New Hire Checklist for Better Onboarding
After all the effort that goes into the hiring process, you’ve finally found The One. Now it's time to onboard them.
The new hire checklist I’ve outlined here will take you from the new hire's first day of work through to the 90-day check-in.
Whether hiring employee number one or 100, it will ensure your new hire gets off to the best possible start.
What is an Employee Onboarding Process?
An employee onboarding process is a systematic approach to integrating new hires into an organization. It involves creating a structured experience that helps new employees transition smoothly into their roles and the company culture.
The onboarding process typically includes several key components, including:
- Orientation
- Training
- Goal setting
- Continuous feedback.
Why is a New Hire Onboarding Checklist Important?
After all the effort and resources that go into hiring new employees, a new hire checklist helps ensure a smooth, organized, and comprehensive onboarding process.
This is important, as a survey from BambooHR notes, "70% of new hires decide if a job is the right fit within the first month, and 29% know in the first week. On average, companies have 44 days to influence a new hire’s long-term retention."
Using HR background check platforms as part of your new hire checklist safeguards your company from potential compliance issues.
Benefits of creating an onboarding checklist:
- Streamlines the Onboarding Process: A checklist ensures all necessary steps are taken, from administrative tasks to introductions, making the process efficient and seamless.
- Improves Employee Experience: A well-structured checklist helps new hires feel welcomed and well-informed, boosting their initial experience and engagement with the company.
- Ensures Compliance and Consistency: The checklist ensures all legal and policy-related requirements are met consistently for every new employee, reducing the risk of oversights.
Actionable Advice: Make sure your checklist covers all onboarding stages—from first-day activities to ongoing integration tasks and regularly update it based on feedback from new hires and changes in company policy or regulations.
Finally, consider taking advantage of onboarding software solutions designed specifically to support the creation of an impactful onboarding process.
You can also use our new hire checklist template to help get you started.
The New Hire Checklist
The hard work of the recruiting process pays off when you bring in a new hire, but you're not over the finish line yet. Your new hire check list should help you set them up for success and avoid some common pitfalls.
A common pain point in the onboarding process is information overload. New hires often receive a large amount of information about the company, their role, policies, and procedures all at once, which can be overwhelming and challenging to absorb effectively.
This can lead to confusion and a slower adjustment to their new role, impacting their initial productivity and job satisfaction. Instead, what you want to create is a sustainable path toward a first 90 days that gradually increases in intensity.
So where does that start?
Day 1 Onboarding Checklist
Your checklist begins with your day one procedure. It's an important day in the employee experience, the first glimpse into the reality of working for your organization.
There will be a lot of days in an employee's time with the company that blur together, but the first day isn't one of them, so let's look at what steps you need to take to ensure you get it right.
Welcome wagon
The first day is all about making a strong first impression. Start by greeting the new hire warmly and introducing them to the team. A simple gesture like a team lunch or a coffee break can help break the ice and make them feel part of the group right away.
I remember my first office job. I was extremely nervous and was coming from a very different type of work setting in my previous experiences. I was welcomed with a "buddy breakfast" where I met with a designated mentor and a few team members. This informal setting helped reduce my first-day jitters and encouraged open communication from the start.
Orientation
After introductions, it's fairly standard that you provide a tour of the office or workspace if you're in an in-person setting. Show them essential areas like restrooms, break rooms, and emergency exits. This helps them feel more comfortable navigating their new environment.
If you're virtual, provide them with some tips on setting up their workspace and any information you have around best practices for equipment. Meet with them to discuss if there's anything that they need for support. You want to help them create a space where they focus and remain connected to their work.
Members of your senior leadership/executive team should look to help with employee orientation and be involved in activities like:
- Deliver a company presentation
- Give a tour of the building or facility
- Present a specific training topic
- Take the new team member out for coffee or lunch
Bringing senior leaders into the room will show their investment in staff, make them feel more accessible and help encourage the new team member to feel a sense of belonging and inclusion.
Finally, schedule an introductory meeting with their direct manager. This meeting should cover immediate tasks and give the new hire a clear understanding of what their first day will entail. Setting clear expectations from the beginning helps prevent confusion and sets the tone for a productive work relationship.
Workstation setup
Nothing is more frustrating for a new hire than arriving at a workplace where their tools aren’t ready. Ensure that the new hire’s workstation is fully set up before they arrive. This includes setting up their computer, installing necessary software, providing email access, and setting up their phone.
In addition to technology, make sure they have all the necessary office supplies and equipment. A well-prepared workstation shows that the company values their arrival and is serious about helping them succeed from day one.
In a virtual setting, this should be done beforehand, ensuring that when they take their equipment out of the box, it's ready to go and all they have to do is follow some clearly laid out steps to get logged in to their new accounts.
Review of job responsibilities
After you ensure your new hire is comfortable with their workstation, take time to review the new hire’s job responsibilities.
This shouldn't be new information for new hire, but it's good to go over the job description, clarify any ambiguities, and outline the immediate tasks they should focus on. Setting initial expectations and goals ensures that the new hire knows what is expected of them and how their role contributes to the larger team.
Tip: Encourage questions during this session. It’s essential that the new hire feels comfortable asking for clarification and understands their role in the company.
Company policies and procedures
The first day is also the right time to introduce the new hire to company policies and procedures. Start by reviewing the employee manual and highlighting key policies, such as attendance, dress code, and the process for requesting time off.
Explain how to track their time and what steps they need to take to report absences or tardiness. This helps avoid any misunderstandings and ensures that the new hire is fully aware of what is expected from an onboarding compliance standpoint.
If your company has a lot of corporate policies, consider creating a condensed new hire employee handbook to reduce information overload during the onboarding process.
(For companies with lots of policies in place, employee handbook software can also be a super valuable addition to your HR tech stack too!)
Week 1 Onboarding Checklist
Day one is out of the way and now it's time to move on to the rest of the first week. Hopefully you've made a good first impression and have left the employee motivated to get to work.
Perform role-specific training
The first week is crucial for equipping the new hire with the knowledge and skills they need to perform their job effectively. Provide comprehensive training on essential tools and software specific to their role. This might include CRM systems, project management software, or any other tools they’ll be using daily.
Assigning a mentor or buddy can greatly enhance this training process. This person acts as a go-to resource for the new hire, helping them navigate both role-specific tasks and broader company culture.
Begin role-specific training sessions, gradually increasing in complexity. This approach helps the new hire build confidence as they learn and apply new skills.
Set up communication channels
Ensure the new hire is added to all relevant team communication platforms, such as Slack, Microsoft Teams, or company email groups. Introduce them to the company’s communication etiquette, including best practices for messaging, email response times, and meeting protocols.
This step is vital for ensuring that the new hire can stay informed and connected with their team from the very beginning.
Tip: Create a quick reference guide for communication tools and etiquette, which the new hire can refer to as they settle in.
Provide a taste of company culture
Organize informal meetings with team members, both within their department and across the organization. This helps them build relationships and understand the broader company context.
Explain the company’s mission, vision, and values, and discuss how these principles guide daily operations and decision-making. Encouraging the new hire to participate in company social events or team-building activities is also a great way to help them feel like part of the community.
Research from the Brandon Hall Group shows that companies with a strong onboarding process that helps people feel engrained in company culture increase new hire retention rate by 82%.
“It’s easy to get focused on job tasks, procedures, and processes. Integrating the employee into the company’s culture early on will connect the employee to their role, teams, and larger organization. It is the common language that connects all employees and makes the new hire feel more comfortable from the on-set.” - Tamara Wilson of FLIR System
First 30 Days Checklist
One of the biggest mistakes companies make is tapering off their onboarding experience too soon. A study from Aptitude Research in 2022 showed that nearly half of the companies they looked at ended their onboarding after just two weeks, a period of time well short of an ideal 90 days.
Here are some ways to keep things going strong through the first month.
Regular check-ins
Schedule weekly or bi-weekly one-on-one meetings between a new hire and their manager to discuss how they’re settling in, provide feedback on their performance, and address any concerns.
These check-ins also provide an opportunity to adjust expectations and goals as the new hire becomes more comfortable in their role.
Goal setting and performance metrics
Work with the new hire to set both short-term and long-term goals. A good approach is to write goals with the SMART framework of specific, measurable, achievable, relevant, and time-bound. Discuss how their performance will be measured and introduce them to the company’s performance review process.
Setting clear goals and understanding performance metrics helps new hires stay focused and motivated.
Tip: Use the first 30 days to set realistic, attainable goals that build the new hire’s confidence and allow them to achieve early wins.
Continued learning and development
Offer additional training resources or courses to help the new hire continue developing their skills.
Encourage them to explore professional development opportunities within the company, such as attending workshops, joining interest groups, or taking on small projects outside their primary role.
60-Day Checklist
The 60-day mark is a critical time in the onboarding process, where new hires should be transitioning from learning the ropes to becoming more independent and productive in their roles.
The focus during this period of your 30-60-90 day plan is on deepening their understanding of their responsibilities, fostering relationships within the team, and beginning to make meaningful contributions to the company.
Refine understanding and responsibilities
Revisit the tasks and goals set during the first 30 days. Assess progress and provide additional guidance if needed.
As the new hire becomes more comfortable, it’s important to refine and clarify any remaining uncertainties about their role. This ensures they are fully aware of their responsibilities and how their work contributes to broader team objectives.
Begin assigning more challenging projects or responsibilities that require a deeper understanding of the role. This helps the new hire continue on their path toward full integration and builds their ability to impact the business.
Deepen team integration
Have the new hire participate in more collaborative projects. This not only helps them build stronger relationships with colleagues but also allows them to see how their work fits into the larger picture.
Continuous learning and development
Offer opportunities for the new hire to attend advanced training sessions or workshops relevant to their role. This could include deeper dives into specialized tools, leadership training, or industry-specific knowledge.
As the new hire begins to learn more about the business, use the freshness of their perspective to challenge the assumptions of your current team.
Invite the new hire to share their knowledge or recent learnings through a presentation, a shared document, or a team meeting. This can help reinforce their learning and demonstrates their growing expertise.
Performance and feedback
Schedule a 60-day performance check-in with the new hire. Discuss their progress, highlight achievements, and identify any areas that need improvement. This review should be constructive, focusing on helping the new hire reach their full potential.
This is also a good time to obtain some early feedback from colleagues who have worked closely with the new hire. This can provide valuable insights into how well they are integrating into the team and how effectively they are performing their tasks.
Encourage engagement and initiative
This is the time for the new hire to start taking more initiative within their role. A sign they're beginning to embrace this comes when they begin suggesting improvements to processes, volunteering for new projects, or offering solutions to challenges within the team.
90-Day Review Checklist
It's time for your new hire to graduate out of onboarding. It's a happy occasion, but before you send them out into the wild to navigate their role on their own, this is a good time to review what happened in onboarding.
Performance review
Conduct a formal performance review to discuss their achievements in the first 90 days, areas for growth, and overall progress. This review is an opportunity to reinforce positive behaviors and correct any issues before they become ingrained.
Tip: Use a structured review template that covers key performance indicators, goal achievements, and feedback from peers or mentors.
Feedback session
Collecting feedback from the new hire about the onboarding process is just as important as reviewing their performance. Ask them about their experience, any challenges they faced, and suggestions for improving the onboarding process. This feedback can provide valuable insights for refining your onboarding program for future hires.
Long-term integration
Finally, outline the next steps for the new hire’s continued success in their role. This could include setting new goals or encouraging them to take on additional responsibilities.
Encourage participation in cross-departmental projects or initiatives, which can help them develop a broader understanding of the company and build a network beyond their immediate team.
“One thing we do at Jostle that really helps is a 15-minute chat with the new team member and someone from every department/business area to hear what that team does and how they work with others. This means the person is (a) meeting roughly 12 people they wouldn't normally connect with; (b) they're learning about the business and that we're all responsible for it; and (c) they start to understand where they fit in, and what their contribution means.” Bev Attfield at Jostle
Create a training and development plan
A key part of onboarding is to set the new team member up with the tools, training and resources they’ll need to be successful.
According to Tamara Wilson of FLIR Systems, there are six key steps to follow to build a successful training and development plan and implement the program for your team members:
- Assess the audience / team / learner’s needs
- Identify the objectives / anticipated outcomes
- Design a training plan outline
- Build the program
- Optimize engagement
- Evaluate the success of the training
Related read: Best Employee Training Software
Incorporating a training and development program in the onboarding process equips new hires with the necessary skills and knowledge for their roles, accelerating their productivity and competence.
For their managers, it gives them a sense of how they can support the person's career path and what sort of employee skill assessments will be needed along the way to help them achieve their goals.
Finally, it also demonstrates the company's investment in their professional growth, enhancing job satisfaction and long-term commitment.
Get Our New Hire Checklist
Remember: You can get my downloadable new hire checklist below to walk you through all of these steps.
FAQ
What is the difference between employee orientation and employee onboarding?
Who should be involved in employee onboarding?
Can you start onboarding before the employee’s first day?
How do you develop an onboarding process from scratch?
How to set up new hire payroll?
Build a Better Onboarding Experience for New Hires
What are some other critical steps that should be included in a new hire onboarding checklist?
How extensive is your new employee orientation program? These are questions that answers may vary for. Seek advice from other people in your industry or field and apply the feedback you get from employees to craft your new hire experience.
First-time employers can benefit from staffing conferences where they learn effective strategies for making their first hire.
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