New employee orientation program checklist

Orientation should not be confused with onboarding, however. Onboarding is continuous. It begins with the hiring process and ends when a new employee is fully settled into their role.

Orientation is part of onboarding. It refers to the actions a company takes during a new hire’s first days to help them:

• Adjust to their new work environment
• Complete tasks required by law
• Learn about key company policies
• Prepare themselves to take on their job duties

Use the following new employee orientation checklist to remind yourself of tasks to do during a new hire’s first day at work:

Administrative support

• Help new hires fill out HR paperwork, like:
  • I-9 form
  • W-4 form
  • Employee acknowledgement and consent form
  • Background check form
  • Direct deposit form
• Explain regular procedures, like:
  • How to enter and leave the building (e.g. use of a security token)
  • How to place orders (e.g. for stationery)
  • How to request time off (e.g. how to request sick leave)
• Arrange for new hires to obtain staff photos (e.g. for a badge, business card or online avatar.)
• Provide new hires with an employee uniform, if applicable.

Company policies overview

• Explain employment agreement terms and make sure new hires sign these forms. These might include:
  • Non-disclosure agreement
  • Non-compete agreement
  • Confidentiality agreement
  • Employee invention agreement
• Provide resources on perks and benefits, like:
  • Health and life insurance
  • Mobile plan reimbursement
  • Company car policy
  • Stock options guide
  • Training program guide
  • Performance bonus guide
  • Employee wellness program
• Provide new hires an overview of key company policies, like:
  • Vacation/ paid time off
  • Work from home
  • Sick leave
  • Safety guidelines
  • Absenteeism
  • Data security
• Go over what a typical day at the office looks like and mention:
  • Regular work times
  • Breaks
  • Lunch options
• Give new hires a copy of your employee handbook and answer questions they may have.

Office tours and introductions

• Lead new hires on an office tour and show them where each department is located. Also, walk through common areas, like:
  • Bathroom
  • Kitchen
  • Dining area
  • Balcony
• Point out to new hires who to look for when they need assistance with specific issues. Include:
  • Their direct manager
  • Your HR team
  • Your IT team
  • Your office manager
• Introduce new hires to all teams.
• Schedule meetings for new hires with colleagues and team leaders from other departments.
• Show new hires the company’s meeting rooms and explain how they can book them.
• Indicate where the building’s emergency exits are.
• Schedule a teamwide meetup to welcome new hires in less formal setting (e.g. a group lunch or after-hours drinks.)
• Assign a work buddy or mentor to assist new hires with onboarding tasks and questions during first days or weeks.

Workstation setup

• Explain how to use office equipment, including:
  • Telephone (internal and external calls)
  • Printer
  • Fax
  • Kitchen appliances (e.g. coffee machine)
  • Video conferencing tools
• Provide an overview of the main corporate online channels, including:
  • Intranet
  • Email
  • Messaging application
  • Company website
  • Shared drives
  • Data security software
• Assign a member of the IT team to assist with computer setup. Make sure new hires understand how to use all company tools and software needed for their role.
• Schedule a detailed training on IT security guidelines.
• Schedule a product demo if relevant.
• Provide stationary and explain where to find office supplies, like:
  • Pens and pencils
  • Notebooks
  • Post-it notes