
Effective onboarding for new employees is crucial because it significantly impacts employee retention. Consider these facts:
A well-structured onboarding process gives new employees the right tools, training, and resources from day one. It allows you to create a positive first impression and shape a supportive work environment.
Effective employee onboarding also helps create a favorable employee experience and increases satisfaction. You can expect better performance and a more substantial commitment to the company from the employees.
Employee onboarding checklist
Think of the new employee onboarding checklist as a successful roadmap for your company's new workforce. The checklist involves all the necessary steps to guide new staff members.
Managers, HR, and IT teams usually design and implement the onboarding plan. To increase efficiency, create a manual onboarding schedule or use employee onboarding software.
Here’s a look at the items in an employee onboarding checklist.
Pre-arrival preparation
The onboarding process begins even before the employee starts. The first step is to email the offer letter and contract to begin.
Email copies should include the details of the job offer, such as responsibilities, dress code, start date, and payroll information. The email should also specify the documents they must provide and the submission deadlines.
Set up their workspace, including a computer and other necessary equipment, so everything is in place for them. Establish their company email and software accounts beforehand to avoid delays.
Prepare a detailed agenda for their first day. Include an introduction to the team and critical contacts they'll work with. This will ensure your new hire feels welcome and ready to dive enthusiastically into their role.
First-day activities
The first day is about making a great impression and setting the tone for your new hire's journey with the company.
Start with a warm welcome from the team, including managers and HR staff. Give them a tour of the office or worksite to help them become familiar with their new environment.
Don’t forget to take care of essential onboarding documents. This includes completing tax forms, setting up direct deposit, and providing emergency contact information. It's also the time to review and sign off on any company policy and agreement papers.
Conduct an orientation session to give the new employee a solid understanding of the company's history, mission, and vision.
Providing an employee handbook will help the new hire understand the company and its expectations better.
First-week integration
The first week is crucial for making your new hire comfortable and confident in their role. Prepare the employee onboarding checklist for the first week carefully. If these first days go well, they will likely stay with the company longer.
Offer role-specific training that introduces them to their job duties and responsibilities. This is also the perfect time to set initial goals and expectations. Give them clear direction and an understanding of your expectations for their role.
Assign a mentor or buddy who can provide guidance and answer any questions they might have. Schedule regular check-ins and support meetings to address concerns and offer encouragement.
Provide thorough training on the software, tools, and systems they will use. Ensure they can access all required resources and guides to perform their role efficiently.
First-month progress
As the new employees progress through the first month, it is essential to check their growth and integration within the team. Regular feedback sessions with their manager are critical.
These meetings provide a platform to discuss progress and address questions or concerns. The manager should also offer constructive feedback to help them improve and adjust to their role.
Arrange continuous training for the hires during their first month on the job. This includes additional sessions to deepen their understanding of the role and learning opportunities to help your new employees shine.
Always encourage your team members to participate in workshops, online courses, or other educational resources to help them expand their skill set and grow within the company. Make sure you're following up with the onboarding schedule.
Long-term integration
Long-term integration means ensuring continuous growth for your new employees. Scheduled performance reviews are vital in this process, allowing you to evaluate progress, set long-term goals, and discuss career development plans.
Building relationships is equally crucial for sustained engagement and satisfaction. Consistently encourage new workers to participate in team events and activities that will help them connect with colleagues.
Networking with other teams can broaden their understanding of the company and open new opportunities for collaborative communication and growth.
Engaging with cross-functional teams can also enhance the onboarding experience by providing diverse perspectives and nurturing a more unified approach to their new role.
Provide ongoing support for long-term success. Employees should continue to have regular one-on-one meetings with their managers, which provide a platform for continuous feedback and guidance.
Your team should always have access to resources and support systems to help them navigate challenges and continue developing their skills.
Employee onboarding best practices
Follow these best practices to ensure an efficient, effective onboarding process.
- Customize the virtual onboarding checklist to fit your company’s specific requirements.
- Foster a welcoming and inclusive environment. Make sure new employees feel valued and supported from the beginning.
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Encourage open communication and create opportunities to engage with other team members throughout onboarding.
Embracing remote onboarding can be particularly effective for businesses with distributed teams. This approach ensures remote employees receive the same thorough introduction and support as their in-office counterparts.
Not sure how to create an onboarding checklist for your company?
Use an onboarding checklist template to streamline the process. The new employee onboarding template from Jira can help you organize and track all the necessary steps.
Enhance the onboarding process with Jira Service Management
Creating a smooth onboarding experience is critical to making new hires feel welcome and setting them up for success. An employee onboarding checklist ensures you don’t overlook anything.
But you don’t have to do it all manually. Jira Service Management can take your onboarding process to the next level with a customizable template. Jira Service Management allows HR and IT teams to track and manage every onboarding step efficiently, ensuring new hires have a smooth and organized transition into the company.
Try Jira Service Management to streamline your tasks, enhance coordination, and provide a seamless experience for new hires.
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Jira Service Management offers out-of-the-box templates for HR teams. Pre-built workflows for processes such as onboarding, off-boarding & HR inquiries.
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