Knowledge-led Recruitment

New Employee Onboarding & Orientation Checklist

Schedule and Job Duties Offer letter sent and received. Send contract of employment. Background and security checks completed and verified if applicable. Call employee:

o Confirm start date, time, place, provide map, parking and dress code.

o Determine the mode of transport and discuss parking or links to public transport.

o Make employee aware of lunch plans for their first day.o Request any documentation they may need to bring with them on

their first day e.g. P45 or P46, Passport, Visa etc. o Identify I.T. and computer needs and requirements for specific job

role.o Provide name of their onboarding buddy for their first week.

Prepare employee’s calendar for the first two weeks.

Plan the employee’s first tasks and assignments with management and team leader(s).

Socialisation Email department and/or team of the new employee’s details. Include start date, employee’s

role, and bio. Copy-in the new employee, if appropriate.

Set up meetings with critical people for the employee’s first few weeks including team, department, HR, manager(s) and director(s).

Arrange for lunch with the appropriate person(s) or buddy for the first day.

Successful Onboarding ChecklistEvery phase of the onboarding process with a new employee is important, from before they begin their job, through their first month, to the successful completion of their first year.

We’ve designed this checklist to ensure your company navigates smoothly through the onboarding process. In addition, you may want to use the checklist to help determine who will do what and when to help new employees be successful in the business.

Pre-Boarding

Knowledge-led Recruitment

Select an appropriate buddy, which should be in the same team and be able to provide advice and guidance.

Meet with the buddy and provide information on the new employee and discuss role and responsibilities.

Arrange for an office or building tour and ensure all security passes are ready (if required).

Discuss local amenities e.g. ATM, bank, shops, supermarkets, post office, pharmacy etc.

Work Environment Create a welcome pack for the new starter. It should include job description, welcome letter,

contact names and phone list, office map, parking and transportation information, company mission statement and values, building information and security information.

Clean the work area and set up office space with supplies.

Order office or work area keys / building access pass.

Order business cards and name plate for where the new employee will be seated, if required.

Allocate parking and provide parking pass, if required.

Add employee to relevant email lists or internal email distribution groups.

Technology Access and Related Order technology equipment (computer, printer, tablet, telephone, mobile phone, laptop, sat

nav etc.) and set up software. Provide instructions for all technology devices. Provide personal use policies.

Contact I.T. department/supplier to have the I.T. system set up in advance.

Arrange for access to shared drives and set up new folders.

Arrange for telephone installation.

Update telephone list and directory.

Training/Development Remind employee to sign up for new employee orientation workshops and training.

Arrange training and presentations required for the specific job role.

Knowledge-led Recruitment

Schedule, Job Duties, and Expectations Contract of Employment has been discussed, signed and filed.

All payroll information has been signed and given to HR or Finance department.

Ensure any employee benefits forms have been completed i.e. health cover, childcare vouchers etc.

Emergency contact details form completed and handed to HR department.

Clarify the first week’s schedule and confirm required and recommended training.

Provide an overview of the functional area – its purpose, organisational structure and goals.

Review job description, outline of duties, and expectations.

Describe how the employee’s job fits in the department, and how the job and department contribute to the overall company objectives (if applicable).

Review hours of work. Explain policies and procedures for overtime, use of holidays and sickness. Explain any flexible work policies or procedures.

Socialisation Be available to greet the employee on their first day and introduce them to the team and

management.

Introduce employee to others in the business.

Introduce employee to their buddy.

Take employee out to lunch or arrange for them to have lunch with their buddy or team.

Work Environment Give employee key(s) and building access card and sign documentation.

First Day Experience

Knowledge-led Recruitment

Provide information on shared offices, conference rooms or spaces where access is required and how to book areas for meetings.

Escort employee to first training session and ensure they know what they are doing on their first day.

Discuss transportation and parking.

Provide department or building-specific safety and emergency information.

Take employee on tour of building and/or site.

Explain how to get additional supplies.

Provide learning aids and resources, manuals and shared directories.

Provide information on travel expenses, policies and procedures for travel reimbursement.

Provide information on rules and regulations on visitors in the workplace.

Technology Access Provide information on setting up I.T., computer, software access, email, voicemail and

conferencing.

Schedule, Job Duties, and Expectations Give employee his/her initial assignment. This should be challenging but achievable for their

level of expertise.

Debrief with employee after they attend initial meetings, attend training, and begin work on initial assignment. Also touch base quickly each day.

Provide additional contextual information about the department and organisation to increase understanding of the business functionality.

Explain the annual performance review and goal-setting process.

Review the process related to the probationary period.

Schedule and conduct regularly occurring one-on-one meetings.

Continue to provide timely, on-going, meaningful “everyday feedback.”

Solicit feedback from the employee and be available to answer questions.

Explain the performance management process and compensation system.

Discuss performance and professional development goals.

First Month Essentials

Knowledge-led Recruitment

Give employee an additional assignment.

Give employee feedback on the first assignment.

Socialisation Continue introducing employee to key people and bring them to relevant events.

Meet with employee and buddy to review first weeks and answer questions. Invite and arrange for new employee to attend any upcoming social events. Join new employee for lunch in break area or kitchen on a regular basis to encourage informal

conversations.

Training and Development Ensure employee has attended all training sessions and completed relevant areas of the

training book / workshops.

Ensure employee is signed up for necessary training.

Schedule, Job Duties, and Expectations Continue having regularly occurring one-on-one meetings.

Meet for informal three-month performance check-in.

Continue giving employee assignments that are challenging yet able to undertake and achievable.

Create written performance and professional development goals.

Discuss appropriate flexible work options. Conduct three-month performance review. Review progress on performance goals and professional development goals. Solicit informal feedback from peers who have been working with the new employee.

Socialisation Employee should shadow manager or team leader at internal and external meetings to gain

exposure to senior management and clients and learn more about the department and organisation.

First Quarter Tools

Knowledge-led Recruitment

Have a check-in with the employee and buddy.

Take employee out to lunch and have informal conversation about how things are going.

Invite employee to events such as breakfast clubs, lunches, sports events etc. Create an opportunity for employee to attend or be involved in activities outside of their work

area.

Meet with employee and buddy at the end of their structured buddy-relationship. Discuss how things went and what else would be helpful for the employee.

Training and Development Ensure employee attended all training sessions. Request for the employee to provide

feedback on the sessions and share as appropriate.

Ask if all training is completed or if further training is required.

Provide information about continued training and learning opportunities either internal or external.

Technology Access Ensure employee has fully functioning computer and systems access and understands how to

use all programs and software.

Knowledge-led Recruitment

Schedule, Job Duties, and Expectations Celebrate success and recognition of employee’s contributions.

Continue providing regular informal feedback.

Schedule Annual Review.

Provide formal feedback during the Quarterly or Probation process.

Have a conversation with employee about their experience at company to date:

o Extent to which employee’s expectations of role and responsibilities were met.

o Extent employee’s skills and knowledge are being utilised and ways to better utilise them; what’s working, what they need more of, etc.

o Begin discussing the year ahead.

Socialisation Support and encourage the employee to participate in management meetings and work with

cross-functional teams.

Solicit employee’s feedback and suggestions on ways to improve the onboarding experience. Do this one-on-one or with a small group of new employees.

Measure Success – End of Probation Period

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Knowledge-led Recruitment

Training and Development Discuss employee’s professional development goals and identify relevant learning

opportunities.

Schedule performance reviews.

Celebrate achievements and targets.