IT onboarding checklist

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’:
  • Names
  • Contact details
  • Job titles
  • Departments
  • Starting dates
  • Software they’ll need for their jobs
• Order equipment new hires will need, including:
  • Laptop or Desktop
  • Monitor
  • Mouse
  • Keyboard
  • Cables
  • USB sticks
  • Phone
• 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)
  • Spreadsheets
• 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:
  • Computer
  • Phone
  • Printer
• Schedule 1:1 meetings to help new hires properly:
  • Set up company accounts, if they haven’t already:
    • Email
    • Company messaging app
    • Password security tools (e.g. LastPass, OneLogin, Okta)
• 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:
  • Projectors
  • Video conference tools
  • Printers
  • 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:
  • Location
  • 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.