In recent years, “onboarding” has become a popular term to describe the new hire initiation process. It is an extremely important step in ensuring that employees start their new jobs on the right track, as well as remain engaged throughout their tenure. Additionally, organizations that fail to have an onboarding process increase the risk of employing workers who are less productive, which results in higher turnover rates. Furthermore, onboarding is a long-term process that begins before an employee’s start date and continues for at least six months to a year.
The New Hire Checklist: 9 Areas to Cover
This “New Hire Checklist” will help hiring managers to prepare for the arrival of new employees. Once an employee starts, he/she can work together with the hiring manager to complete the checklist. Moreover, the hiring manager may add additional activities that are relevant to the new employee’s area.
1. Pre Arrival
Before the new hire’s first day on the job:
- Do a thorough background check of the new hire, such as contacting references and internet searches
- Confirm start date, dress code and parking, if available
- Ask your new employee to bring appropriate forms of identification on the first day of work
- Inform him/her when and where to arrive, as well as whom to report to
- Let other staff know that a new employee is starting
- Set up your new hire’s work area following your organisation’s procedures; this includes basic supplies, computer set up, networks, as well as security and passwords
- Ensure that computer and telephone access are prepared and scheduled
- Put together welcome packet from the organisation and include: job description, welcome letter, contact names and phone lists, company background and culture information, as well as mission, vision and values of the organisation.
- Inform the health and safety representative that a new hire has joined the organisation and will need safety training; arrange for this training and education to occur
2. Departmental or Job-Specific Orientation Fundamentals
- Explain hours of work or shifts
- Payroll details, such as pay days, vacation time and sick leave
- Lunch breaks
- Explain training procedures and expectations
- Explain performance evaluation
- Provide new hire with an employee handbook
- Ensure that the new hire is provided with a company email address
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3. Welcome the New Hire
- Give the new hire a warm welcome
- Introduce the new hire to all key staff
- Introduce the new hire to everyone with whom he/she will be working with over the course of a work shift
- Illustrate the “big picture,” how each position relates to the others on the team
- Demonstrate how the team relates to other departments or areas of operation of the organisation
- If possible, the owner, CEO or other senior executive should also meet with the new hire
- Share the company’s vision, mission and values, as well as its history and culture
- Assign your new hire a “buddy” who can answer simple procedural questions later
4. The Basics
- Point out the location of the washroom
- Point out the location of the lunchroom
- Give a quick tour of the facilities
- Show the new hire where to store personal belongings
- Point out the break-room or where to take breaks
- Ensure that the new hire has security access where applicable
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5. Company policies, procedures and standards
- Review the organisation’s policy on Internet and telephone usage on company time
- Smoking policy
- Drug and alcohol policy
- Health, safety and wellness policy
- Discipline
- Theft
- Conflict of interest policy
- Absenteeism
- Harassment and bullying free workplace
- Upgrades and on-the-job training
- Overtime practice
- Personal use of equipment and supplies
- Promotions and job postings
- Collective agreement
- Informal and formal grievance procedures
- Training
6. Workplace Security, Safety and Emergency Procedures
How to lock up- How to call for help
- How to deal with a threatening employee or customer
- Demonstrate fire and evacuation procedures
- Personal safety procedures
- Review the reporting procedures in the event of accidents or incidents
- Show the location of the first aid room and explain how to use first aid kits and fire extinguishers, as well as how to pull the fire alarm
- Review the personal protective equipment (PPE) program with the new hire, if he/she is required to wear PPE
- Provide safety orientation training covering areas, such as WHIMIS
- Explain safety rules specific to the organisation
- Explain the duties, rights and responsibility of the organisation and of the new hire
- Tour the work areas and facility with the new hire and discuss associated hazards and safe work practices
- Identify the location of the safety bulletin board
7. Complete All Paperwork
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- Have the new hire sign up for the company’s benefit programs, such as insurance coverage and retirement plans
- Have the new hire complete all payroll forms
- Explain when, how and what they get paid
- If a union represents the new hire, have the union representative talk with the new hire to explain the requirements and benefits of union membership
8. Set Job and Company Expectations
- Probationary period and performance-appraisal time
- Discuss the new hire’s professional development goals and identify relevant learning opportunities
- Solicit the new hire’s feedback and suggestions on ways to improve the onboarding experience
- Review the job description, pointing out what is expected in regards to:
- Major duties and responsibilities
- Performance standards
- Hours
- Staff meetings
- Workload
- Training
9. Begin the Training Program
- On the first day, provide preliminary training, whether it is how to use the photocopy machine or how to handle phone calls
- Explain that the organisation will offer ongoing training in the days ahead—whether it be via mentoring one-on-one or attending a training session
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Starting them off on the right foot
Research has supported the idea that effective onboarding can have a dramatic effect on job performance, job satisfaction, organizational commitment, and retention. Therefore, it is important to make sure the relationship starts off on the right foot, since the first experiences of a new hire in your organization are critical. Thus, if executed correctly, a successful onboarding program will maximize a new employee’s understanding of their specific roles and responsibilities, boost their confidence, as well as help them to become active participants in the organization and its unique culture.
