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Onboarding New Employee Checklist Cheat Sheet by

Onboarding New Employee Checklist
checklist     new     employee     h-r     onboarding

Introd­uction

Onboarding is a long-term process that begins before your new employee arrives. It should continue for at least the first six months, and, ideally, through the first year. The idea is to improve your new employees’ initial experience working in your organi­zation. By engaging in this process, you jump start their ability to contribute to your organi­zat­ion’s goals and increase the likelihood that your employees will stay.

This checklist is designed to help you plan for a new employee’s arrival. Once your employee starts, you can work together to complete the checklist. Keep in mind - this checklist is a template. You should customize it to fit your needs.

Engage Early

Contact (prefe­rably by telephone) your new employee after HR has confirmed the new employee’s start date
Contact new employee (by telephone and/or email) period­ically to “touch base”
 ­ ­ ­ - Make yourself available to answer your new employee’s questions
 ­ ­ ­ - Provide inform­ation about transp­ort­ation options, commuting options, rideshare website inform­ation, etc.
Determine what your new employee needs to know to become productive as quickly as possible

Plan for Success

Prepare on-boa­rding packet to supplement agency orient­ation packet provided by the human resources office (e.g., organi­zat­ional charts, job-sp­ecific inform­ation, resources list, websites and other reference sources used)
Schedule of key meetings for your new employee
Clearly define the career path for your new employee (discuss during first week)
Create a training schedule for first year
Create milestones for first year

Involve the Team

Send email to staff introd­ucing new employee
Set-up welcome lunch with team
Identify employee sponsor (“buddy”) & provide sponsor checklist
Welcome and escort your new employee to the organi­zat­ion’s Employee Orient­ation
Lunch for you, your new employee, and your team (if employee orient­ation is all day, then team lunch during the first week)
 

Set-up Resources

Identify and prepare employee’s work area
Order/­set-up computer workst­ation
Arrange for phone and voice mail and other equipment
Determ­ine­/order optional items (e.g., cell phone, mobile device, laptop, printer)
Identify and label office mailbox
Order office supplies and put in work area
Complete security badge form
Identify which offices, conference rooms, spaces for which access is required
Send inform­ation technology (IT) access request to IT department for access (e.g., specify shared drives)
Request employee be added to internal email distri­bution groups
Ensure any accomm­oda­tions needed are ready

Explain Role and Organi­zation Functions

Explain the work of your unit, the employee’s role, and working relati­onships
Review organi­zat­ional chart
Describe the organi­zation and its functions
Explain levels of superv­ision in the unit
Explain to whom the employee reports and who, if anyone, reports to the employee
Have the current job descri­ption available for discussion
Explain the employee’s position in the unit and describe the relation of his/her work to that of others in the unit
Explain how the employee’s job duties relate to the unit’s mission, the agency’s mission.
Explain the work of other agency organi­zations

Describe Facility

Describe the facility layout­/co­nduct a tour
Work areas
Restro­oms­/water founta­ins­/water cooler­/ki­tchen areas
Cafeteria, snack bar(s), break rooms, vending machines
Health unit
Security
Location of copiers and fax machines and passwords, printers, etc.
Conference rooms and how to reserve them
Office supply areas
Restau­rants and local amenities (e.g., ATM, post office, pharmacy)

Telephone & Rules

Review telephone inform­ation and procedures
Phone numbers
Dialing instru­ctions for local/long distance calls
Telephone features (e.g., voice mail, confer­enc­ing); provide manual if you have one
Personal use policies

IT Procedures

Review inform­ation technology (IT) procedures
Network access (including remote email access)
Intranet IT support
IT use policy and IT security training

Security and Emergency Procedures

Review physical securi­ty/­eme­rgency procedures
Ensure employee has ID badge
Provide office keys/codes
Ensure access to all necessary rooms
Emergency evacua­tio­n/d­ism­issal procedures
Inclement weather polici­es/­pro­cedures
Discuss procedures for reporting potential hazards and actions to be taken if injured or if someone is hurt

Travel & Reimbu­rsement

Review travel inform­ati­on/­pol­icies and procedures
Travel reimbu­rsement procedures
Travel credit card (as applic­able)

First Week - Mandit­ories

Ensure Personal Identity Verifi­cation (PIV) card access to conference rooms and other entry doors, as applicable
Go over Federal and organi­zat­ional acronyms
Ensure employee has completed any mandatory training required to start

First Week

Job
Training requir­ements
Position descri­ption
Job expect­ations
Individual goals and objectives
Milestones
Clearly define the career path
Review calendar of events
Set 30 day priorities

First Week - Employee Duties

Explain the duties to employee
Identify approp­riate assign­ments the employee can start immedi­ately
Discuss specific duties and respon­sib­ilities of the job
Explain quality and quantity requir­ements
Provide learning aids and resources (e.g., work samples, forms, manuals, Standard Operating Procedures (SOPs), access to shared direct­ories, etc.)
Indicate whom to contact for help when needed

First Week H/R

Review HR/Adm­ini­str­ative Policies and Procedures
Work schedu­les­/core work hours Office coverage
Overti­me/­com­pen­satory time policies
Telework policy
Altern­ative work schedules
Lunch/­break periods
Timeke­epi­ng/work reporting procedures
Procedures for requesting leave and reporting illnes­s/e­mer­gencies
Respon­sib­ilities regarding personally identi­fiable inform­ation (PII)
Encourage employee to discuss benefits with HR

First Three Months and Beyond

Provide feedback on the new employee’s perfor­mance and also solicit feedback from the employee to gauge whether the job experience meets what was expected
Solicit informal feedback from peers who have been working with the new employee
Continue to look for opport­unities to integrate your new employee with the work groups­/teams, and into the organi­zation as a whole
Encourage your new employee to share ideas for improving the operat­ions, strate­gies, work, and/or culture of the organi­zation

Download the Onboarding New Employee Checklist Cheat Sheet

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