A new hire onboarding checklist is essential to HR departments across the country. They help managers and HR make sure they are covering all the necessary steps to prepare a new employee entering their company. They’re one of the most essential parts of ensuring that your employees are as productive as possible from day one. The checklist will help set the tone for the new employee’s future at the company and will help your HR department understand the new employee’s overall worth to the organization.
In other words, a new hire checklist will benefit both the employee and the employer. That’s why your new hire checklist must be up to best practice standards. Almost everyone has heard of Chick-Fil-A, and for good reason. They’re known for keeping their employees happy. Former Chick-Fil-A VP Dee Ann Turner speaks more on its importance here. Online, you’ll find plenty of templates. However, this one is a great one to use. Creating a great new hire checklist isn’t extremely difficult. However, there are a lot of factors that come into play.
Before diving into how to structure a new hire checklist, there’s some information that you should be aware of.
You should check local labor laws and regulations to ensure that your new hire checklist and general employee roles are within regulation. This can protect you from legal trouble and provide the employee with a defined set of roles within your company.
Secondly, you should collect all signed agreements that your employee makes. Store these documents somewhere safe and under restricted access. These can come in handy if any legal issues should arise in the future. Let’s begin taking a look at how to make a new hire checklist.
A background check is recommended and essential for many different industries.
If this is required by your organization, it’s the first time when onboarding a new hire. If they fail to pass it, you won’t have wasted the time and resources of preparing the onboarding checklist beforehand.
The first step when onboarding a new employee is ensuring that they’re well aware of their responsibilities as well as any other pertinent information to their position.
Your employment contract should define their job information. This includes their title as well as a department they’ll be working in. Additionally, this can be a good place to add job responsibilities and duties so that there is no confusion on either end when making a new hire.
Other information that should be included:
While this may seem like a no-brainer, you’d be surprised at how often vital paperwork slips through the cracks. This can cause massive headaches in the long term and your HR department will be thankful for having been diligent about new employees completing all forms.
These forms will often provide you with data that will make your life easier as well. The information will ensure that you can properly compensate the employee and protect them from any issues too.
The types of forms required will vary by state to state, so make sure you’re checking local and state regulations when providing new employees with legally-required forms.While they may vary, you’ll find that there are several types of documents that will commonly be required. These include
Part of completing this task may be simply asking the new hire to send you the pertinent information. It’s completely normal to request personal data to be entered into your company’s HR department. Required information may be tax identification numbers, SSNs, and bank account information for direct deposit forms. This can also include copies of degrees to verify education levels and even food allergies.
This personal data can be life-saving, so ensure that you’re obtaining it from all new hires. This information includes emergency contacts, a brief medical history, and other medical issues that may arise during their time at work. This information is sensitive and should only be handled by those with access to the HR department. However, it can be extremely important if something happens to the employee.
Excellent communication is integral to the new hire checklist. Generally, this refers to making sure new employees are receiving a welcome email or letter that provides all the information they may want to know. Some things to include in this email include:
After you’ve provided the employee with all the information you need, you should communicate with your other employees as well. Try sending a new hire announcement email to all the employees of your organization to help the new employee feel welcomed on their first day. In this announcement email it’s recommended to include their name and job title, what team they’ll be joining, a few interesting and human things about their background, and invite them to any upcoming work functions that have been planned. This first impression is crucial to defining the employee’s experience while at your organization. Having a positive one can increase the productivity and morale of new hires. Finally, send off all the employee’s information to the office manager, IT team, and accounting department to integrate them into the daily workflow of other departments as well. This entire step is dedicated to ensuring a smooth hiring process on all ends of the business. It can help everyone feel part of inclusive work culture.
This onboarding kit is going to be the new employee’s guide as they navigate and adjust to your work environment and culture. This kit should include several things:
It’s been found that employees who end up quitting their position will almost always do it within the first six months. Overall, 86 percent of employees who quit will do it in the first six months of being hired. To avoid this, keep in constant contact with your new hire and meet with them regularly. In these meetings, talk with your new employees about their experiences and what they’re struggling with. By being open with them, you can remedy and issues they may be experiencing.
This will also help your new employee feel valuable and worth something to the organization. Employees will suffer through a lot for the employers, but only if they feel like their value is known.
The process of bringing a new employee into a company is going to require a new hire checklist. The process of onboarding new employees is going to differ immensely depending on the role they will be undertaking. A new hire checklist will ensure that a hire is a great culture fit and will uphold the values the company stands for. The following are important aspects to include on your new hire checklist:
Progress reports can allow a company to see how efficient the new hire onboarding process becomes. Employees struggling during the first 6 months of employment are far more likely to seek employment elsewhere. Identifying where a new hire is struggling can help solve the issues they are having. A team that is welcoming and willing to help a need hire will be evident in progress reports.
The reports can also be used as an indication a particular hire is not working out. Far too many people inflate their previous experience to look better during their job search. A new hire could feel like they are struggling due to a lack of understanding of production levels. The progress report could be encouraging if they see they are outperforming others on the team that have been with the company for a longer period of time.
A gap analysis can provide clarity for a new hire as it identifies the gap between current performance and desired performance. Clear expectations can drive productivity while unclear goals can lead to confusing/time wasted. A manager can provide extra training or provide a new hire with resources in order to close that gap.
Setting small goals and establishing milestones for improvement can provide a map for improvement. Demanding improvement without a plan can seem more than daunting for a new hire. A company can find additional value in an employee that helps struggling new hires close the gap on a regular basis.
Process optimization occurs when a process has been changed to become more efficient. Not only can process optimization cut costs and save time, but optimization can also save a business money. Optimizing the hiring process can lead to improved quality of hire and a reduced time looking for employees. Data collected from previous hires and feedback can play a huge role in optimizing processes for new hires.
The following are ways the new hire process can be optimized:
The hiring process and checklist for new hires need to be optimized. Do not underestimate how the first few days at a company will impact a new hire’s attitude towards the company permanently.
Porter’s Five Forces help identify competition in nearly all facets of a business. These include direct rivals, the threat of a product/service being replaced, and even suppliers negotiating for higher costs. New hire checklists can incorporate the forces as hiring a particular person could be to simply keep them from working at a competitor. A new company hiring top talent entering the market can spell disaster for businesses with average staff.
The following ways these forces can be identified in the new hire checklist:
Porter’s Five Forces are important in terms of hiring. The last thing anyone wants at a company is to taint the image of the business to a new employee that otherwise would have been valuable. First impressions are important in business whether it is a new client or a new hire being onboarded.
The difference between process and procedure can be difficult to comprehend for some. Management dictates processes while those in production usually look to modify procedural details. New hires go through an onboarding process while a team lead might take them through the way things are done rather than immediately diving into the entire process. The following are ways to improve both processes and procedures when it comes to new hires:
Take the time to look at the new hire onboarding process and how this process can be improved immediately!