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The Ultimate New Employee Onboarding Checklist

A well thought-out new hire onboarding checklist is a must-have for every HR team. When done properly, onboarding ensures new hires are engaged in their new role and are ready to hit the ground running on day one.

Onboarding a new hire can be a complex process, and involves many important facets – from completed documentation and workplace assimilation to ongoing employee engagement.

Fear not! We have compiled the ultimate checklist to ensure you don’t miss a beat when onboarding a new employee.

Note: If you’d like a more thorough analysis of what makes an onboarding journey go from bland to grand, check out our onboarding best practice guide

Before Their First Day

Sometimes the administrative essentials are the hardest to completed on time.

These tasks encompass the essentials you need to enrol and provision your new hire’s or their first day. Having an efficient process to adjust, deliver and receive documentation is fundamental to satisfying this often drawn out stage.

We recommend using a best-of-breed employee onboarding software that manages the tasks for both the hiring manager and the new hire. Automating these essential tasks reduces time to hire and ensures your employees are set up for success before their first day.

In the meantime you can use the our onboarding checklist:

1. Collect Employee Details

Personal Details

  • Full name
  • Email address
  • Mobile number
  • Address

Work Rights Status

  • General eligibility check
  • Tax details collected

2. Collect Position Details

Position Details

  • Position
  • Department
  • Hiring manager

Employment Details

  • Employment type / status
  • Start date
  • Base salary
  • Commission
  • Superannuation rate
  • Total remuneration

Contract Specific Details

  • Passport / Driver’s license check
  • Probation period
  • Termination notice period
  • Medical / Credit check

3. Create & Send Job Offer

Job Related

Policies

  • Email use
  • Internet use
  • Social media use policy
  • Alcohol use at company events
  • Attendance
  • Charitable donations
  • Code of conduct
  • Computer and network use
  • Confidential information – classification/handling
  • Conflict of interest
  • Dress code
  • Non-disclosure agreements

4. Provision The New Employee

Organisational Socialisation

  • Announcement email
  • Team introductions scheduled

Payroll

  • Payroll details added to system

IT

  • Computer required
  • Phone required
  • Software required (or updated)
  • Peripherals required (headset, USB)
  • Login Details
  • Company email address

Provisioning Team

  • Desk allocation
  • Phone setup
  • Computer setup

5. Ensure Offer & Policy Acceptance

Contract

  • Signed & returned

Policies

  • Signed & returned

The New Hire’s First Week

Now that you have completed the mammoth amount of document processing – it’s time to create the best onboarding experience possible.

Within the first week your new hire will begin to shape their views and feelings about the company. Creating an amazing first day and week is crucial to easing your new hire into the company culture and creating a positive lasting impression.

The first week can be very overwhelming, so providing a fun, guided plan to your new hire can really take the pressure off.

6. Map Out Their First Day Plan

  • Send our calendar invites for meetings
  • Plan team member introductions
  • Decorate their desk

7. Get them immersed in company culture

  • Organise a lunch with key team members
  • Create an awesome office tour
  • Let the new hire in on the office banter
  • Communicate any upcoming events

Their First 3 Months

Constant communication is essential throughout this stage.

Reconnecting your new employee regularly with other team leaders that are relevant to their role can also help them build rapport and start achieving their goals

360° feedback is a tool that can ensure you and your new starter are in communication and meeting each other’s expectations.

8. Stay On-Top Of Probation Management

  • Schedule regular (weekly or bi-weekly) feedback ‘catch-ups’
  • Set performance goals that can be monitored and evaluated
  • Ask for feedback
  • Discuss end of probationary period

9. Ensure Professional Development

  • Collect feedback on any scheduled training
  • Discuss any further opportunities for professional growth

Their First Anniversary

By now, your ‘new’ employee will hopefully be settled in and contributing value to their team.

Be sure to make your employee feel special; maybe take them out for lunch or grab a drink.

Here are some essentials tasks to consider after the first year:

10. Celebrate their first anniversary

  • Shoutout to the team and celebrate the employee’s milestone
  • Prepare and conduct the yearly performance/salary review
  • Ask for feedback on the year that was
  • Re-evaluate goals, projections and future performance

Over to you!

That’s it from us. We hope that with this handy checklist at your disposal, you can create awesome first days for all of your new hires.

Want this check list as a PDF?

Fill in your details to download the easy to use checklist to seamlessly onboard an employee

employee onboarding checklist

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