Induction Checklist For New Employees

1. Send out the employment contract

First thing’s first: send the employee their employment contract. 

It can be frustrating for new starters to receive loose documents sporadically via different channels and have no one place to view them. So, to ensure inductions are seamless, all documentation should be housed in and distributed from an easily accessible place.

Below is a checklist for things you must consider when sending a new starter their employment contract.

Checklist:

• Clearly state all terms of the contract
• Allow time for review and sign-off from approval managers
• Finalise contract terms and send to the candidate
• Allow the candidate time to read through the contract and potentially come back with questions or concerns
• Ensure you have the signed contract before an employee starts

2. Provide and collect relevant documentation

Housing all induction documentation on a digital platform can help to ensure it is sent, signed, returned and stored on file. Not all documentation must be sent out at once, so to avoid overwhelming new starters you can provide them with a downloadable link so they can access documents in their own time.

Below is a list of essential information each new starter must provide before they begin their employment.

The Checklist:

• Personal contact details
• Tax file number (TFN)
• Visa and work requirements
• Police checks (plus any other relevant checks)
• Superannuation information
• Bank account information

And below is a list of information new starters must acknowledge and return.

The Checklist

• Employee handbook
• Fair Work policies
• Company policie

3. Get new starters up to speed on safety

Health and safety in the workplace is highly important, so new starters must be trained on all relevant company protocol and policies during their induction. 

To ensure training is effective and that new starters absorb all information given to them, it’s advised that training is both interactive and staggered over multiple sessions.

Below are some checklist items you should consider including in your training.

The Checklist:

• Occupational Health & Safety (OHS)
• Equipment, chemical, manual handling or environmental training
• Emergency procedures
• Who is the contact in an emergency?
• Fire exits
• Assembly point
• First aid kits
• Any company tests, policies or procedures before day 1

4. Get all the necessary provisioning done before Day One

It’s crucial that all provisioning is completed before an employee’s first day. It doesn’t take much time but makes a huge difference to the employee experience.

Employee provisioning includes setting up passwords, electronics and access keys. Below are some provisioning items that may be considered.

The Checklist:

• Electronic devices (laptop, mobile etc)
• Wi-Fi access
• Office entry security access (fobs etc.)
• Access key passwords
• Social network (e.g. Slack, Messenger)
• Payroll processing

5. Make sure they feel welcome on their first day

An employee’s first week is a time for creating positive first impressions. When building an induction plan, ask these key questions:

• What impression do you want to have on your new starters?
• What is the best way to showcase your company values and culture?
• How can you help to foster team relationships?

This is an opportunity to get creative and show off your corporate culture and team values. At HROnboard, we decorate a new hire’s desk with fun gadgets and stationery. We also plan a “get to know you” team lunch. With these small details, we can create an inclusive environment and a happy “welcome”. 

Below are a few pieces of information to provide new starters on their first day.

The Checklist:

• Workplace tour:
• Office
• Bathrooms
• Kitchen
• Outlets
• Departments

• Welcome them to the team
  • Organise team introductions

• Send out a Day One schedule beforehand to ease them in

6. Manage the probation period

After the initial induction phases are complete, it’s time to think about probation. Probation periods allow time for both employee and employer to assess whether they are a good fit for the organisation and to ensure employees are adhering to obligations.

The outcome of a probation review should not be a surprise to either party if regular meetings take place to discuss feedback. Below are some checklist items employers should consider to ensure the probation period is effective.

The Checklist:

• Schedule set meetings every couple of weeks to run through employees’ progress and provide constructive feedback for improvement
• Set clear goals at the beginning of the employees’ journey
• Measure employee success by setting clear metrics for delivery
• Send out communication reminding employees about their probation review and how to prepare for i

HROnboard, an ELMO company, offers a best-in-class software solution that reduces the amount of time HR teams and leaders spend securing the best candidates and undertaking the critical onboarding process for new hires. Our solution also helps manage internal employee role changes and can create a smooth and seamless process for exiting employees. To find out more, reach us here.

ELMO Cloud HR & Payroll offers end-to-end solutions for the entire employee lifecycle, from ‘hire to retire’. This includes recruitment, learning, performance management, payroll, rostering / time & attendance, and more. For further information, contact us.