Welcoming new talent into your company is an exciting moment, but it also brings a number of challenges.
From paperwork and technology setups to presenting your company values, the onboarding process demands meticulous attention to detail to make sure you don’t miss important information.
The solution? A new hire checklist.
We’ll explain the benefits of onboarding checklists, share whose work they can facilitate and how going digital can help you ditch the messy paperwork.
Plus, we’ll share a step-by-step guide to help you create your own checklist template.
Table of Contents
What Is A New Hire Checklist?
A new hire checklist, also known as an employee onboarding checklist, is a comprehensive document that lists tasks and activities that should be completed when onboarding a new employee.
From administrative tasks to training sessions and introduction to the team, a new hire checklist serves as a guide for both the employer and the new hire to make sure they take all the necessary steps to smoothly integrate the new employee into the company.
Benefits Of An Employee Onboarding Checklist
Onboarding an employee is a complex process that involves many steps. If it’s not organized and planned properly, it can create a confusing, stressful experience for the employee during their first week on the job.
A new hire onboarding checklist helps plan and execute the onboarding process efficiently and creates a positive experience for both parties — the manager and the employee.
A detailed checklist also helps address the biggest challenges new hires face when they join a team.
An employee onboarding checklist:
- Provides a systematic and organized approach to welcome the new employee
- Facilitates coordination among the departments involved in the onboarding process
- Makes sure that new hires receive the necessary information, training and resources
- Helps you keep track of the onboarding process
- Saves time
- Boosts employee engagement
- Increases productivity
But that’s not all. Implementing digital onboarding checklists can significantly streamline the onboarding journey by enabling multiple parties to access the documents, collaborate in real time and use a centralized platform for seamless communication without the paperwork hassle.
doForms is a modern mobile form solution that’s used across industries to enhance the overall efficiency of the onboarding experience, contributing to a faster and more dynamic integration of new hires into companies.
Who Might Use A New Hire Checklist?
While managers are typically the ones to supervise the onboarding process, new hire checklists can be also used by other team members and departments in your company.
Here are some examples:
- Human Resources (HR) experts: HR teams can use new hire checklists to make sure that all necessary documentation is completed to comply with the hiring requirements.
- Training and development teams: Training and development teams can use employee onboarding checklists to plan and track the training sessions needed for the respective role.
- IT departments: IT teams can use new hire checklists to set up computer systems and provide software access for new hires.
- Facility or office managers: Facility and office managers who are in charge of the physical workspace can use employee onboarding checklists to make sure that the new hires have access to the necessary facilities and equipment.
- Co-workers and mentors: Co-workers and mentors can use new hire onboarding checklists to guide newcomers through the introduction process, answering questions and providing support.
- Small business owners: In small companies where roles might overlap, business owners can use new hire checklists to manage the onboarding process effectively.
- Employees themselves: In some cases, new hires may be provided with a checklist to help them navigate through the onboarding process, allowing them to take ownership of certain tasks and responsibilities.
What To Include In A New Hire Onboarding Checklist
Here’s a step-by-step guide of what to include in a new hire checklist. Depending on your role in the onboarding process, you can customize some of the points:
1. Complete HR Forms And Paperwork
The first step you need to take when onboarding a new employee is to complete the forms and paperwork needed for the human resources department. These can include:
- Employment contract/agreement
- Confidentiality or non-disclosure agreement (NDA)
- Code of conduct or workplace policies acknowledgment
- Benefits enrollment forms
- Technology and equipment usage policies
2. Set Up Accounts
Create and configure various digital accounts which the new hire will need to perform their job.
- Set up email accounts
- Provide access to company networks
- Provide login credentials for relevant software or platforms
- Add your new employee to relevant email or chat groups so they can stay up to date and collaborate with their teammates
This step makes sure that the new employee has the required digital infrastructure from the beginning, enabling a smooth integration into the organization’s technology ecosystem.
3. Prepare All Equipment
Make sure that the new hire’s work environment or workstation is equipped with the necessary tools for their role.
This can include preparing a desk and a chair, setting up their computer and supplying any additional equipment, such as phones or specialized tools.
4. Send A Welcome Email
Sending a welcome email to the new employee sets a positive tone and shows enthusiasm about their contribution to the organization.
Use this opportunity to provide information about their first day and introduce them to the key team members. This personalized communication helps ease the transition and fosters a sense of belonging from the get-go.
5. Provide A Company Overview
Introduce the new hire to the organization’s history, mission, values and structure.
If applicable, talk about your policies and dress code and hand them the employee handbook with relevant information and frequently asked questions.
This introduction helps employees understand the company’s culture and goals along with their role and facilitates their integration into the corporate environment.
6. Explain Your Expectations
If you are a manager, clarify your expectations to avoid any misunderstanding later.
Explain the employee’s role and daily duties to help them understand what they need to do in their new role from day one. Do not leave it to the employee to try and figure out what is expected of them, even if they have worked in a similar role prior to joining your team.
7. Review The Employee’s Schedule
Define and review the employee’s schedule for the first day or week. This schedule may include:
- Orientation sessions
- Training programs
- Meetings with team members
Answer any questions the new employee may have regarding their tasks and provide the necessary instructions.
Offering a clear overview of the first week helps the new employee plan their time effectively, reduces uncertainty and contributes to a more organized onboarding experience.
8. Arrange The Employee’s Training
Whether it involves reading materials, watching videos, or conducting workshops, create a list of the training programs your new employee needs to go through and schedule the sessions accordingly.
A good practice is to keep all the training materials in one place, such as in a digital platform. Many companies use an onboarding program to optimize their employees’ learning experience.
Plan training sessions and materials ahead of time, so they are ready when the employee joins your company.
Don’t forget to offer your support and answer any questions the employee may have during the training period.
9. Prepare Team Introductions
Schedule a welcome meeting, team lunch or virtual session where you can introduce the new hire and the team members can share their roles, responsibilities and a bit about themselves.
Creating a structured process for team introductions helps build relationships, encourages collaboration and fosters a sense of belonging.
10. Prepare The First Assignments
The next step in your new hire checklist is to prepare the first assignments for your new employee.
Include relevant explanations to go along with the assignments, the deliverables and deadlines. Make sure the employee has access to supporting materials and examples they can use for reference.
11. Check In With The Employee
Once you have assigned your new hire with their initial tasks, don’t forget to check in with them to see how they’re settling in, and whether they need any help with the assignments.
Many employees feel confused and overwhelmed during the first months, but they may feel insecure voicing their questions and concerns. Reach out to the employee regularly to ask if they have any questions and to help.
12. Provide Timely Feedback (And Ask For It)
Providing feedback to your new employee helps them adapt to the work environment and it also makes them feel valued.
Giving feedback is vital not just for your new employee but for your entire team as well, as it can help motivate them and improve their performance.
Similarly, asking for feedback is just as important as providing feedback to your employees. In fact, an employee engagement study by Gallup showed that managers who receive feedback on their abilities increased their profitability by 8.9%. compared to managers who did not receive any.
13. Schedule Regular Meetings
The last step in your checklist is to schedule regular one-on-one meetings with your new employee to discuss their performance, address questions and concerns, and make sure they have everything they need to perform their job accurately and efficiently.
Create Onboarding Checklists With doForms
doForms helps you ditch the messy and costly paperwork as it offers a simpler, more organized and efficient way to create and store the forms you need.
How can doForms help exactly?
doForms mobile forms solution allows you to create a custom checklist for hiring a new employee, then easily edit and save the form. You can also access or sign your document from any location using the doForms mobile app!
The paperless approach to creating checklists lets you organize your forms and store them in a centralized, secure location. Create a new hire checklist template using ready mobile forms from our library or build your own with our mobile form builder.
doForms mobile forms are:
- Easily customizable
- Accessible anytime, anywhere
With doForms, you can:
- Streamline the onboarding process
- Save money on paper
- Use available templates
- Create custom forms
- Access, sign, and send form from anywhere
Along with checklists and other digital forms, you can manage payroll, inventory, employee schedules and more with doForms!
FAQs About Employee Onboarding Checklists
Want to know more about new hire onboarding checklists? Explore our FAQs section below.
Who creates onboarding checklists?
The HR department is usually responsible for creating and managing new hire checklists.
How do onboarding checklists contribute to workforce management?
Onboarding checklists play a crucial role in workforce management by providing a structured framework for the efficient integration of new hires. They streamline processes, help align new employees with organizational goals, contribute to a cohesive work environment and better resource allocation.
Can I customize digital checklists?
Yes, doForms allows you to tailor the onboarding process for different roles and departments and create the checklists you need.
Can I create scalable checklists?
Yes, with doForms, you can create and edit forms at any time based on the needs and requirements of different roles. For onboarding checklists, for example, you can include additional orientation sessions and training modules or implement automated reminders.