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Your Onboarding System | A Checklist to Prepare New Hires

May 24, 2021

Your employee onboarding software gives you the tools to help new hires get acclimated to your company. Learn how we can increase productivity and improve employee success.

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Your employee onboarding platform gives you the tools to help new hires get acclimated to your company. This is also a great way to collect and store the documentation your HR needs throughout the lifecycle of your staff. If you're not currently using HR onboarding software, it's something you should research to improve efficiency for your HR. In this post, we'd like to walk you through a great onboarding checklist. You can use the checklist without a system, but your onboarding platform will make the workflows easy to manage and seamless.

Onboarding is an important part of the training process. This is one of the most important first impressions you have to make in front of your new hires, and it sets the tone for the rest of their experience with the company.. Having your protocol set and your processes seamless improves productivity overall, and it helps to make the training process easier for your new and existing staff.

The onboarding process should be organized to make it easier for your new hires to digest all the information. New employees don't know anyone yet and may not be familiar with all of your tools, software, and processes. It can take some time for them to get adjusted. During the onboarding process, you'll also have them filling out documentation, signing up for any benefits, and tackling a lot of necessary tasks to get them situated in their new role. That's a lot to take in at one time. That’s why it’s beneficial for an onboarding process to start even before their first day – so you can focus on building a connection instead of paperwork.

Making the onboarding process smooth and giving them a way to access information whenever they need it, is helpful. New hires may need to consult the employee handbook here and there over their first few weeks. They might need access to information on tools or to review training material. An organized onboarding process can help them keep all of these resources together, so they can easily find what they need as they adjust.

Your Checklist for Onboarding New Employees

Setting up the onboarding process for new hires is important. You'll likely need to customize the process for the specific hire, and there will be aspects that are universal across the company. Developing a checklist for your onboarding process ensures that you don't forget any pertinent information. You can also verify tax and legal documentation in advance so that it's included in your workflow and never omitted.

Each position and company is unique. The following checklist fits a general hiring process, so you’ll need to adjust items to fit your company's needs.

  • Introduction: You can handle the introduction in a number of ways. Many companies like creating an introductory video that new hires can watch at home or on the first day in the office. Our premium video offers personalized communication and a more dynamic way to connect with your employees. You may also walk the new hire through their department and workspace to show them where everything is and make introductions to their new colleagues.
  • Collecting Hiring Information. Your new hire will need to fill out the proper tax forms and supply documentation for HR. This might include filling out benefits packages if that's applicable for the employee. All of this information will need to be stored securely, per regulatory compliance.
  • Setting Up Payroll Information. Your payroll department will need new hires to supply information for direct deposit, if applicable.
  • Customized Training. Your company may need to provide customized training for specific staff members, depending on their job requirements. Making this training customizable saves time because staff members will only need to complete training that aligns with their responsibilities. It also makes it easier for new staff to absorb material when they're not overloaded with information that's unnecessary for their position.
  • Company-Wide Training. Some training will be mandatory for all of your staff. This might include training to maintain compliance for different governing bodies, such as OSHA.
  • Company Information. Many companies provide employee or management bios and company information to new hires. This helps new staff members learn more about the company and their coworkers and gives them a reference point as they get adjusted.
  • Employee Handbook. The employee should be provided with an employee handbook or given access to any digital handbook. You may also need them to sign to acknowledge that they've received the handbook. This will help them learn the protocols that are specific to your company and should give them information that they can reference for any issues they might have.

The Benefit of Employee Onboarding Software

You can set up an onboarding system without using onboarding software. However, that usually means that the information isn't as easy to store or access, which can add more steps to your process.

A great onboarding software gives you options to customize onboarding for your company and individual hires. You can securely store data and use it throughout the lifecycle of your staff, to make management and promotional decisions more efficient. The software can be set to give you notifications and reminders when documentation needs to be completed. You can also oversee training completion and employees can get credit for the different training they've worked through during their employment.

The onboarding process sets the scene for your new hire. It gives them a good overview of the company and, ideally, it makes it easier for the new hire to get comfortable. You're providing them with good resources to help them navigate in their new surroundings. When onboarding is handled efficiently, it increases productivity and lends itself to improved employee success.

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