The Ultimate Onboarding Checklist

The Ultimate Onboarding Checklist - Jobvite

Onboarding is a comprehensive approach designed to bring new employees into a company and get them acquainted with their new role in way that goes far beyond simple orientation. Done right, onboarding helps new employees understand company goals, reach their full potential and get productive quickly.

Onboarding doesn’t start and end with your employee’s first day on the job.

The first weeks and months on a job are critical in shaping how your new employee feels about their role and your company. The following checklist is designed to give you the tips and tools you need to deliver a smooth, successful—and fun!—onboarding experience.

Download the PDF

 

The Ultimate Onboarding Checklist - Jobvite

Before Your Employee Starts

Make them feel welcome

Communicate how excited you are to have them join the team.
Help them feel “settled in” on their first day on the job.

Confirm their Schedule and Job Duties

Call employee:

  • Confirm start date, time, place, parking, dress code, etc.
  • Identify computer needs and requirements.
  • Provide name of their onboarding buddy.
  • If you have a new employee portal, then send it to them so that they can get a head start on onboarding tasks.
  • Remind him/her to bring any relevant identification required to complete paperwork (Passport, Driver’s Licence, etc.)
  • Prepare employee’s calendar for the first two weeks and add regularly scheduled team or staff meetings.
  • Plan the employee’s first project or assignment.

The Ultimate Onboarding Checklist - Jobvite

Help Them Get Socialized

  • Send an email announcement to your employee’s department/team. Include start date, employee’s role, and bio. Copy the new employee, if appropriate.
  • Select your new hire’s buddy. Meet with them and provide suggestions and tips.
  • Set up meetings with critical people for the employee’s first few weeks.
  • Arrange for lunch with team members and their buddy for the first day and during first week.
  • Arrange for a building / company tour.

The Ultimate Onboarding Checklist - Jobvite

Set Up their Work Environment

  • Put together a welcome packet that includes: job description, welcome letter, contact names and phone lists, building map, parking and transportation information, mission and values of the company, information on your department or functional group, etc. space with supplies.
  • Order office or work area keys.
  • Order business cards and name plate.
  • Arrange for parking, if needed.
  • Add employee to relevant email lists.
  • Order technology equipment (computer, printer, tablet) and software and contact local IT team to set up the system in advance. Set up new employee email and arrange for access to common drives and roles/access to other internal systems.
  • Arrange for phone installation, if applicable.

Training and Development

  • Remind employee to sign up for an in-person New Employee Orientation session.
  • Arrange pertinent trainings required for the job.

The Ultimate Onboarding Checklist - Jobvite

Your Employee’s First Day

 Make the employee feel welcomed

So they are prepared to start working. Help your employee understand the position and performance expectations.

Explain their Schedule, Job Duties, and Expectations

The Ultimate Onboarding Checklist - Jobvite

  • Clarify the first week’s schedule and confirm required and/or recommended training.
  • Provide an overview of the functional area: its purpose, organizational structure, and goals.
  • Review job description, outline of duties, and expectations. Describe how employee’s job fits in the department and how it contributes to the larger organization.
  • Explain policies and procedures, including work hours, flexible work policies, overtime, use of vacation and sick time, holidays, etc.

Help them Get Socialized

  • Greet the employee on the first day.
  • Introduce employee to others in the workplace, including his/her buddy.
  • Take employee out to lunch or make sure that his/her buddy or team takes him/her out to lunch.

Work Environment and Technology

  • Give employee key(s) and building access card and take them on a building tour.
  • Remind employee to complete tasks on the new hire portal and fill out HR and benefits paperwork.
  • Photocopy required IDs to keep on file and to complete state and local paperwork.
  • Provide department or building-specific safety and emergency information.
  • Explain how to get additional supplies.
  • Provide information on setting up voicemail and computer.

The Ultimate Onboarding Checklist - Jobvite

Your Employee’s First Week

Help your new employee

So they understand internal processes and performance expectations and feel settled into the new work environment.

Explain Schedule, Job Duties, and Expectations

  • Debrief with employee after she/he attends initial meetings and training, and begins work on initial assignment. Touch base quickly a few times throughout the week.
  • Explain the annual performance review and goal-setting process.

The Ultimate Onboarding Checklist - Jobvite

Help them Get Socialized

  • Consider hosting a special breakfast or snack to help your new employee meet the team on an informal basis.
  • Invite the employee to do a short “about me” presentation at your next team or staff meeting.

Work Environment and Technology

  • Ensure your employee has fully functioning computer and systems access and understands how to use them.

The Ultimate Onboarding Checklist - Jobvite

Your Employee’s First Month

Outcomes

Help your employee feel settled into their position and continue to develop, learn about the organization, and build relationships.

Confirm Schedule, Job Duties, and Expectations

The Ultimate Onboarding Checklist - Jobvite

  • Conduct regularly occurring one-on-one meetings.
  • Elicit feedback from the employee and be available to answer questions.
  • Discuss performance and professional development goals.

Help them Get Socialized

  • Continue introducing employee to key people and bring him/her to relevant events.
  • Meet with employee and buddy to review the first weeks and answer questions.
  • Have employee “shadow” supervisor at meetings to get exposure to others and learn more about the department and organization.
Training and Development
  • Ensure employee has attended Human Resources New Employee Orientation.
  • Ensure employee is signed up for any necessary training.

The Ultimate Onboarding Checklist - Jobvite

Did you know that 69% of employees are more likely to stay with a company for three years if they experienced great onboarding? Clearly, successful onboarding is key to engaging and retaining top talent. With this checklist you now have all the tools to create a comprehensive and thoughtful onboarding program will ensure your perfect candidate turns into a great employee.

Ready to learn how to onboard new hires faster and retain them longer? Check out Jobvite Onboard.

Jobvite is the industry leader in recruiting software that helps emerging, mid-market, and enterprise companies hire top talent easily, efficiently, and effectively. Our comprehensive and analytics-drivenrecruiting platform accelerates recruiting with an easy-to-use Applicant Tracking System (ATS), social recruiting capabilities, mobile-optimized branded career sites, a recruiting branding solution, on-demand video screening, advanced analytics, onboarding, and seamless integration with other HR systems. Focused exclusively on recruiting software since 2006, with offices in San Mateo and London, Jobvite has thousands of customers including LinkedIn, Schneider Electric, Amway, Zappos, and GoDaddy. To learn more & request a free demo, visit www.jobvite.com or follow us @Jobvite.