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Six core onboarding checklists you need for your HR toolkit

A well-structured onboarding process offers significant advantages for both new hires and organizations. We prepared for you six important checklists that will make your HR work a lot easier.

Alexandros Pantelakis
Alexandros Pantelakis

HR content specialist at Workable, delivering in-depth, data-driven articles to offer insights into industry and tech trends.

onboarding checklists

According to a study by the Society for Human Resource Management (SHRM), companies with standard onboarding processes see a 50% increase in productivity among new employees. 

This immediate boost in productivity can be attributed to clear guidance, structured training, and the provision of necessary resources from the outset. 

Additionally, research by BambooHR indicates that employees who feel they had an effective onboarding experience are 18 times more likely to feel committed to their organization. 

This heightened sense of commitment is crucial for fostering long-term loyalty and reducing turnover rates.

How can you make the onboarding process smoother and more efficient? Explore our six core onboarding checklists and experience the positive impact in your company.

1. New employee checklist

The New Employee Checklist is designed to ensure that all essential tasks are completed before the new hire’s first day. 

This checklist covers everything from sending the offer letter to preparing the workspace, ensuring a smooth transition into the company. 

By following this checklist, you can create a welcoming environment and provide new employees with the resources they need to start their new role confidently.

Here’s what you need to do:

Practical Stuff

Who will do it?

Date to be completed

Offer letter and/or welcome email with starting day info

HR

Within 24 hours of verbal offer acceptance

Paylocity, Onboarding message sent

HR

Collect all their personal info and print out I-9 for orientation

Paylocity, payroll info and identification

HR

Before start date

Seat/space to be allocated

Department manager

On acceptance of role

Desk, Chair or work bench

Department manager

Ready before start date

Office supplies

Manager

Ready before start date

Internal Telephone – which extension will be allocated

IT Dept

Completed before start date

Telephone list updated

IT Dept

Completed before start date

IT equipment – Computer, mouse, keyboard, screen, cables, etc.

Dept Manager notifies IT Manager of employee’s needs via helpdesk ticket

Ready to go for day one

Software needs

Dept Manager notifies IT Manager of employee’s needs via helpdesk ticket

Ready to go for day one

Printer connection

Dept Manager notifies IT Manager of employee’s needs via helpdesk ticket

Ready to go for day one

Email account set up

Dept Manager notifies IT Manager of employee’s needs via helpdesk ticket

Ready to go for day one

Server – user rights access

Dept Manager notifies IT Manager of employee’s needs via helpdesk ticket

Ready to go for day one

2. New hire checklist: before the first day

While the above provides a comprehensive checklist for new hires, the following one delves deeper into what you should do before the first day of work.

Preparing for a new hire’s arrival involves several critical steps to ensure they feel welcomed and ready to start their new role. 

This proactive approach helps to streamline the onboarding process and ensures all administrative tasks are handled efficiently before the new employee’s first day.

Task

Details

Prepare and send employment contract

Includes job information, work schedule, length of employment, compensation and benefits, employee responsibilities, termination conditions

Send offer letter

Job title, department, direct report, work schedule, start date, compensation, benefits, length of employment, response date

Complete legal employment forms

W-4 form, I-9 form, State Tax Withholding form, Direct Deposit form, E-Verify system

Prepare and obtain signatures on internal forms

Non-compete agreements, non-disclosure agreements, employee invention forms, employee handbook acknowledgement forms, drug/alcohol test consent agreements, job analysis forms, employee equipment inventory lists, confidentiality and security agreements

Prepare employee benefits documents

Life and health insurance, mobile plan, company car, stock options, retirement plan, disability insurance, paid time off/vacation policies, sick leave, employee wellness perks, tuition reimbursement

Obtain employees’ personal data

Emergency contacts, brief medical history, food allergies or preferences

3. New hire first day checklist

The first day of a new hire sets the tone for their future with the company. The New Hire First Day Checklist focuses on making the first day as smooth and welcoming as possible.

This checklist includes greeting the new hire, giving an office tour, helping with initial HR paperwork, and providing an overview of company policies. By carefully planning the first day, you help new employees feel comfortable and ready to begin their journey with your organization.

HR team tasks

Task

Details

Prepare new hire’s workstation

Include employee handbook, onboarding kit, welcome letter, first-day agenda, nameplate, business cards, office equipment

Enthusiastically greet new hire

Could be done by HR member, office manager, or new hire’s manager

Office tour

Show different departments and common areas

Fill out HR paperwork

Provide and explain forms

Present company policies

Explain employment agreement terms and benefits

End-of-day check-in

Ask about their first day, clarify policies, check if they have everything needed, answer questions

Hiring manager tasks

Task

Details

Introduce new hire

To team members and company via email or messaging software

Ensure computer station setup

Check accounts, software installations, and provide manuals

Role-specific training

Main responsibilities, team structure, job-specific tools, team objectives

Schedule meetings

With team leaders and colleagues

Assign first tasks

Offer guidance, provide resources, clarify questions

Assign work buddy

Help new hire adjust

Group lunch

To get to know colleagues

Overview of first week/month

Provide details and set aside time for questions

4. New hire paperwork checklist

Completing all necessary paperwork is a crucial part of the onboarding process. The New Hire Paperwork Checklist ensures that all required documents, both legal and internal, are prepared and signed. This includes employment contracts, tax forms, and benefit documents.

Properly managing paperwork helps in maintaining compliance and sets clear expectations between the employer and the new hire.

Task

Details

Prepare and send employment contract

Includes job information, work schedule, length of employment, compensation and benefits, employee responsibilities, termination conditions

Complete legal employment forms

W-4 form (or W-9 for contractors), I-9 form, State Tax Withholding form, Direct Deposit form, E-Verify system

Obtain signatures on internal forms

Non-compete agreements, non-disclosure agreements, employee invention forms, employee handbook acknowledgement forms, drug/alcohol test consent agreements, job analysis forms, employee equipment inventory lists, confidentiality and security agreements

Prepare employee benefits documents

Life and health insurance, mobile plan, company car, stock options, retirement plan, disability insurance, paid time off/vacation policies, sick leave, employee wellness perks, tuition reimbursement

Obtain personal data for emergencies

Emergency contacts, brief medical history, food allergies or preferences

5. New employee orientation program checklist

Orientation is a key component of the onboarding process, helping new hires acclimate to their new work environment and understand company policies.

The New Employee Orientation Program Checklist guides you through the tasks needed to support new employees during their first few days.

This includes administrative support, an overview of company policies, office tours, and introductions to team members. A comprehensive orientation program helps new hires integrate smoothly and quickly into their new roles.

Task

Details

Fill out HR paperwork

I-9 form, W-4 form, employee acknowledgement and consent form, background check form, direct deposit form

Explain procedures

Entering/leaving the building, placing orders, requesting time off

Arrange for staff photos

For badge, business card, or online avatar

Provide employee uniform

If applicable

Explain employment agreement terms

Non-disclosure agreement, non-compete agreement, confidentiality agreement, employee invention agreement

Provide resources on perks and benefits

Health and life insurance, mobile plan reimbursement, company car policy, stock options guide, training program guide, performance bonus guide, employee wellness program

Overview of company policies

Vacation/paid time off, work from home, sick leave, safety guidelines, absenteeism, data security

Explain a typical day at the office

Regular work times, breaks, lunch options

Provide employee handbook

Answer any questions

Office tour

Show departments and common areas

Point out key contacts

Direct manager, HR team, IT team, office manager

Introduce to teams

Schedule meetings with colleagues and team leaders

Show meeting rooms

Explain booking process

Indicate emergency exits

 

Schedule teamwide meetup

Group lunch or after-hours drinks

Assign work buddy or mentor

Assist with onboarding tasks and questions

6. IT onboarding checklist

A seamless IT setup is essential for new hires to start their roles without technical hitches. The IT Onboarding Checklist details the steps required to prepare all necessary technology and accounts before the new hire’s arrival.

It also includes instructions for the first day and ongoing support to ensure new employees have everything they need from a technical perspective.

Efficient IT onboarding helps new hires be productive from day one and reduces the likelihood of technical issues disrupting their workflow.

Before the first day

Task

Details

Coordinate with HR and hiring manager

Collect new hire information (names, contact details, job titles, departments, starting dates, software needs)

Order equipment

Laptop or desktop, monitor, mouse, keyboard, cables, USB sticks, phone

Determine software, tools, access rights

Company email, internal messaging, productivity tools, analytics, spreadsheets

Get approval for new accounts

From senior management

Invite new hires to corporate accounts

Send setup guidelines

Contact new hires/hiring managers

Learn preferred tech equipment (if applicable)

On the first day

Task

Details

Prepare workstation

Computer, phone, printer

Schedule 1:1 meetings

Set up company accounts (email, messaging app, password security tools)

Provide manuals

For hardware and software

Explain corporate office equipment use

Projectors, video conference tools, printers, fax machines

Ensure data privacy agreements are signed

 

Describe visitors policy

 

Train on securing workstations

Store physical/digital files, share sensitive data, lock computer and desk

Explain how to reach IT

Location, email, phone, username for messaging apps, formal procedure for assistance

First week or month

Task

Details

Check in with new hires

Ensure software installation

Schedule necessary trainings

Security policies, best practices for office equipment, productivity tips for tools

Answer specific questions

Address issues or questions after using tools

Sign up for routine security training

 

Implementing comprehensive onboarding checklists is a vital step toward fostering a productive and committed workforce. By systematically addressing each aspect of the onboarding process—from pre-arrival preparations to first-day introductions, ongoing support, and technical setup—organizations can ensure that new hires feel welcomed, informed, and equipped to succeed in their roles.

As evidenced by research, investing in effective onboarding is not merely a procedural necessity but a strategic imperative that drives organizational success and growth.

By following these checklists, companies can create a positive and lasting impact on their new employees, setting the stage for a mutually rewarding professional journey.

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