Employee Onboarding

What is an employee onboarding checklist?

An onboarding process for employees refers to a new employee checklist created by a company's human resources department to prepare newly hired employees for work. The aim is to communicate the company's culture, history and mission, explain the expectations of the job and provide basic training.

An employee onboarding checklist is also used to record and check all the necessary documents of the new employee and to have the complete onboarding process confirmed.

This article provides a brief explanation:

1. What belongs in an employee onboarding checklist

2. A mobile solution for the new employee onboarding checklist

What belongs in a successful employee onboarding checklist?

An effective employee onboarding checklist must ensure that the onboarding process includes everything new employees will need for their daily work. A successfully planned onboarding process consists of 3 phases: (1) Preparation, (2) the first day on the job, and (3) continued onboarding. With a checklist, you can cover the phases perfectly, and always know what to do.

1. The preparation

The onboarding of new employees starts long before the first day of work. In the preparation phase (preboarding) you take care of everything that should be done before the new employee starts working for you. It's all about taking care of formalities, preparing the workplace and working out the induction plan. This part of your new employee onboarding checklist should include the following items:

1. Arrange formalities

• Is the employment contract signed by both parties?
• Has the HR department received all necessary documents and information? (e.g. income tax card, bank details, health insurance information)
• Which documents still need to be submitted, or brought on the first working day?

2. Maintain contact

• Has the person received all the important information about the first day of work?
• Is there onboarding material, such as the employee handbook, that the/the one could already receive once in preparation?
• Is there a dress code about which the new employee must know?
• Are there any events or appointments that are relevant and to which the new employee can already be invited?
• Can the company help with the housing search, if the employee moves new to the city?

3. Arrange workplace

• Is access to the workplace guaranteed? (Keys, access cards, badges)
• Where will the new colleague sit?
• Is a computer available and set up?
• Are the e-mail address and all other system accesses applied for? Must possibly be purchased new licenses for certain programs in addition?
• Are screen, chair, mouse, keyboard and office supplies (pens, notepads, etc.) available?
• If necessary: Are company telephone, company car and business cards available or ordered?
• Is a welcome gift been procured?

4. Develop onboarding plan

• Which tasks should the new employee get to know and take over first?
• Does the new employee need internal or external training?
• Who from the team will provide what knowledge and processes?
• With which colleagues from their own or other departments, as well as external partners, will the new employee work together? When will he get to know them?
• When should the first feedback meeting take place?

5. Inform colleagues

• Is everyone informed about the new hire?
• Who will be its contact person?
• Are all colleagues informed about their role in the induction process?

2. The first working day

From the beginning, the company should make a good impression. The new employee should feel comfortable at their new workplace. Therefore, the following six points should be observed in any case:

1. Welcome

Employee onboarding should start on time on the first day. It is important that the responsible employee also has time and the greeting does not fall under the table in the work stress. In any case, it should be determined who will pick up the new employee at the reception and who will take over the first greeting.

2. Conversation with supervisors

The official greeting should be done by the supervisor, so the new employee feels immediately valued. In an initial conversation, the following can be discussed:

• Personal questions to get to know the new hire better
• Mutual expectations
• Procedure of onboarding
• Current issues affecting the company and department
• Vision, mission, values, company culture
• Focus of work
• Questions from the new employee

3. Round of introductions and tour of the company

At least the direct colleagues should be introduced on the first working day. This can be followed by a tour of the company, so that he knows where everything is located and can better orient themselves.

4. Familiarization with the new workplace

Most eagerly new employees are on their workplace. Here the following things should be done during onboarding:

• Giving the welcome gift
• Introduction to the IT systems (e.g. laptop/PC, telephone, important programs)
• Explanation of internal procedures (e.g. working hours, break regulations, application for vacation, behavior in case of illness)
• Explanation of safety regulations (escape routes, fire extinguishers, behavior in case of fire)
• Transfer of keys, access card, company car, company telephone, business cards

5. Lunch and breaks

On the first day and throughout the first week, new co-workers should be actively integrated into the group of colleagues. Lunches and breaks together are ideal for getting to know each other.

6. Final meeting

At the end of the first working day, the supervisor should once again seek the conversation with the newcomer. The following questions can be clarified:

• What is the first impression?
• Were the expectations met or were there other ideas?
• Are there any unresolved issues?

Now the further familiarization plan for the next days and weeks can also be discussed, if this has not already been done.

3. The further familiarization

Employee onboarding is not over with the first working day. The familiarization phase extends over the entire probationary period. Therefore, an elaborated onboarding plan with a schedule belongs to the onboarding process and in the employee onboarding checklist. These points should not be missing here:

1. Take over tasks and responsibilities

Step by step, the new employee assumes all duties and responsibilities for their position.

2. Attend introductory events

In larger companies, it is worthwhile to organize introductory events for new employees so that they can get to know the different departments and teams better.

3. Encourage team building

A new addition usually changes the dynamics in the team. In order for the team to emerge stronger from the period of change, various team building measures (team coaching, indoor or outdoor activities) can be taken.

4. Setting goals

Agreeing on work goals helps both parties to set expectations for the new hire's work.

5. Conduct feedback sessions

To avoid unpleasant surprises for both parties at the end of the probationary period, regular feedback talks should be held.

A mobile solution for the new employee onboarding checklist

A good onboarding process promotes employee engagement, cooperation and retention. As the company grows, it becomes increasingly difficult to maintain a high level of onboarding. The use of a Lumiform digital employee onboarding checklist helps in this situation.

With Lumiform's mobile app, you can perform onboarding processes easily via tablet or smartphone - online or offline. Use the desktop software to create a new hire checklist and later analyze the collected data. This allows you to optimize the orientation process and create a consistent, high-quality onboarding experience. Digitize your internal employee onboarding checklists with Lumiform:

• The flexible form construction kit helps you convert any paper list into digital checklists within minutes.
• Generate real-time data via internal processes. This makes quality and security measurable and you can use the data to continuously optimize processes.
• Reports are created automatically - this saves the complete postprocessing.
• Increase the efficiency of your internal processes: By communicating more efficiently within the team and with management, and by reporting difficulties more quickly, you can solve problems up to 4 times faster than before.
• Save time by easily analyzing all the data from the new employee onboarding checklist and quickly identifying areas that need your attention.