Bringing new employees on board is more than just paperwork. It’s your chance to make a great first impression and set them up for success. A thoughtful, well-planned onboarding process helps new hires feel welcome, understand their role, and get up to speed quickly. This onboarding checklist covers all the important steps to make the process smooth and effective.
(For a printable version, check out our New Hire Onboarding Checklist PDF!)
Preboarding Checklist
Prepare Necessary Documentation
- Offer letter or employment contract
- Tax forms (e.g., W4 and I9)
- Direct deposit authorization form
- Company policies
- Employee handbook
Set Up Workspace and Tools
- Assign a desk, office, or workstation
- Provide necessary equipment (e.g., computer, phone, tools)
- Set up login credentials for access to systems or software
- Prepare basic office supplies (e.g., pens, notepads, highlighters)
Plan Orientation Schedule
- Schedule meetings for new hire with key team members
- Organize a tour of the workplace
- Prepare training sessions for role-specific tasks
- Set dates for compliance training (e.g., workplace safety, harassment prevention)
- Assign an onboarding buddy or mentor to the new hire
Pre-Meet Introductions
- Send the employee a pre-start welcome email with any helpful first-day info
- Introduce the employee to their team via Teams or Slack
Day One Onboarding Checklist
Welcome and Introduction
- Warmly introduce the new employee to the team
- Provide a welcome kit (e.g., branded merchandise, snacks, contact list)
Orientation
- Give an office tour
- Review company mission, values, and culture
- Explain organizational structure
- Discuss company policies and procedures
Administrative Tasks
- Collect signed documents (offer letter, tax forms, etc.)
- Set up payroll information
- Explain benefits enrollment process
IT & Security
- Meet with the employee to provide an overview of your tech stack
- Introduce company internal communication platforms
- Schedule cybersecurity trainings
- Confirm employee’s access to all necessary tools
- Confirm building access (if applicable)
First Week Onboarding Checklist
Training and Knowledge Sharing
- Offer role-specific training sessions
- Provide access to learning materials and resources
- Introduce the new hire to their mentor or onboarding buddy for guidance
- Make sure time is set aside for the employee to absorb the information
Performance Expectations, Feedback & Check-Ins
- Review job responsibilities and expectations
- Discuss performance metrics and evaluation processes
- Set short-term and long-term goals
- Schedule one-on-one meetings with supervisors
- Encourage questions and address concerns
- Provide constructive feedback on initial tasks
Long-Term Onboarding & Ongoing Support
- Integrate the employee into company culture with team-building events and company initiatives
- Conduct a 30-60-90 review to discuss goals and progress
- Continue 1:1s for personalized feedback on performance, goals, and overall well-being
- Offer additional training or resources if needed
- Ask employee for onboarding feedback to continue improving the onboarding process
Conclusion
Great onboarding isn’t just about ticking off a to-do list. It’s about creating a positive experience that helps new hires feel confident and excited for their future with your company. When you take the time to welcome, train, and support them properly, you’ll see the benefits in stronger performance, better morale, and higher retention.
To learn more about how Green Payroll can help streamline your new hire onboarding, contact us today!
New Hire Onboarding Checklist Download
Ensure a comprehensive, engaging onboarding by following this checklist! Download this content as a printable PDF for a quick reference guide to bring on your new hires with efficiency!
Checklists and Resources
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