An onboarding checklist allows hiring managers and recruiters to organize the steps to guide new hires through their first days and months at a company.
We will explore the different checklists that meet up with the onboarding process.
Related: Onboarding Process: What is Onboarding?
1. Preboarding Checklist.
Personal information details.
- First name.
- Email Address.
- Mobile Number.
- Address.
Planning Checklist.
- Set up employee profile and email address.
- Prepare a personalized welcome.
- Confirm onboarding buddy.
- Send a warm welcome email (State the date and time, Meeting location in the office, Parking information, and Dress code)
- Provide access to the company’s equipment and internet.
- Set up an introductory meeting with the teams and managers.
- Prepare office space.
- Prepare a welcome presentation or video.
- Prepare all necessary contracts.
Related: Employee Onboarding Email Template.
2. First Day Checklist.
Welcome the new employee in person.
- Give a tour of the workplace.
- Allocate time for workspace setup.
- Introduce an onboarding buddy.
Introduce them to their manager and team.
- Position details.
- Department.
- Manager.
- Team.
Run through onboarding documents.
- Employment type.
- Start date.
- Salary.
- Commission.
- Superannuation rate.
- Total remuneration.
- Passport / Driver’s license.
- Probation period.
- Termination notice.
- Medical check.
Company Details.
- Employee contract.
- Employee handbook.
- Office details.
- Company overview.
- Email.
- Internet use.
- Dress code.
- Code of conduct.
- Social media use.
- Alcohol use at company events.
- Attendance.
- Handling Confidential information.
- Charitable donations.
- Gifts, gratuities, and lunches for employees.
- Computer and network use.
- Conflict resolution and communication.
- Effective email communication.
- Dating co-workers.
- Drug and alcohol-free workplace conduct.
- External company communication.
- Legal inquiries and actions.
- Non-disclosure agreements
- Off-duty conduct outside the office.
Check-in on their first-day experience.
Related: Onboarding: Introducing the buddy system.
3. First month checklist.
Company Equipment.
- Computer required.
- Company email address.
- Software required (updated)
- Company Phone.
- Peripherals required (headset, USB)
- Logins.
- Desk allocation.
- Mail provider.
- Google Workspace, MS Teams, or other workspace tools.
- Slack or other messenger tools.
Payroll.
- Confirm the right pay rate for your employee.
- Manage and file pay slips and documents. Pay slips and record-keeping are mandatory.
- Review all pay practices, including minimum wage, deducting pay and overpayments, penalty rates and allowances, and unpaid work.
- Review tax and superannuation obligations.
- Add payroll details to the company’s system.
Employee Policies.
- Relate all company policies and procedures and state labor laws with new hires to comply.
- Provide new hires with a handbook explaining the company’s policies and procedures related to standards of conduct, nondiscrimination, benefits, and other terms and conditions of employment.
- Organize necessary skills and regulatory training.
- Review confidentiality policies
4. Postboarding Checklist.
- Celebrate milestones.
- Run an onboarding survey.
- Conduct a 30-day check-in.
- Conduct a 90-day check-in.
- Schedule a probationary review.
Onboarding Documentation Checklist.
Here is a list of documents required during onboarding.
1. Signed employee contract.
2. Signed confidentiality agreement.
3. Employee information details.
- Bank account.
- Personal contact.
- Emergency contact.
4. Completed copy of Tax File Number.
5. Completed superannuation standard choice form to nominate funds.
6. Provide a Fair Work Information Statement and a copy of the Relevant Award.
Other common forms that should be provided.
- Company policies and procedures.
- Anti-discrimination and EEO policy.
- Internal employee handbook.
- Conflict of interest policy.
- HR code of conduct.
- Information and security policy.
- Work Health and Safety (WHS) general policy.
- Performance and misconduct policy.
- Workplace bullying and harassment policy.
Employee Documents & Benefits.
- Copy of employment contract.
- Letter of offer.
- Job description.
- Benefits plan.
The Importance of Onboarding Checklist.
One of the aspects of effective onboarding is the use of a checklist to outline the activities, milestones, and deadlines a new hire needs to complete during their first few months on the job. Therefore, the importance of the onboarding checklist is;
- An onboarding checklist provides a roadmap of what needs to be accomplished during the onboarding process.
- The onboarding checklist ensures that all new hires at your company receive the same information, resources, and training.
- The onboarding checklist encourages consistency in the development of new hires.
- It ensures that everyone is on the same page and crucial information is not overlooked or forgotten.
- The onboarding checklist brings about clarity and reduces anxiety and uncertainty, which is especially beneficial for those transitioning to a new industry or role.
- A well-structured onboarding checklist also helps to set clear expectations for new hires about what they need to accomplish during their first few months on the job.
- By providing new hires with a clear onboarding checklist, you are setting them up for success.
- The onboarding checklist demonstrates that you are invested in their growth and development within the company.
- Studies have shown that a well-planned onboarding checklist helps decrease turnover.
- The onboarding checklist provides a roadmap of what needs to be done so that new hires can focus their time and energy on completing tasks.
- A well-organized onboarding checklist saves time and resources for both the new hire and the company.
- Finally, it increases the productivity of new hires.