Welcoming a new member of staff into your organisation is a pivotal moment, both for the individual and the company. A well-structured onboarding process is crucial to ensure a successful start – it not only helps to set expectations, but also lays the foundation for a positive and productive working relationship. This article provides an in-depth guide to create a comprehensive onboarding checklist, tailored to meet your organisational needs.

The Recruitment Stage

1. Job Description – The Starting Point

Your job description is typically the first interaction a potential candidate has with your company. It is therefore vital to provide a clear and accurate portrayal of both the role and the organisation. This not only leaves a favourable initial impression, but also helps manage the candidate’s expectations right from the outset.

Creating a compelling job description might seem daunting, but with the right template and guidance, it needn’t be. Our Job Description Template is a great starting point.

2. Verbal Acceptance – Ensuring Mutual Agreement

Once a candidate has been selected, it’s important to gain verbal acceptance of the contract’s terms and conditions. Open and transparent discussions not only reduce the likelihood of last-minute withdrawals, but also set a positive tone for your company’s communication style.

3. Formal Offer – The Final Step

Dispatching the formal offer marks a significant milestone in the talent acquisition process. It’s crucial to emphasise its importance – both internally and externally. When sending out the formal offer, remember to congratulate the candidate and include clear instructions on how to complete and submit the signed contract.

Pre-Boarding – Setting the Scene

Pre-boarding is an often overlooked, yet significant step in the onboarding process. It provides an opportunity to establish a sense of security and predictability, enabling the new hire to approach their first day with confidence and understanding.

4. System Logins

Acquire the new hire’s login details for all systems (e.g., email, CRM, development environment, etc.).

5. The Calendar

Prepare the new hire’s calendar for the first week, including meetings, training sessions, lunches, and time for initial tasks.

6. Regular Meetings

Schedule any reoccurring one-on-one meetings.

7. Buddy Systems

Pair the new hire with a buddy or mentor.

8. Initial Tasks

Identify meaningful, yet achievable tasks for the first week. These should utilise the new hire’s existing skills, enabling them to achieve quick wins and familiarise themselves with your organisation.

9. Equipment

Arrange for the standard office hardware and software. Consider asking the new hire about their preferred technical tools and hardware during the pre-boarding phase. This personal touch can help them feel valued and ready to start work immediately.

10. Informing Others

Inform employees responsible for specific training or orientation tasks. The earlier this is done the better.

11. Internal Announcement

Send a company-wide email introducing the new hire. Include some fun facts, pictures, and information about their start date and responsibilities.

Onboarding – The Welcome

The onboarding stage is where the new hire formally becomes part of your company. This stage should convey a warm welcome and provide all necessary information for a smooth start.

12. Welcome Email

Send the new hire a first-day email detailing what to expect. This could include instructions on arrival time, directions to the office, parking information, and an overview of their first week. Don’t forget to include access details for important systems such as their email.

14. Paperwork

Most paperwork should be completed before their start date. However, set aside some time with HR and their direct manager to tie up any loose ends.

15. Feedback

Schedule an end-of-the-first-week meeting to gain feedback and establish regular check-ins. This will give you insights into their training experience and any additional support they might need.

16. Nice-to-Have’s

Consider arranging a welcome gift or team lunch during their first week. A social media announcement about their start can also be a nice touch.

This wraps up our guide to onboarding. Remember, every organisation and role is unique, so feel free to adapt this guide to suit your needs. For more insights into onboarding phases, pitfalls, and best practices, check out our e-book on Onboarding. Good luck with your onboarding process!

“Successful onboarding is the foundation for a productive and positive working relationship.” – Anonymous

Ensure an effective onboarding experience with our expert checklist. Partner with us for seamless talent integration. Write to us today!