Make it official with HR
You will first need to submit a job application document to be approved by the Human Resources department. The HR team may need a complete background check and drug test to be done before your candidate can be hired officially.
Prepare new hire paperwork
Put together all documents required to be signed by the new hire on their first day, such as tax documents and other important agreements. It is advised to compile a bundle of company-related documents such as the benefits information package and the employee handbook. Include contact information including where they can go should they have any questions. For example, the accounts department for payment information or the HR department for training material. It may be helpful to print out the job description and responsibilities to assist the new hire with the company’s expectations for the position.
Procure devices and equipment
Be sure to request for all necessary devices and equipment from the IT department in advance to ensure everything is ready on the start date of your new hire. Items such as the employee’s computer and landline to the mouse and keyboard should be functioning from the moment your new hire arrives.
Creating accounts and logins
Get in touch with your IT team, HR team, accounts department and anyone else required to help set up all relevant systems and assets required for the employee to get their job done and to enter the building.
Prepare the workspace
Make sure they have a clean desk and chair, and whatever other items they need at their workstation. If possible, gather company branded swag and office supplies to create a welcome kit for their workspace.
Schedule an orientation
On the first day of your new employee, assign a time slot for orienting your new hire about the company. Not only will this give your new hire time to sign some paperwork, but also to get acquainted with company culture, the team, as well as the different departments involved in the company operations.
Tour the premises
The first day makes for the ideal time to give the employee a tour around the premises and introduce them to key personnel within each department. You could also provide them with a map of the premises, so they feel comfortable when trying to find their way around the office. This tour may also be an excellent time to provide them with their access keys or codes and to explain security protocol.
Assign a peer mentor
Where able, introduce the new hire to a senior peer within their department to take on the role of a mentor during the first few weeks on the job. The peer mentor should adopt the role of answering questions and imparting tribal knowledge about the company while performing introductions between the new employee and others in the company. A mentor is essential to the success of a new hire as this prevents any isolation the new hire may feel as they navigate around their new job role.
Send a new employee announcement
Welcome the new hire by sending an email to the company together with a picture of the new hire or make an announcement of said hire during a company meeting — or both. When making the announcement, include information about what the new hire’s job role is as well as which team they have been assigned to. Other interesting information can also be added to help others relate to the new hire, such as employee’s hobbies, interests, and a brief touch on their professional background. The purpose of this announcement is to encourage other employees to say hello and to extend a personal welcome when they spot the new hire around the office.
Schedule time for onboarding feedback
Arrange a time slot to meet with your new hire, preferably after their first couple of weeks, to find out how they’re adjusting in the company and whether they have any feedback on the onboarding plan. This conversation can help improve upon the current onboarding process by adding beneficial items that may be lacking.
Set up a 30, 60 and 90-day check-in plan
It’s important to keep track of how your new hire is doing. The best way to do this is to schedule regular intervals such as after their first month, second month, and first quarter. These meetings should give the employee an opportunity to share any concerns they may have or to provide feedback about their training and to discuss how well they are adapting to their job role.
You may want to add extra items to your new hire checklist depending on the objectives you wish to achieve. Any changing circumstances or feedback provided by the employee may also prompt an update or revision of your current onboarding process. By creating a thoroughly organised new employee checklist, you ensure a smooth and seamless experience for new team members, their existing team members, and the company.