How to create an onboarding checklist for new hires

Properly integrating new hires into the company culture and equipping them with the necessary tools and information can significantly impact their productivity and job satisfaction. A well-structured onboarding checklist ensures that every step of the process is covered, from the initial welcome to the final integration into their new role.

In today's fast-paced business environment, ensuring a smooth and comprehensive onboarding process is essential for retaining top talent and fostering a productive workforce. Onboarding goes beyond mere orientation; it's about making new employees feel welcome, valued, and prepared to contribute to the company's success from day one. An effective onboarding checklist serves as a roadmap for both the employer and the new hire, ensuring that all necessary steps are completed, and nothing is overlooked.

The importance of onboarding cannot be overstated. According to the Society for Human Resource Management (SHRM), effective onboarding programs can improve new hire retention by 82% and productivity by over 70%. For SMBs, where each employee plays a crucial role, these statistics underscore the need for a well-planned and executed onboarding process. A structured onboarding checklist helps to standardise the process, ensuring consistency and completeness, which is vital for maintaining high standards and meeting compliance requirements.

Creating an onboarding checklist involves careful planning and consideration of various elements, from pre-arrival preparations to post-onboarding follow-ups. This article will delve into the key components of an effective onboarding checklist, providing practical tips and insights to help you develop a comprehensive and user-friendly tool that can enhance your onboarding process and boost new hire success.

1. Pre-arrival preparations

Pre-arrival preparations are the first step in creating a welcoming environment for new hires. These preparations ensure that everything is in place before the new employee's first day, helping them feel valued and anticipated.

According to a study by Glassdoor, organisations with a strong onboarding process improve new hire retention by 82% and productivity by over 70%.

Key steps:

1. Send a welcome email: Include essential information such as start date, time, dress code, and an overview of the first day’s agenda.
2. Prepare their workspace: Ensure that their workstation is set up with the necessary equipment, such as a computer, phone, and any other tools they will need.
3. Provide access to systems: Set up email accounts, software logins, and access to any necessary systems or databases.
4. Send company materials: Provide an employee handbook, company policies, and any other relevant documents that the new hire should review before their start date.

These pre-arrival steps help to create a positive first impression and ensure that new hires feel prepared and welcomed from the moment they walk in the door.

2. First day orientation

The first day is crucial for setting the tone for the new hire's experience with the company. A well-planned orientation can help ease any first-day jitters and provide a solid foundation for their role.

According to a study by BambooHR, employees who had a structured onboarding experience were 58% more likely to be with the company after three years.

Key steps:

1. Greet them warmly: Ensure that someone is there to welcome them when they arrive.
2. Office tour: Introduce them to key areas such as restrooms, break rooms, emergency exits, and their workspace.
3. Team introductions: Introduce them to their team members and key colleagues.
4. Provide an orientation schedule: Outline the activities planned for the first day, including any meetings, training sessions, and breaks.

A comprehensive first-day orientation helps new hires feel more comfortable and integrated into the company from the start.

3. Initial training and resources

Providing new hires with the training and resources they need to succeed in their roles is a critical component of the onboarding process. This step ensures they have the knowledge and skills required to perform their job effectively.

The Aberdeen Group found that employees are 69% more likely to stay with a company for three years if they experience well-structured onboarding.

Key steps:

1. Job-specific training: Provide training tailored to their specific role, including any software or tools they will use.
2. Access to learning materials: Offer access to online courses, manuals, and other learning resources.
3. Assign a mentor: Pair new hires with an experienced employee who can provide guidance and answer questions.

Investing in initial training and providing the necessary resources helps new hires feel more confident and competent in their roles.

4. Integration into the company culture

Integrating new hires into the company culture is essential for fostering a sense of belonging and engagement. This step involves introducing them to the company's values, mission, and social environment.

According to Gallup, highly engaged employees are 21% more productive than their disengaged counterparts.

Key steps:

1. Share the company’s mission and values: Explain the company's goals and how their role contributes to these objectives.
2. Introduce company traditions and events: Highlight any regular social events, team-building activities, or company traditions.
3. Encourage social interaction: Organise informal gatherings or lunches with team members to help new hires build relationships.

Helping new employees feel connected to the company culture can significantly enhance their overall engagement and job satisfaction.

5. Setting clear expectations and goals

Clear expectations and goals are crucial for guiding new hires and helping them understand their responsibilities. This step ensures that they know what is expected of them and how their performance will be evaluated.

A study by Harvard Business Review found that employees who understand their goals are 3.5 times more likely to be engaged.

Key steps:

1. Discuss job responsibilities: Clearly outline their duties and responsibilities.
2. Set short-term and long-term goals: Establish achievable goals for the first 30, 60, and 90 days.
3. Explain performance metrics: Describe how their performance will be measured and what success looks like in their role.

Providing clear expectations and goals helps new hires stay focused and motivated, knowing exactly what they need to achieve.

6. Continuous feedback and support

Providing continuous feedback and support is essential for helping new hires improve and succeed in their roles. Regular check-ins and constructive feedback foster a culture of growth and development.

According to Deloitte, companies with effective performance management systems are 1.5 times more likely to be high-performing organisations.

Key steps:

1. Schedule regular check-ins: Set up weekly or bi-weekly meetings to discuss progress and address any concerns.
2. Provide constructive feedback: Offer specific and actionable feedback to help them improve.
3. Encourage open communication: Create an environment where new hires feel comfortable asking questions and seeking help.

Continuous feedback and support ensure that new hires receive the guidance they need to develop and succeed.

7. Post-onboarding evaluation

Post-onboarding evaluation is the final step in the onboarding process, assessing the effectiveness of the onboarding programme and identifying areas for improvement. This step ensures that the onboarding process remains relevant and effective.

According to SHRM, continuous improvement of the onboarding process can lead to a 60% increase in new hire retention.

Key steps:

1. Conduct surveys: Gather feedback from new hires about their onboarding experience.
2. Evaluate performance: Assess new hires’ performance and progress against their initial goals.
3. Identify areas for improvement: Use the feedback and performance data to refine and improve the onboarding process.

Post-onboarding evaluation helps ensure that the onboarding process remains effective and continuously improves over time.

By following these steps and incorporating these elements into your onboarding checklist, SMBs can create a structured and supportive onboarding process that enhances new hire productivity, engagement, and retention. Investing in effective onboarding not only benefits new employees but also drives the overall success and growth of the business.