No matter how experienced new hires are with technology, ask a member of your IT team to guide them through setup and make sure they are able to be productive as soon as possible.
A formal IT onboarding process helps new hires:
- Familiarize themselves with hardware and software they’ll be using
- Set up corporate accounts
- Learn and follow security guidelines
- Feel confident they have the tools to get their work done
Use this checklist to organize effective IT onboarding sessions for your new hires:
Before your new hire’s first day
- Coordinate with the hiring manager and the HR department to collect information that will help you prep IT setup. Make sure you have new hires’:
- Contact details
- Job titles
- Starting dates
- Software they’ll need for their jobs
- Order equipment new hires will need, including:
- Laptop or Desktop
- USB sticks
- Determine which software, tools and access rights new hires need. This can include:
- Company email
- Internal messaging
- Productivity tools (e.g. Trello, ToDoist, Asana)
- Analytics (Tableau, Google Analytics)
- Get approval from the senior management team to set up new accounts.
- Invite new hires to join corporate accounts and send them setup guidelines.
- If applicable, contact new hires or their hiring managers to learn their preferred tech equipment.
On your new hire’s first day
- Prepare new hires’ desk with necessary hardware, like:
- Schedule 1:1 meetings to help new hires properly:
- Set up company accounts, if they haven’t already:
- Company messaging app
- Password security tools (e.g. LastPass, OneLogin, Okta)
- Configure WLAN connection settings (computer and mobile)
- Install anti-virus software
- Provide digital or physical copies of manuals for hardware and software so that new employees can reference them when needed.
- Explain how to use corporate office equipment, like:
- Video conference tools
- Fax machines
- Ensure all new hires understand and sign data privacy agreements.
- Describe visitors policy.
- Train new hires on how to secure their workstations. For example, make sure they know:
- How to store physical and digital files
- How to share sensitive data
- How to lock their computer and desk
- Explain how new hires should reach you if they have any technical issues. Include your:
- Email and phone
- Username, if you communicate via a messaging application
- Formal procedure to request technical assistance
During new employee’s first week or month
- Check in with new hires to see if they’ve properly installed all software.
- If necessary, schedule trainings on:
- Security policies
- Best practices when using office equipment
- Productivity tips for commonly used tools
- Answer specific questions new hires may have after using tools for a while.
- Sign new hires up for routine security training exercises.
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