How to create the perfect employee onboarding process checklist

The first few weeks on the job are crucial to building a successful, long-term career. Your new employee won't know your company culture yet and may not be fully aware of what's expected from them as far as work tasks or relationships with co-workers are concerned. The best way to ensure that they learn everything they need to succeed is by creating a process for onboarding new employees. This guide will show you how!

Table of Contents

• Employee Onboarding and Importance of Employee Onboarding Process
• Pre-Boarding Phase: Make Your Preparations
• First Day and Orientation
• Support and Follow-up
• Employee Onboarding Checklist
• Have a Regular System in a Place
• Give Feedback
• Frequently Asked Questions

Employee Onboarding and Importance of Employee Onboarding Process

Employee onboarding is the process of integrating new hires into an organization and providing them with the necessary tools, information, and support to become successful employees. A comprehensive new employee onboarding process can significantly impact the success of new employees in their roles, as well as the overall success of the organization. An effective onboarding process can include an onboarding checklist for new hires, an onboarding process template, and other resources to ensure that new employees feel welcomed and prepared for their roles. The importance of a well-planned employee onboarding process cannot be overstated. It helps new employees understand the company culture, their role in the organization, and the expectations for their performance. By providing new employees with the support they need, organizations can increase employee engagement, reduce turnover, and ultimately achieve greater success.

Pre-Boarding Phase: Make Your Preparations

The pre-boarding phase is the period between when a new employee accepts a job offer and their first day on the job. It is a critical stage in the employee onboarding process as it sets the tone for the rest of the employee's tenure at the organization. During the pre-boarding phase, employers can use onboarding process templates to send welcome messages, company information, and relevant forms to the new hires. This process can help new employees feel connected to the company and can set expectations for their first day. Employers can also use this time to establish communication with new hires, to answer any questions they may have, and to provide necessary resources, such as an onboarding checklist template for new hires. A strong pre-boarding process can help new employees feel welcomed and prepared for their first day, which can lead to greater employee satisfaction and a higher likelihood of long-term success with the organization.

It’s important to make sure you have the right resources in place before an employee starts. The best way to do this is creating an employee onboarding checklist template for this tasks that need to be completed before your new employees start, so that there are no surprises, and everything runs smoothly.

For example:

• Make sure your HR department has all the paperwork ready (e.g., contracts) and signed by both parties involved
• Make sure the new hire is added to your company email system so they can communicate with other employees while they’re training
• Make sure that supporting documents and guides are ready for your new colleague.
• Assign a buddy for your new colleague and make sure the communication between them is strong
• Be sure to clarify the periods when you will receive feedback from your new colleague.
• Don't forget to send your welcome pack to your new colleague, a nice welcome is the first step in a better collaboration journey.

First Day and Orientation

The first day of a new employee is an essential component of the onboarding process, as it is the first opportunity for the employee to experience the company culture and work environment. An orientation session is usually conducted on the first day, which can include an overview of the company's mission, values, policies, and procedures, as well as a tour of the workplace. Employers can use an onboarding process template to organize the first-day activities and provide necessary resources, such as a checklist onboarding new employees, and access to relevant systems and equipment. The orientation session can also include introductions to key colleagues and stakeholders, and an overview of the employee's job responsibilities and expectations. The first day is an excellent opportunity for employers to create a positive first impression and set the stage for a successful employee experience. A well-planned and organized first day can help new employees feel more confident, engaged, and excited about their new role.

The whole purpose of creating an onboarding spreadsheet template like this is to make the onboarding process easy for your HR team to collaborate and create the perfect employee onboarding process for your new employees.

Copy the Employee Onboarding Planning Spreadsheet Template to your Retable Dashboard! Click Use Data button to directly copy this Employee Onboarding Planning Spreadsheet Template to your Retable dashboard.

You can share this New Employee Onboarding Template with your HR team, so everyone has access to all the information they need. Use the New Employee Onboarding Template together with your team to track employee information, including contact details, employment dates, job titles etc., as well as training and certification information. You can even use it as a way of tracking performance during an employee's first few months on board! ‍

Support and Follow-up

Providing ongoing support and follow-up is a crucial part of the employee onboarding process. Employers can use an employee onboarding checklist template to ensure that new hires receive the necessary training and support to perform their job duties effectively. It is also essential to provide regular feedback and check-ins to new employees to ensure that they are meeting expectations and to identify any issues or concerns they may have. Employers can use an onboarding process template to establish a schedule for follow-up meetings and performance reviews.

In addition to ongoing support and follow-up, employers can also provide opportunities for new employees to connect with their colleagues and participate in team-building activities. These activities can help new hires feel more connected to the organization and can foster a sense of belonging.

The support and follow-up provided during the onboarding process can have a significant impact on the success of new employees and the overall retention rates of the organization. By providing ongoing support and creating opportunities for engagement, employers can help new hires feel valued and invested in their roles, leading to increased job satisfaction and long-term success within the organization.

It's also important to keep your onboarding documents organized and ready. If you’re using a Retable onboarding spreadsheet template, this is easy. Just create a column for each document and attach them to the database when they are ready for use. This way, all your HR and training documents are in one place, and it is easy to find specific information about employees, topics or steps in different roles and departments.

Employee Onboarding Checklist for New Hires

An employee onboarding checklist for new hires is a comprehensive list of tasks and activities that employers can use to ensure that new hires have a smooth transition into their new roles. The checklist typically includes a variety of tasks that span the pre-boarding, first-day, and ongoing support phases of the onboarding process. Here are some examples of tasks that may be included in an employee onboarding checklist template:

Pre-boarding:

• Send a welcome message to the new hire
• Provide the new hire with information about the company culture and values
• Send necessary paperwork and forms for completion
• Provide access to relevant systems and equipment

First day:

• Conduct an orientation session
• Provide a tour of the workplace
• Introduce the new hire to key colleagues and stakeholders
• Provide an overview of job responsibilities and expectations

Ongoing support:

• Schedule regular check-ins and performance reviews
• Provide ongoing training and development opportunities
• Foster opportunities for team-building and collaboration
• Provide feedback and recognition for achievements

An employee onboarding checklist template can help ensure that all necessary tasks are completed, which can help new hires feel more prepared, supported, and engaged in their new roles. Employers can use an onboarding process template to customize their checklist to meet the specific needs of their organization and new hires.

Have a Regular System in a Place

One of the most common mistakes new managers make is waiting for performance reviews to have a conversation about employee progress. Don't fall into this trap! In fact, it's important to check in with your employees on a regular basis so that you can ensure they feel supported and are getting what they need from their job.

It's also important not to wait until an annual review or an employee tells you they need help in order to give feedback. This can send the message that these conversations are only important during formal performance reviews and don't happen otherwise. Instead, build an environment where giving feedback is routine—and make sure everyone knows how valuable it is!

Having a regular system in place is essential for ensuring the effectiveness of the new employee onboarding process. By establishing a consistent and repeatable process, employers can ensure that all new hires receive the same level of support and attention, regardless of their role or level within the organization. An onboarding process template can help establish this system by providing a clear framework for the onboarding process and ensuring that all necessary tasks are completed in a timely and organized manner.

A regular system can also help employers identify areas for improvement in the onboarding process. Regular review and evaluation of the onboarding process can help employers identify gaps or areas where new hires may need additional support or training. This feedback can then be used to refine and improve the onboarding process, resulting in a more effective and efficient experience for new hires. In addition, a regular system can help employers track the progress of new hires and identify any issues or concerns that may arise. By establishing a schedule for check-ins and performance reviews, employers can provide ongoing feedback to new hires and address any issues before they become more significant problems.

Overall, having a regular system in place is critical for ensuring that the employee onboarding process is effective, efficient, and consistent. By establishing a clear and organized process by creating an onboarding checklist for new hires, employers can provide new hires with the support and resources they need to become successful members of the organization.

Give Feedback

One of the most important parts of onboarding is giving your new employee feedback. Feedback should be specific, timely and positive. Giving feedback in a private setting is also important, as this will help your employee feel comfortable in asking questions or clarifying what you said earlier on. When giving feedback to employees, it’s important not to come across as threatening or intimidating. It's also important not to embarrass them during the process; make sure that if you do have any negative feedback for them that you're able to explain why it was necessary in a way that doesn't make them feel bad about themselves or their performance at work.

The best way to get employees off to a great start and increase their retention is with a well-thought-out onboarding process.

Here are some tips for giving effective feedback during the onboarding process:

1. Be specific: When giving feedback, be specific about what the new hire did well and what they could improve upon. Provide concrete examples and avoid generalizations.
2. Be timely: Feedback is most effective when it is provided in a timely manner. Schedule regular check-ins with new hires to provide ongoing feedback and address any issues or concerns.
3. Be constructive: Feedback should be constructive and focused on helping the new hire improve. Avoid criticism or negative comments, and instead provide guidance and support.
4. Be collaborative: Feedback should be a two-way conversation. Encourage new hires to share their thoughts and ideas, and work collaboratively to identify areas for improvement and develop strategies for growth.
5. Be positive: Feedback should be delivered in a positive and supportive manner. Highlight the new hire's accomplishments and celebrate their successes, while also providing guidance and support for areas where they can improve.

By providing regular feedback and support to new hires, employers can help them feel valued and invested in their roles, leading to increased job satisfaction and long-term success within the organization.

It's important to understand why this is the case, and what makes for an effective new employee onboarding process.

If you’re looking to start a new employee onboarding process, we hope that this article has given you some helpful tips on what to do. With a little planning and collaboration, you can set up an onboarding process that works for everyone involved.

Frequently Asked Questions

What is an employee onboarding process?

An employee onboarding process is a structured and organized approach to integrating new employees into an organization. The onboarding process typically begins before the new employee's first day and continues for several weeks or months. The goal of the onboarding process is to help new hires become productive members of the organization as quickly and smoothly as possible.

The new employee onboarding process typically includes several phases, including pre-boarding, the first day and orientation, ongoing support, and follow-up. During the pre-boarding phase, new hires may receive information about the company culture, values, and policies, and complete necessary paperwork and forms. On the first day, new hires may receive an orientation, meet their colleagues, and learn about their job responsibilities and expectations. Ongoing support may include regular check-ins, training, and development opportunities, and team-building activities. Follow-up may include performance reviews and feedback to ensure that new hires are meeting expectations and have the necessary support to succeed in their roles.

An effective employee onboarding process can help new hires feel valued, engaged, and invested in their roles, leading to increased job satisfaction and long-term success within the organization. Employers can use a new employee onboarding checklist template or an onboarding process template to ensure that all necessary tasks are completed and that new hires receive the support and resources they need to succeed.

Why is employee onboarding important?

Employee onboarding is important for several reasons:

1. Improved retention: Effective employee onboarding can improve retention rates by helping new hires feel valued and invested in their roles. By providing a positive and supportive onboarding experience, employers can increase the likelihood that new hires will stay with the organization long-term.
2. Increased productivity: An effective onboarding process can help new hires become productive more quickly by providing the training and support they need to perform their jobs effectively. By helping new hires feel comfortable and confident in their roles, employers can improve productivity and reduce the time it takes for new hires to become fully integrated into the organization.
3. Better job satisfaction: A positive onboarding experience can help new hires feel engaged and satisfied in their roles. By providing a clear understanding of the company culture, values, and expectations, employers can help new hires feel more connected to the organization and their colleagues.
4. Stronger employer brand: A positive onboarding experience can also help strengthen the employer brand by demonstrating to new hires and potential candidates that the organization values its employees and is committed to their success. This can help attract top talent and improve the overall reputation of the organization.
5. Reduced costs: Effective onboarding can also help reduce costs associated with turnover and training. By improving retention rates and productivity, employers can save money on recruiting and training new hires, as well as reduce the costs associated with lost productivity and revenue due to vacant positions.

Overall, employee onboarding is a critical component of the hiring process. By providing a positive and supportive onboarding experience, employers can improve retention, productivity, and job satisfaction, while also strengthening their employer brand and reducing costs.

How long should the onboarding process last?

The length of the onboarding process can vary depending on the organization and the position. In general, the onboarding process should last long enough to ensure that the new hire has all the information and resources they need to become a productive member of the team.

According to research, the onboarding process can last anywhere from 90 days to 6 months or more, depending on the complexity of the position and the industry. However, many organizations aim to complete the onboarding process within the first 30-90 days.

During the onboarding process, new hires should receive the necessary training, resources, and support to perform their job duties effectively. They should also have the opportunity to meet their colleagues and learn about the company culture, values, and expectations.

Employers can use an onboarding process template or an employee onboarding checklist template to ensure that all necessary tasks are completed and that the new hire receives the necessary support and resources. Regular check-ins and feedback sessions can also help ensure that the onboarding process is progressing smoothly and that the new hire has the necessary support to succeed in their role.

What documents are necessary for onboarding?

The specific documents required for onboarding may vary depending on the organization, industry, and position, but some common documents include:

1. Employment contract or offer letter: This document outlines the terms and conditions of employment, including the job title, salary, benefits, and start date.
2. Tax forms: New hires are required to complete tax forms, such as a W-4 form for federal income tax withholding and state tax forms, if applicable.
3. Employee handbook: The employee handbook outlines the company policies, rules, and regulations that new hires are expected to follow.
4. Direct deposit form: This form is required to set up direct deposit for payroll.
5. Emergency contact information: New hires are typically required to provide emergency contact information in case of an emergency.
6. I-9 form: The I-9 form verifies the new hire's eligibility to work in the United States.
7. Background check authorization form: Depending on the organization and industry, new hires may be required to undergo a background check, and an authorization form is necessary for this process.
8. Confidentiality and non-disclosure agreement: Some organizations require new hires to sign a confidentiality and non-disclosure agreement to protect sensitive company information.
9. Training materials: New hires may be required to complete training modules, including safety training, ethics training, or compliance training.

Employers can use an onboarding checklist template for new hires to ensure that all necessary documents and forms are completed and that the new hire receives the necessary training and resources to succeed in their role.

How do I create a training program for new hires?

Creating a training program for new hires involves several steps:

1. Identify the training needs: Identify the skills, knowledge, and behaviors that new hires need to be successful in their roles. This can be done by consulting with the hiring manager or supervisor and reviewing job descriptions and performance expectations.
2. Develop learning objectives: Based on the identified training needs, develop specific learning objectives that describe what new hires should be able to do or know after completing the training program.
3. Determine training methods: Decide on the most effective training methods based on the learning objectives and the learning styles of the new hires. Training methods can include instructor-led training, e-learning modules, on-the-job training, or a combination of methods.
4. Create training materials: Develop training materials, such as handouts, manuals, and videos, that cover the learning objectives and training methods.
5. Deliver the training: Deliver the training program to new hires, either in person or through online platforms. Provide opportunities for new hires to practice and apply what they have learned, and offer feedback and support as needed.
6. Evaluate the training: Evaluate the effectiveness of the training program by assessing whether the learning objectives were achieved and gathering feedback from new hires and their supervisors. Use this feedback to improve the training program for future new hires.

It's important to note that the training program should be tailored to the specific needs of the organization and the position. Using an onboarding process template or an employee onboarding checklist template can help ensure that all necessary training materials and activities are included in the training program.

How can feedback be incorporated into the onboarding process?

Feedback can be incorporated into the onboarding process in several ways:

1. Surveys: Create a survey for new hires to complete after their first few weeks or months on the job. Ask them to provide feedback on the onboarding process, including what they found helpful and what could be improved. Incorporate psychometric principles into your survey by framing questions that go beyond surface-level feedback, delving into the employees' emotional experience and job satisfaction. To answer the question "what is psychometrics?" in this context, it involves integrating scientifically validated measures to assess not only the tangible aspects of onboarding but also the intangible factors that contribute to overall job satisfaction and engagement.
2. Check-ins: Schedule regular check-ins with new hires to discuss their progress and address any questions or concerns they may have. Use these check-ins as an opportunity to provide feedback and offer support.
3. Performance goals: Set performance goals with new hires and provide regular feedback on their progress towards achieving these goals. Use this feedback to guide their development and to help them understand what is expected of them.
4. Peer feedback: Encourage new hires to seek feedback from their peers and colleagues. This can help them understand the company culture and build relationships with their colleagues.
5. Manager feedback: Ensure that managers provide regular feedback to new hires on their performance and progress. This can help new hires understand their strengths and areas for improvement and ensure that they are meeting the expectations of their role.

Incorporating feedback into the onboarding process can help new hires feel supported and valued and can help organizations identify areas for improvement in their onboarding process. Using an onboarding process template or an employee onboarding checklist for new hires can help ensure that regular feedback sessions are included in the onboarding process.

How can companies measure the success of their onboarding process?

Companies can measure the success of their onboarding process in several ways:

1. Employee retention: One key indicator of the success of the onboarding process is employee retention. If new hires are staying with the company for a significant amount of time, it is an indication that the onboarding process is effectively preparing them for their roles.
2. Time-to-productivity: Companies can measure the time it takes for new hires to become fully productive in their roles. A successful onboarding process should help new hires ramp up quickly and start contributing to the company as soon as possible.
3. Employee engagement: Companies can measure employee engagement levels of new hires after completing the onboarding process. Engaged employees are more likely to be productive and committed to their roles, and a successful onboarding process can help foster engagement.
4. Performance metrics: Companies can track the performance metrics of new hires, such as sales targets, project completion rates, or customer satisfaction scores. If new hires are meeting or exceeding performance expectations, it is an indication that the onboarding process is effective.
5. Feedback: Gathering feedback from new hires, their managers, and other stakeholders can provide insight into the effectiveness of the onboarding process. Companies can use surveys or focus groups to gather feedback and make improvements to the onboarding process based on this feedback.

By measuring the success of their onboarding process, companies can identify areas for improvement and make changes that will help new hires become productive and engaged employees. Using an onboarding process template or an employee onboarding checklist template can help ensure that all necessary components of the onboarding process are included and can be measured for success.

What happens if an employee is not a good fit during the onboarding process?

If an employee is not a good fit during the onboarding process, it is important to address the issue as soon as possible. Some steps that companies can take include:

1. Provide feedback: Provide honest feedback to the employee about their performance and areas for improvement. This feedback can help the employee understand the expectations of the role and work towards improvement.
2. Re-evaluate the fit: Re-evaluate the fit of the employee in the role and the company culture. Consider whether the employee's skills and values align with the company's needs and whether they are a good fit for the team.
3. Provide additional training or support: If the employee is struggling with certain aspects of the role, provide additional training or support to help them improve.
4. Set clear expectations: Ensure that the employee understands the expectations of the role and what they need to do to be successful. Provide a clear plan for improvement and set goals for the employee to work towards.
5. Terminate the employment: If the employee is not a good fit and cannot be coached or trained to meet the expectations of the role, it may be necessary to terminate their employment.

It is important to handle this situation with professionalism and respect for the employee, while also considering the needs of the team and the organization. By addressing the issue early, companies can minimize the impact on team morale and productivity. Using a new employee onboarding template or an employee onboarding checklist template can help ensure that expectations and feedback are clear from the beginning of the onboarding process, which can help avoid this situation.

Do you need more onboarding templates for new employees? Employee onboarding is a pretty extensive scenario and continues after you hire your employee candidate. Check out our HR templates to make this process more efficient for your employees!

• Simple Performance Review Spreadsheet Template
• Applicant Tracking Spreadsheet Template
• Recruitment Planning Spreadsheet Template
• HR Knowledge Base Spreadsheet Template
• Employee Onboarding Planning Spreadsheet Template
• Employee Scheduling Spreadsheet Template
• Employee Directory Demographic Spreadsheet Template
• Team Workload Planning Spreadsheet Template
• Interview Questions Spreadsheet Template
• Employee Talent Development Planning Spreadsheet Template