What is onboarding?

Onboarding is the process of integrating a new employee into a company and equipping them with the knowledge, tools and support they need to succeed in their role. It generally includes practical steps like verifying right-to-work documentation, setting up payroll and providing workplace inductions. It may also involve formal training, depending on the nature of the role. A well-structured onboarding process can help new employees feel welcome, reduce early-stage turnover and enable them to contribute more quickly and with confidence. Paying close attention to your onboarding can be a strategic investment in your company’s future, setting the foundation for your staff’s long-term success.

Why is it important to maintain a new employee onboarding checklist?

As there are many necessary steps to preparing a new employee for their role, an onboarding checklist can help you make sure no key actions are left out during the busy first few weeks.

A new employee checklist also helps you to streamline the entire onboarding process and provide your new employees with the information, resources and support they need from day one. Some benefits of a comprehensive onboarding process include:

• Helping new employees feel welcomed and prepared
• Higher retention rates and employee satisfaction
• Facilitating a supportive and uplifting company culture
• Laying the foundation for a more engaged and productive workforce
• Enabling new employees to more quickly become valuable team members

Steps for a streamlined onboarding process

Here is a list of steps to consider including in your new employee checklist template:

1. Make it official with HR

Before your new employee can be onboarded, their employment needs to be made official with your HR team. This may include tasks like a background check, right to work in the UK check and salary negotiations before the official employment contract is issued. During this process, new employees might be introduced to some of your company’s policies.

1. Prepare new employee paperwork

Put together all documents that need to be signed by the new employee on their first day, such as tax forms and other important agreements, along with onboarding materials like a welcome pack, the employee handbook and a benefits information package. This may also include details about relevant training, along with training materials. It’s a good idea to also add contact information for relevant departments (e.g. payroll and accounts) so employees know where to go with any questions they may have.

1. Send a pre-onboarding email

The pre-onboarding stage is the part of the onboarding process that sets the tone for a new employee’s experience. Before they arrive on-site, consider sending a personalised welcome email that outlines what to expect on the first day.

1. Procure devices and equipment

Try to request all necessary devices and equipment from your IT department in advance so that everything is ready for your new employee’s first day. Items like the employee’s computer, keyboard, mouse and landline phone, if needed, should ideally be functioning from the moment they arrive.

1. Create accounts and logins

Reach out to your IT team, HR team, accounts department or any other relevant parties to help you set up all relevant systems and credentials required for the employee to perform their job, communicate digitally with other team members and enter the building and other physical employee spaces.

1. Prepare the workspace

Make sure your new employee has a new or freshly cleaned desk and chair, along with any office supplies they may need. If you have any branded items like notepads, stationery or coffee cups, you can gather these together to form a welcome kit for their workspace.

1. Schedule an orientation

It’s a good idea to schedule a dedicated new employee orientation session for the first day. This gives your new employee plenty of time to sign any necessary paperwork and get acquainted with company culture, the team and the different departments they may be liaising with.

1. Conduct a tour of the premises

The first day is an ideal opportunity to take your employee on a tour of the premises and introduce them to key personnel within each department. You can also use this time to provide them with their access keys or codes and explain security and safety protocols.

1. Assign a peer mentor

Consider assigning each new employee a senior peer within their department or an ‘onboarding partner’ to take on the role of a mentor during their first few weeks on the job. This peer mentor can answer questions and share their knowledge about the company, as well as perform introductions to others in the company. Such informal mentorship programmes can help to prevent isolation and anxiety while the employee navigates their new job role.

1. Send a new employee announcement

You can help new employees feel welcome by sending out a company email about their arrival or making an announcement during a team meeting. You can include information about their role and which team they have been assigned to, as well as personal details, like a photograph, their hobbies and interests or a short summary of their professional background. This action often encourages other employees to make a point of greeting the new employee and helping them to settle in.

1. Schedule time for onboarding feedback

Arrange a time slot to meet with your new employee, preferably after their first few weeks, to find out how they’re adjusting. This meeting can also be an opportunity to collect feedback on your onboarding process and identify any features that may be lacking or changes you could implement.

1. Set up a 30, 60 and 90-day check-in plan

Keeping track of how your new employee is doing is an important part of nurturing their professional development. A good way to do this is to schedule regular intervals for check-ins, such as after their first month, second month and the first quarter. These meetings give employees the chance to share any concerns they may have, provide feedback about their training or let you know how well they are adapting to their job role.

You may want to add extra items to your new employee checklist, depending on the objectives you wish to achieve, the nature of the role and the space in which the employee will be working (e.g. in-office vs remote). Any changing circumstances or feedback provided by new employees may also prompt an update or revision of your current onboarding process.

Special considerations

Keep your onboarding process flexible enough to address the unique requirements of different types of new employees. For remote employees, the employee onboarding checklist may include digital onboarding tasks like online training sessions, virtual introductions to team members and regular video check-ins to encourage connection and engagement.

New team members joining in person may benefit from additional support too, such as extra training sessions or job shadowing, to help them understand the company culture and job expectations. Leveraging onboarding software and digital onboarding templates can help to make these processes more efficient. By customising the onboarding programme to fit the needs of all workers, you can boost employee engagement, increase productivity and set each new employee up for success.