Employee onboarding and onboarding checklists
Starting a new job, regardless of the position, is stressful for many people, especially as the first day approaches. But with the right employee onboarding checklist, you can transform those first-day nerves into enthusiasm that sets up new hires for long-term success. In this blogpost, we explore some of the strategies our experts use to help organizations across Canada design onboarding programs that allow every new hire to feel valued, prepared, and ready to succeed in their role.
Transforming new hires into top performers
Your employee onboarding process is your company’s first impression on a new hire, and you only get one chance to make it count. The first few days are pivotal for shaping a new employee’s impression of your organization.
Effective employee onboarding is more than just paperwork and orientation training. Onboarding is your chance to immerse new hires in your company culture, communicate your mission and values, and help them understand the important role they play in the bigger picture. This process isn’t just about logistics; it directly affects employee retention. According to a study by the Aberdeen Group, 86 percent of new employees decide whether to stay with or leave a company within their first six months.
Safety-first culture from the first day
A comprehensive employee onboarding checklist also plays a vital role in establishing your organization’s safety culture from day one. New employees need to understand not just what they’ll be doing, but also how to do it safely. This is particularly important in industries with specific health and safety requirements, where proper training can prevent workplace accidents and ensure compliance with applicable occupational health and safety legislation.
How an employee onboarding checklist can help HR professionals
Leading a team and driving business growth means juggling countless priorities: a challenge business leaders and HR professionals know all too well. An onboarding checklist serves as a trusted roadmap, ensuring every detail is covered and nothing is missed during those critical first weeks and months.
Consistency
Every new employee deserves the same quality experience, regardless of when they join your organization or which department they’re joining. An onboarding checklist ensures every new hire receives clear, consistent information about your organization and its policies and procedures. It also provides a smooth and structured introduction to their team.
Compliance
Employers must provide new hires with training on certain topics, such as:
- Health and safety;
- WHMIS; and
- Workplace violence and harassment prevention.
It’s important to remember that specific training requirements can vary depending on the jurisdiction and the employee’s job. An onboarding checklist is a valuable tool to ensure you meet these requirements while keeping accurate compliance records.
Save time, reduce costs
An effective onboarding process accelerates new employees’ productivity while building confidence and resilience from day one. Providing resources like an employee handbook or policy manual, paired with effective training, reduces the need to repeatedly address common questions or challenges new hires face. An onboarding checklist is invaluable for ensuring new employees receive the support and resources they’ll need to be successful. A checklist streamlines the process, providing a smooth and consistent onboarding experience for all.
What to include in your employee onboarding checklist
Crafting a successful onboarding checklist demands thoughtful planning and meticulous attention to detail. Below we’ve included some key items a well-rounded onboarding checklist should include.
Before the new hire’s first day: Getting ready
The onboarding process starts well before your new hire’s first day. This early preparation lays the foundation for a positive and seamless experience going forward.
- Send a welcome e-mail to the new hire with any first day logistics (for example: parking details, arrival time, dress code, and so on).
- Prepare the new hire’s workspace with any necessary equipment and supplies.
- Set up and test the new hire’s e-mail account, phone systems, and IT access.
- Create a schedule for the new hire’s first week and set up key meetings and introductions.
- Assign a buddy or mentor if it would be beneficial for the role or position.
- Prepare a new hire documentation package.
On the new hire’s first day: Welcoming to the team
The first day is pivotal for helping new employees feel welcomed and appreciated. A well-crafted checklist fosters a culture where new hires are welcomed and fully integrated into the organization.
- Greet the new hire.
- Provide a tour of the workplace, highlighting key areas that the new hire will be using regularly or need for emergencies (for example, washrooms, breakrooms, emergency exits, and where to find first aid kits and fire extinguishers).
- Introduce the new hire to their assigned buddy or mentor if applicable.
- Provide the new hire with their training schedule for their first week.
- Provide the new hire with an introduction to the company history, as well as its mission, vision, and values.
- Provide the new hire with the company’s employee handbook, and all relevant policies and procedures.
- Complete any required administrative tasks (for example, set up in payroll and attendance and time-tracking systems, benefits enrollment, and so on).
During the new hire’s first week: Building a strong foundation
The first week should focus on building connections and providing the new hire with any required training. During the first week, new employees begin to understand their core responsibilities and their role within the organization.
- Introduce the new hire to key colleagues and stakeholders.
- Introduce the new hire to their role, duties, and goals and address any questions.
- Have the new hire complete any legislatively required training and any job-specific training.
- Provide a training schedule for the following weeks.
During the new hire’s first month: Building confidence
In the first month, the focus should be on helping a new hire gain a clear understanding of how their role drives organizational success while building their confidence. Frequent check-ins during this time are invaluable for identifying potential issues early on and resolving challenges quickly.
- Complete weekly check-ins with the new hire to address any questions or concerns.
- Ensure the new hire completes all required training.
- Identify any additional training the new hire requires to encourage ongoing skills development.
During the new hire’s first three months: Evaluating progress
During the first three months, continue to provide the new hire with additional coaching and training as needed. This is also the time to gather feedback on the new hire’s performance. The end of the third month often aligns with the conclusion of a new hire’s probationary period, providing organizations with an ideal opportunity to evaluate performance and plan next steps.
- Complete a performance review with the new hire by the end of their probationary period.
- Review probationary status with the new hire.
- Discuss goals and expectations for the next review period.
- Collect feedback from the new hire on their onboarding experience.
Gathering feedback for improvement
The best insights about your onboarding process come from the people who have experienced it. Create systems to collect feedback from new hires, managers, and HR team members.
Feedback collection methods
- Post-onboarding surveys;
- Manager feedback; and
- Employee onboarding program assessments.
When to customize an onboarding checklist
While consistency is important, your onboarding checklist should be flexible enough to accommodate different roles, departments, and employment arrangements.
Customization considerations:
- Remote and hybrid work considerations;
- Industry-specific training needs;
- Role-specific knowledge; and
- New hires with accommodations.
Key insights for employers to improve their new hire process with an employee onboarding checklist
Successful onboarding programs share common characteristics that set them apart from a basic one-day orientation.
Focus on connection, not just information
While providing information is important, great onboarding programs prioritize building relationships. New employees who feel connected to the organization and understand the company culture are more likely to succeed in the long term.
Embrace technology while maintaining a human touch
Modern onboarding can benefit from technology. Online training modules, digital document management, and health and safety software can all enhance the employee onboarding experience. However, technology should supplement, not replace, human connection. Balancing the two is key to creating an onboarding process that is both efficient and welcoming, setting employees up for long-term success.
Need an employee onboarding checklist template that actually works for your organization?
Building an effective onboarding program doesn’t have to be overwhelming. Our HR experts have helped thousands of organizations create and enhance successful onboarding processes in every industry with:
- Ready-to-use templates and resources;
- Compliance updates with actionable insights for our experts;
- Canadian-made HR software solutions; and
- Live and onsite HR and health and safety support.
Transform your new hire process today with an onboarding checklist
A well-designed employee onboarding checklist is a valuable investment in your organization’s success. A thoughtful onboarding checklist can reduce turnover, boost productivity, and leave a lasting and positive first impression for new hires. Transforming a job candidate into a valuable team member is rarely a simple task. Quite often, it requires a significant time investment and resources from multiple people. Make sure that hard work pays off. Don’t let a disappointing onboarding experience undermine your investment in hiring new talent. A strong onboarding experience drives the success of engaged and motivated new hires from their very first day. Build a checklist today or connect with one of our experts to start building an employee onboarding program that meets the needs of your organization.