Onboarding New Employees: A Checklist for Success

When employees start at a new company, they form their initial impressions of the business during the onboarding process. It’s therefore important to make sure that these impressions are positive ones! There are lots of little ways to do this, from having a warm and friendly welcome when they arrive, to providing a detailed orientation and introduction to the company culture.

Why is employee onboarding important?

Here are some reasons why a well-organised onboarding process is important:

  1. A strong onboarding program can help new hires feel like they are part of a team from day one, which can lead to better retention rates
  2. It reduces chances of miscommunication down the road if new hires have clear expectations of their roles & responsibilities from the start
  3. New hires can quickly hit the ground running on their first day if things are set up properly in advance, leading to less disruption in productivity

When done correctly, employee onboarding can be a great way to set new hires up for success. Read on for useful tips on how to make sure your onboarding process runs smoothly!

The 6 key steps of a successful employee onboarding experience

There are many factors to consider when designing an employee onboarding program. Some key elements that should be included are an orientation to the company and the job, training on company policies and procedures, and introductions to co-workers and other key personnel. We’ve detailed the 6 key steps that will help you design a successful onboarding experience for your new employees below:

1. Start off with an orientation session

Your HR manager will first need to go over a few important things with your new hire, such as company policy, benefits, and payroll information. They'll also need to fill out any necessary paperwork. Make sure to give your new hire all the relevant HR documents in advance so they can review them and come prepared with any questions.

It’s also important to set clear expectations for new employees from the start. This means being clear about what their roles and responsibilities are, as well as what is expected of them in terms of behaviour and work ethic. By setting these expectations early on, you’ll avoid any confusion or misunderstandings further down the line.

2. Introduce them to their team

Once the HR business is taken care of, it's time to introduce your new hire to their team. If possible, have each team member reach out via email or another platform (Slack, Microsoft Teams, etc.) before the first day so everyone is familiar with each other's names and faces before they even meet in person. On the first day, take some time to show your new hire around the office and introduce them to everyone they'll be working with.

It will also be more welcoming to organise a team lunch during the first week for the new employees to get to know their teammates in a more personal setting!

3. Give them a tour of the office/work area

Knowing where everything is located is essential for getting work done efficiently. Give your new hire a tour of the office or work area so they know where things like the restrooms, break room, printer/copier, supplies closet, etc. are located. If you have multiple floors or buildings, make sure they know how to access those as well. 

4. Set up their workstation and software access in advance

Before your new hire's first day, set up their workstation with any equipment they'll need, such as a laptop, monitor, desk phone, etc. If they'll be using any tools or software specific to their job function, make sure those are installed and ready to go as well. That way, they can hit the ground running on their first day without having to wait for anything to be set up for them. 

Tip: Use Payboy’s Inventory Management module to track all your office inventory digitally

5. Provide training materials/resources

Depending on the position, your new hire may need some training on how to perform certain tasks or use certain tools/software. Gather any relevant training materials or resources (user manuals, tutorial videos, etc.) ahead of time so they can get up to speed as quickly as possible. 

It's also a good idea to create a list of people they can go to for help if they have any questions.

To manage all the above knowledge sharing, you can consider collaboration softwares such as Notion or Confluence. Read more about these collaboration tools in our guide on Top 10 collaboration tools for remote teams

Tip: Use Payboy’s Training Management module to ensure that each new hire goes through all the necessary training to set them up for success!

6. Get them involved from the start

One of the best ways to engage new employees is to get them involved in their work from the very beginning. This could mean giving them small tasks or projects to work on during their first week, or simply involving them in team meetings and discussions. By getting them involved, you’ll help them feel like a valuable part of the team from day one.

TL:DR Quick checklist to roll out a smooth employee onboarding process

We’ve put together a checklist to list down the important tasks which will ensure a smooth and successful employee onboarding experience for both you and your new hires. By taking the time upfront to set them up for success, you'll save yourself time and headaches down the road.

Steps Checklist
Step #1:
Orientation session with HR
What to cover during orientation session Company culture and valuesCompany policyClear expectations of roles and responsibilitiesEmployee benefitsPayroll information
Step #2:
Introduce new hires to the team
Get the team mates to reach out to the new hires before their first day of work via slack or emailOrganise a team lunch on the new hires’ first week of work
Step #3:
Tour around the office
Give a tour around the office (restrooms, break room, printer/copier, supplies closet, etc)Introduce new hires to the wider team during the office tour
Step #4:
Set up their workstation and software access in advance
Make sure that equipments such as laptop, monitor, and desk phone are assigned and set up at the workstationProvide access to company softwares and tools (eg. Slack, Notion, G Suite, etc)
Step #5:
Provide training materials or resources
Prepare a list of people that new hires can go for help if they have any questionsPrepare user manuals or tutorial videos on how to perform certain tasks or use certain software 
Step #6:
Get them involved from the start
Discuss with the hiring team in advance on what are some of the meetings, small tasks or projects that the new hire can get involved during their first week

Ongoing support and development are essential to help your new employees succeed in their career

While employee onboarding is a crucial part of the hiring process, it is important to remember that it does not end on the first day of work. Ongoing support and development are essential to helping new employees adjust to their roles and become successful in their careers. Businesses should make sure to provide ongoing training and development opportunities, as well as regular check-ins, to help new hires feel supported and engaged in their roles.

Simpe employee onboarding with Payboy HR software!

In conclusion, welcoming a new employee into your company is an important process that can set the tone for their entire tenure. By following the above simple steps, you can help make your new hires feel comfortable and integrate them into your team as soon as possible. Be sure to sign up for a demo below so that we can share with you how to use Payboy to automate some of the onboarding process!

Find out how you can do it all with Payboy

Reach out to us if you are keen for a free demo on how we can help you save hours and give you some peace of mind on payroll and other HR matters so that you can focus on your business and people.
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