A Detailed Guidance for Smooth Onboarding Process

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Employee Onboarding Checklist
A guide for new employees and their managers
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Table of Contents
Index

1. Developing a sound on-boarding process A
   checklist
2. Things to do before the first day

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1. Things to do on the first day
2. Things to do in the first week
3. Things to do-The first 30, 60, 90 days

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Developing a sound on-boarding process A
checklist

• The onboarding process from start to finish with
  a new hire is critical, right from pre-boarding,
  the first day through the first month, to the
  successful completion of their first year. With
  an aim towards helping the new hire succeed and
  providing the guidance necessary for new hires
  to successfully integrate to the new workplace,
  we provide critical inputs that give a
  step-by-step guide and checklist for HR managers
  to manage this process.
• The benefits of a sound onboarding process
  applies to not just the employee, but the
  manager and the company.
• The costs and numbers involved in employee
  turnover makes sense only for managers and
  companies to look into the process of onboarding
  with more vigour. About 33 of new hires lookout
  for
• a new job within 6 months of joining. New hire
  cost averages around
• 65,000 and the learning curve to full
  productivity can take upto 5 months of full
  employment. It is estimated that even a 8/hour
  employee can result in a company around 3,500 in
  turnover costs, both direct and indirect. This
  makes developing and investing in a sound
  onboarding process imperative.
• Research and experience point out that on an
  average an employee takes upto 90 days to prove
  himself in a new position. People are very
  excited and quite vulnerable when they take new
  jobs, so its a time in which you can have a big
  impact, Michael Watkins, author of the
  bestselling book, The First 90 Days. Often the
  people who get the least attention are those
  making internal moves, says Watkins,
• but those transitions, can be terribly
  challenging. Heres a guideline to helps you
  build and develop your onboarding process within
  these first and crucial 90 days.

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• 1. Things to do before the first day
• An effective onboarding process, prepares the new
  hire for the first day and this process of
  onboarding starts from the moment the candidate
  accepts the offer.
• Companies provide a preview and flavour of things
  at work and take care of paperwork, prior to
  joining. Some of the best practices includes
• Contact the new hire
• Confirm whether the new hire has received the
  offer letter.
• Confirm Date of Joining.
• Communicate location details of office along with
  accommodation details.
• Clarify any doubts with regard to organisation,
  policies, culture, dress code etc.
• Remind new hire to bring the necessary documents
  on the date of joining.
• Arrange for general requirements including
  hardware, tools and related needs of new hire.
• Keep the paperwork ready
• Keep the paperwork ready with all the forms prior
  to the employee's first day. Begin by recording
  the employee's
• basic information such as name, address, contact
  information.
• Keep the most important forms ready such as I-9.
  W4, Direct deposit and Tax forms.

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• Account Creation
• Setup the new hire email account configured with
  Company Email and password.
• Setup official new hire phone connection.
• Create accounts on all official social channels.
• Provide Access to employee portal.
• Provide access for the new hire to complete and
  submit paperwork and compliance related forms
• Send a copy of the employee handbook Get the new
  hire ready for the first day
• Provide details including the when, where and
  how of reporting to work. This could include
  even the office dress code, parking
  instructions, other unofficial norms at works.
• Indicate any material that must be brought to
  work to
• complete paperwork.
• Describe the first day/ week itinerary.
• Prepare Employees Work station
• Prepare the new hires work station with all the
  tools in place,
• ready and available.
• Assign a buddy at work for the new hire, and
  brief that
• employee of his role.
• Inform team members and other stakeholders of new
  hire joining details, and get them on board in
  making the new employee feel welcome.

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• 2. Things to do on the first day
• First impressions matter, so make the first day
  special.
• What to do on the first day at work.
• A welcome letter / email. Keep the letter
  personalized, welcoming
• and engaging.
• Outline the company goals, its mission and ethos.
• Connect the employee to the manager and HR
  personnel.
• Brief about the employee orientation program.
• Reiterate benefits and package, and explain roles
  and responsibilities providing a more detail job
  description.
• A customised welcome gift.
• Provide the itinerary for the first day and first
  week.
• Describe the onboarding program, providing a
  written timeline and schedule of goals,
  training, support and responsibilities for the
  new employee.
• Introductions and connections Keep the
  introductions personal and customised as much as
  possible
• Introduce the new hire to the manager and team.

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• Introduce the employee to related teams and
  functional units.
• Set up meetings for conversations with skip level
  managers and CXO level executives, where ever
  necessary.
• Provide an overview
• Employee Related Overview Review the job
  description, roles and duties, goals and
  expectations. Explain policies and procedures,
  and job specific guidelines.
• Job Related Overview Introduce the personal
  work and goals,
• initiate them on tools and job related specifics.
• Team/ Function Related Overview - Describe the
  roles of the team, its responsibilities and
  goals.
• Organization Related Overview Provide an
  overview of the company vision and mission, its
  culture and ethos. Describe the organization
  structure and the key people in the company.
  Connect the employee, and the role to its
  contribution to the organizational goal.
• An office/ campus tour
• Take the new hire around office facilities such
  as cafeteria, HR area, support desk, gyms,
  lounges.
• Provide parking access, and discuss
  transportation options.
• Compliance
• Standard legal information and guidance on rules
  and
• regulations.
• Information on Working hours, dress code,
  resource allocation.

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• Get them started
• Show them the work station, and provide contacts
  for additional support such as services or
  office supplies.
• Provide necessary access such as access card,
  employee cards.
• Setup email, voicemail and computer.
• Start the employee on work, at least in part.
• Provide necessary information about safety and
  emergency
• guidelines.
• A lunch out with the manager/buddy/skip level
  manager. Review the day with the manager before
  end of day and let the
• employee know whats in store the next day.

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• 3. Things to do in the first week
• By the end of the first week, a new hire must be
  familiar
• with the people and the place. The goal should be
  to ensure the new employee understands the
  essential work processes and has a clear idea of
  the expectations and responsibilities of his
  role. A guideline for the first week includes
• Start them on the work
• Give a first assignment.
• Set goals both short term and long term.
• Provide more information with regard to teams and
  department to understand the value generation
  with respect to the larger organizational goals.
• Provide training on systems, procedures and job
  specific needs.
• Provide an overview of the performance review
  system, the reward system, development and
  career growth in the organization.
• Provide opportunities for job shadowing,
  realistic job previews.
• Debrief and Feedback
• Provide immediate, but meaningful feedback, so
  that the new hire is quick to grasp and
  understand norms and expectations in the team.
• Debrief and connect with the employee each day of
  the first
• week.
• Facilitate meetings with HR, skip level managers,
  other related team managers, coaches and
  mentors, and CXO level managers.

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• 4. Things to do-The first 30, 60, 90 days
• A well-developed onboarding process builds in
  processes to handhold, review and equip the new
  hire not just in the first week, but usually up
  to 90 days to a year. Best in class companies
  believe that onboarding is a continual process,
  not restricted to the first year.
• What to do in 30- 45 days of joining.
• At this stage, the employee is expected to have
  fully understood the performance expectations
  with regard to his role, and the organization
  continues to handhold and equip the employee,
  building connections, and facilitating
  relationship building.
• Get feedback from the employee with regard to his
  settling in
• in the organization.
• Review the new hire performance and provide
  feedback on specific tasks.
• Provide relevant feedback - regularly and
  consistently.
• Review performance and development goals.
• Facilitate one on one meetings with managers,
  skip level managers and HR.
• Facilitate relationship building across business
  and functions.
• Review the employee with their buddy with regard
  to any
• queries.
• Facilitate socialization with the new hire taking
  an active part in
• office events, work related and otherwise.
• Ensure the employee has attended the new hire
  orientation

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• First 60 90 days
• By 90 days the employee should feel a part of the
  organization, able to work and produce results
  independently.
• Review and discuss performance and development
  goals.
• Provide meaningful feedback, and facilitate
  necessary training.
• Get employee feedback on the onboarding and new
  hire orientation program.
• Continue one on one meetings.
• Set realistic performance goals.
• Review the employee with the assigned buddy for
  feedback.
• Continue facilitating relationship building and
  socialization in
• the organization.
• Facilitate job shadowing.

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EMP Trust Solutions provides Human Capital
Management (HCM) and Talent Management solutions
and services for a global workforce. Our core HR
solutions help companies to create great
onboarding experiences for new hires with new
hire portals, forms, and task management with
advanced tools. To learn more, visit emptrust.com