Congratulations! You got yourself some new hires, which means you and your team did a good job of finding the right talent for your company. I am glad you are here for the next step: Onboarding. 

Even if you have not found your new hires yet and you are proactively preparing your Onboarding Program, it's amazing because you are working on making the new hire stay with your company. 

That’s right. A study by Glassdoor shows that effective onboarding can increase retention rates by 82%. This means your new hires will stay in your company and give you a better ROI if you crack your onboarding process right. And how do you ensure you have a wonderful process? 

By having an onboarding process checklist that breaks down your onboarding plan into individual steps, you can tick off and ace! 

What is an Employee Onboarding Checklist? 

The simple definition of an employee onboarding checklist is “A set of tasks for each department in your organization to perform to ensure the smooth and efficient onboarding of a new employee into the company”.  These departments definitely include the HR, IT Systems, Administration, and the team in which the new employee is going to join. 

You can split up your new hire onboarding checklist based on the departments or based on the process which is the First-day Checklist, Pre-Onboarding Checklist, Post-Onboarding Checklist, etc., according to your convenience. 

How to choose which kind of checklist to use for your organization? 

Pre/Post Checklists or Department Wise Checklists, both work very well. All you have to do before deciding which approach to take is to think about how your organization works. 

If you are a smaller team where there are no distinct departments and everyone helps everyone, going with the first day, pre and post onboarding checklist pattern might work for you.  You can pick the task, then see who can do it and assign it accordingly. 

If you are a larger organization, with definite departments that run their own way and onboarding is a collaborative effort from all of you, it might be a better idea to go to the department approach. You can simply download each department checklist from this page and use your onboarding tool to upload it and assign it to the corresponding stakeholders. It then becomes each department head’s responsibility to ensure their team does the tasks for a smooth onboarding process. 

You don't have to worry about creating these checklists; we are giving them both for you as onboarding checklist templates. All you have to do is decide which approach, download the onboarding checklist template that works for you, and get going! 

You’re welcome :)

Checklists for the Pre-Onboarding, First Day, Post-Onboarding Approach. 

 

Pre-Onboarding 

Your Pre-onboarding process starts the minute after your candidate accepts your offer. Starting from a thank you email for accepting your offer, to keeping them engaged till their first day makes up your pre-onboarding phase. 

There are a bunch of emails you would send in this whole journey, which is otherwise commonly known as Welcome Email. You send these at regular intervals to your new hire before and after their first day as a part of your onboarding process and is one of the major items in our checklist.

 

Pre-Onboarding Checklist 
  • Send a Thank you Email after they accept the offer  

  • Inform the Manager and all the Panel Members of the Interview Process of the candidate’s acceptance

  • Setup a tentative joining date 

  • Confirm the date with the new hire’s manager, and team

  • Email the new hire informing the joining date for confirmation

  • Prepare the paperwork and documents required for the new employee

  • Send out the paperwork required to complete the joining formalities

  • Remind the new hire to complete the paperwork via email 

  • Introduce the New Employee to his/her Manager via email

  • Send out company communications and learning materials required for the role

  • Inform the IT team to set up a new device, and all necessary permissions and credentials ready. 

  • Inform the Admin Team to keep ready a workstation 

  • Email the new employee about their first day with necessary guidelines, instructions, and help materials

  • Assign an onboarding buddy for the new employee and introduce them to each other before Day 1.  

  • Remind the Manager of the New Employee to send out a welcome message with all employees to announce the arrival of a new team member. 

 

First Day 

The first day for a new employee is very crucial as it will make a lasting impression of your organization in their mind. This will influence their decision to stay or leave your company big time. So it is important the first day goes not just well, but excellent. Here is a checklist of items you can execute to ensure that it does.

 

First Day Checklist
  • Ensure the employee reaches your office with no hassle

  • Inform Security and provide permission to enter the premises 

  • Give the Employee a bunch of welcome goodies like a T-shirt, Laptop Bag, Water Bottle, Notepad, Pen, and other company goodies like a Mobile Phone Holder with Logo. 

  • Give them their Orientation Schedule and introduce them to their Buddy to guide them 

  • Arrange a lunch date for the new employee with his/her manager/buddy as per availability 

  • Ensure he/she finishes any other paperwork you required them to do on their first day 

  • Plan the Office Walk-through and also show them the necessary places like the cafeteria, IT Bay, HR Bay, Restrooms, Parking Space, Nap Room, Play Area, etc., 

  • Ensure they collect their working device and other required equipment/software from the IT Team

  • Make sure they visit their work station and drop a Hi to their Team

  • Clarify any doubts they have and give them instructions for the next day

 

First Week 

Yes, the process does not directly skip to months later where you ask “Is everything good?” to the employee. Continue to hand-hold them during the first week as well to ensure they feel truly at home in their new role. 

The first week will majorly focus on them getting to know the company, its values, culture, goals, and how they will fit in it. It will also include them getting to know more about their role and goals for the next two to three months. You can also introduce them to any of the courses or tests you have as part of your onboarding process here.

First Week Checklist 
  • Arrange for Culture Meetings and Company Policy/ Business Goal Sessions

  • Have the new employee meet up with important business heads of the organization

  • Set up a 1-1 with the employee and his/her manager 

  • Create Employee Profile and update all information and give them credentials to your Employee Database Management and HR Software so that they can self-service for all future needs. 

  • Have the manager or mentor of the employee set them goals and start assigning work/courses/assignments as required. 

  • Introduce them to your organization’s learning management system to complete the necessary courses before they start work. 

  • Set up a time to meet them and address any of their concerns by the end of Week 1.

 

Post Onboarding Checklist/ the 30-60-90 days checklist

Once the first week is over, your new employee is usually knee-deep into knowing her roles, responsibilities, and trying to finish her first set of assignments, etc., This is a period they are super excited about work, so let them do their thing. After a month of their joining, check-in. By this time, they would know what they are doing and if they like it or not. It is the right time to ask them for feedback and work based on it. You can repeat the same on their 60th and 90th day. And as most studies say, if you did everything right, they are going to stay after that in your company for the long haul. 

The Post-Onboarding Checklist 
30th Day 
  • Set Up a 1-1 with the New employee asking for their feedback on the onboarding process, their team, and their manager 

  • Also, ensure to go through the goals and assignments they are going to work on 

  • Have an open talk about what they exactly feel and communicate it right to their managers. 

  • Set Up a 1-1 with the new employee’s manager to get his/her feedback on the employee as well 

  • Make a general assessment of the new employee

  • Plan the revised goal and work approach with the manager and the employee based on the feedback received. 

60th day 
  • Set Up a 1-1 to see how the employee liked the changed approach or how the existing approach has been after two months 

  • Set Up a 1-1 with the new employee’s manager to get his/her feedback on the employee and also on the alignment based on the last meeting

  • Plan the revised goal and work approach with the manager and the employee based on the feedback received. 

  • Make a general assessment of the new employee

  • If the employee thinks they fit for some other team or role, work on solving the challenge

90th day 
  • Send out a satisfaction survey to the employee on their onboarding, their job, their time at the company so far, and their manager and team. Include questions on if they are learning new things in this role and if they find it challenging etc., 

  • Set Up a 1-1 based on the survey response to employees who are mostly dissatisfactory. 

  • Communicate the results to their manager for all new employees to help the manager better understand the employee’s mindset and progress accordingly. 

  • Ask if the employee wants a meeting and set up to discuss any queries they may have. 

  • Based on the collective feedback, implement changes in your onboarding plan.

Checklists for each department - HR, IT, Admin, and Manager/Team 

When your organization is big, you have each major department work in their own style and manner, having a collaborative onboarding process with all these teams might be tough as it's a lot of communication and intervention which, if not for the right system in place, might go wrong. 

Enter Department wise onboarding checklists.

It will perfectly line up all the tasks each department in your organization has to perform to ensure successful onboarding. So, let’s dive right in.

 

HR Onboarding Checklist 
  • Start the Welcome Email Journey for the employee that would include pre-onboarding instructions such as a Thank you for accepting the offer, their joining date, introducing the manager, sending in company materials and also details about the first day, 30th day, etc.,  

  • Inform the Manager and all the Panel Members of the Interview Process of the candidate’s acceptance

  • Prepare the paperwork and documents required for the new employee

  • Send out the paperwork required to complete the joining formalities

  • Remind the new hire to complete the paperwork via email 

  • Email the new employee a day before Day 1 giving necessary guidelines, instructions, and help materials

  • Introduce the employee to the onboarding buddy assigned by the Manager. 

  • Remind the Manager of the New Employee to send out a welcome message with all employees to announce the arrival of a new team member.

  • Give them their Orientation Schedule 

  • Ensure he/she finishes any other paperwork you required them to do on their first day 

  • Plan the Office Walk-through and also show them the necessary places like the cafeteria, IT Bay, HR Bay, Restrooms, Parking Space, Nap Room, Play Area, etc., 

  • Make sure they visit their work station and drop a Hi to their Team

  • Clarify any doubts they have and give them instructions for the next day 

  • Setup Culture Meetings and Company Policy/ Business Goal Sessions

  • Create Employee Profile and update all information and give them credentials to your Employee Database Management and HR Software so that they can self-service for all future needs. 

  • Set up a time to meet them and address any of their concerns by the end of Week 1, 30th day, 60th day, and 90th day.

  • Collect Feedback by the end of it based on which you can improve the process.  

Admin Onboarding Checklist 
  • Collect Information from the HR team on the employee and put out a gate pass for them to access on their Day 1

  • Send out instructions to the new hire to get to the office and to enter the premises without hassle. 

  • Prepare a clean workstation with the necessary equipment by collaborating with the IT team. 

  • Give the Employee a bunch of welcome goodies like a T-shirt, Laptop Bag, Water Bottle, Notepad, Pen, and other company goodies like a Mobile Phone Holder with Logo.

  • Give the new hire his Employee Identification Card, Access Card, Parking details, cab details, etc.,

IT Onboarding Checklist 
  • Get New Employee Information from HR and set up all necessary accounts, create an email ID, and set up devices for them to be handed over on Day 1. 

  • Add the employee to any portal as required and give the credentials along with reset instructions for completing pre onboarding activities. 

  • Hand over the device, workstation requirements such as equipment or software and help them in installing them and ensure they have a working system in place.

  • Give them a dedicated Slack Name or Mail ID to contact when they face any issues. 

  • Educate them with all privacy and security guidelines before they begin work. 

  • Collect Feedback by the end of it based on which you can improve the process. 

Manager/Team Onboarding Checklist 
  • Email the New Hire after they accept the offer to congratulate and welcome them. 

  • Inform a suitable date you would want the new hire to join to the HR and confirm the same. 

  • Assign a buddy from your team for the new hire to help during the onboarding process. 

  • Catchup with the New Hire before Day 1 to instruct on any requirements you need and to explain their roles and goals. 

  • Send out a welcome email to the team with the new employee on loop, introducing them to the team and all the people they need to catch up with. 

  • Have the new employee meet up with important business heads of the organization that is required for their role. 

  • Introduce them to your organization’s learning management system to complete the necessary courses before they start work. 

  • Urge the employee to go out on coffee dates with his/her team members to foster team building. 

  • Get a personal introduction of the employee from him/her and send it to the team to help them know her better. 

  • Set up a 1-1 with the employee after one week to understand their comfort and requirements from the role and to discuss goals. 

  • Check up again on the 30th, 60th, and 90th day to understand how the employee feels and to tweak things accordingly. 

  • Collect Feedback by the end of it based on which you can improve the process.

Voila! Your checklist template is ready. 

Now all you need is a good onboarding software with checklists to make this entire process automated, this is where software like Freshteam saves your day. 

Why is Freshteam your Employee Onboarding Checklist Software?

Freshteam comes with inbuilt checklists where you can put up tasks and assign stakeholders including the Manager, IT System Admin, the New Hire in one simple step. You can also set due dates to the tasks. An automatic reminder email will be sent to the assignee of the task when they go past the deadline. 

As it is an all-in-one software that comes with Recruitment, HR Document Management, and Employee Self Service, you do not have to shuffle between places to get your things done. 

Once the candidate accepts the offer, he/she is automatically moved to the Onboarding Stage, where you can send checklists and documents to E-Sign, etc., When all the documents are done, the new hire is automatically added as an employee to your organization making it easy for the other stakeholders to communicate with her and get all the tasks done.

Wondering how all this works? Let us show you how - Request a Demo

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