A manager’s checklist is a document that outlines the steps to take when onboarding a new employee.
Onboarding a new employee is a delicate process that can set the tone for the new hire’s overall job performance and satisfaction.
Between forms to be filled out and accounts to be created, there are many steps in the onboarding process to help ensure your new hire is set up for success in the workplace.
We’ve put together a step-by-step guide to a manager’s checklist for hiring a new employee, plus, we’ll share how you can streamline the new hire process by going digital and ditching the messy paperwork.
What Is A Manager’s Checklist?
A manager’s checklist for hiring a new employee is a document that covers all the essential steps you need to take, as a manager, during the onboarding process.
A manager’s checklist helps you guide your new employee in the first days and weeks on the job, to make sure they get the training and support they need to get started.
Why You Need A Checklist For Hiring A New Employee
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 manager’s checklist helps you plan and execute the onboarding process more efficiently, to ensure a positive experience for both parties — the manager and the employee. A detailed checklist also helps you address and tackle the biggest challenges new hires face when they join a team.
A manager’s checklist:
- Reduces wasted time
- Facilitates open communication
- Helps you keep track of the onboarding process
- Increases employee retention
- Boosts employee engagement
- Increases productivity
Manager’s Checklist For Hiring A New Employee
Here’s a step-by-step guide of what to include in your manager’s checklist:
Step 1. Complete All Forms And The Paperwork For HR
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.
Make sure HR provides the new employee with a contract that explains the details of the role, along with paperwork for payroll, benefits, etc.
Step 2. Send a Welcome Email
On your employee’s first work day (or prior to it), send them an email to welcome them to the company. Use this opportunity to include information about what the new employee can expect on their first day.
Step 3. Provide A Company Overview
Next, provide the new employee with a company overview to briefly introduce them to the company culture, your policies and dress code.
Give the new hire access to the employee handbook with relevant information, policies and frequently asked questions.
Step 4. Clarify Your Expectations
As a manager, you need to clarify your expectations with the new employee to avoid any misunderstanding later.
Explain the employee’s role, daily duties, and 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.
Step 5. Prepare All Equipment
The next step is to prepare the new employee’s work environment or workstation.
Prepare the office space, a desk, a chair, and any IT equipment they need for the job, such as a computer and phone, and make sure the equipment is fully functioning.
Step 6. Set Up Accounts
Make sure the new employee is all set up regarding the systems your company uses and ensure they have access to everything they need. Set up their accounts and logins for any software programs they will be using in their day-to-day tasks.
This is a good time to also add your new employee to relevant email or chat groups so they can stay up to date and collaborate with their team mates.
Step 7. Review The Employee’s Schedule
When a new employee joins your team, take the time to define and review their schedule for the first day or week with them.
Go over tasks with them to explain what they will work on during their first days at the company and make sure they understand their role.
Answer any questions the new employee may have regarding the first week’s tasks and provide the necessary instructions.
Step 8. Prepare Team Introductions
Now is the time to introduce the new employee to the rest of the team, including team leaders. Schedule a welcome meeting to welcome the new employee to the company and allow them to meet their new colleagues.
Step 9. Arrange The Employee’s Training
A new employee’s first month is typically focused on training programs, so the employee can get to know your approach and processes.
These training programs can include everything from best practices, company and safety policies to technical, program or equipment 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 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.
Step 10. Prepare The First Assignments
The next step in your new hire checklist for managers 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.
Step 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 require 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 offer assistance.
Step 12. Provide Timely Feedback (And Ask For It)
In a survey conducted by PwC, 72% of respondents under the age of 30 said they would like to receive daily or weekly feedback at work.
Giving feedback is vital not just for your new employee but for your entire team, as it can help motivate your workforce and improve their performance, among other benefits.
Providing feedback to your new employee helps them adapt to the work environment and it also makes them feel valued.
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 feedback.
Step 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, concerns, and ensure they have everything they need to perform their job accurately and efficiently.
Creating A New Hire Checklist For Managers With DoForms
Need to create a new hire checklist? There’s a simpler, more organized and efficient way to create and store the forms you need, without involving messy paperwork.
doForms is an innovative solution for ditching the time-consuming paper checklists that are not only inefficient but also hurt our planet.
How can doForms help exactly?
doForms mobile forms allow 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 — all you need is Internet access!
The paperless approach to creating checklists lets you organize your forms any way you like, and store them in a centralized, secure location. Create a new hire checklist template so it’s ready to go every time you need to onboard a new employee.
doForms mobile forms are:
- Easily customizable
- Accessible anytime, anywhere
With DoForms, you can:
- Streamline the paperwork 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!
Wrapping Up On A Manager’s Checklist For Training A New Employee
Creating a manager’s checklist for hiring a new employee not only saves you time and helps you keep track of the onboarding process, but it also helps create a smooth experience for the employee.
A manager’s checklist for training a new employee should include the following steps:
- Complete all forms and paperwork
- Send a welcome email
- Provide a company overview
- Clarify your expectations
- Prepare all equipment
- Set up accounts and logins
- Review the employee’s schedule
- Prepare Team Introductions
- Arrange the employee’s training
- Prepare the first assignments
- Check in with the employee
- Provide timely feedback
- Schedule regular meetings
To streamline the new hire process, save time, save money and improve organization, go paperless and opt for DoForms mobile forms!