Unit 4 ONBOARDING PROCESS

Unit 4 ONBOARDING PROCESS

One to 2 weeks before new employee’s first day

• Prepare the new hire’s paperwork such as the employment agreement, non-disclosure agreement, employee handbook, etc.

• Set up new employee’s online accounts including email and passwords for company software.

• Prepare new hire’s laptop and new office phone.

  Order business cards and/or a desk nameplate.

  Arrange for new employee ID card and parking access.

  Schedule introductory meetings with key colleagues during the new employee’s first few weeks.

One to 2 weeks before new employee’s first day

• Arrange a welcome lunch for the new hire’s first day.

• Schedule a HR onboarding meeting for new hire’s first day.

• Arrange any relevant internal (or external) trainings required for the job.

• Send new hire a welcome email telling them what to expect including maps and meeting details. 

The day before the new hire’s first day

• Clean the new employee’s desk and set up their equipment and welcome kit. Include the following in your welcome kit: New hire paperwork and HR documents, technology setup instructions, a company notebook and stationery. 

• Prepare a copy of the new hire’s first week schedule.

• Ensure that the new hire’s company email account is set up and forward regular team meeting invites to them.

• Send a message to your new hire’s department to remind everyone of their start date.

• Add the new employee’s details to your HRIS system.

On the new employee’s first day

• Have someone ready to welcome the new hire when they get to the office.

• Give the new hire a detailed office tour and make them aware of their schedule for their first few days.

• Arrange for a welcome meeting with the new hire’s manager to provide an overview of their new team, their role and how their success will be measured.

• Schedule time for new hire paperwork.

• Take the new hire out for lunch with some of their key team members

On the new employee’s first day

• Allow the new hire some downtime to set up their new equipment, set new passwords and log in to their new accounts.

• Conduct a formal HR onboarding meeting, including details about benefits enrolment, company holidays and policies, company structure, team culture and review your company’s vision, mission and values. 

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During the new employee’s first week

• Schedule the new hire’s regular  one to one management meetings.

• Set clear goal and performance objectives for the new hire’s first 3 months, 6 months and a year.

• Go over a 3 month roadmap for key projects they will be working on.

• Schedule meaningful work tasks that get them up and running.

During the new employee’s first week

• Provide quick feedback on their initial work tasks and establish management expectations for their performance.

• Schedule introductory meetings with each department, not just those the employee will partner but all departments throughout the company, so that they can get a full understanding of different parts of your business.

• Check in with them on a regular basis and respond to any questions they have.

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During the new employee’s first 3 months

• Continue to have regular one-to-one meetings.

• Hold an informal 30-day check in to address any immediate concerns followed by a 90-day check in to see how everything is going.

• Ask for feedback on the onboarding process so you can improve the process for future new hires.