Onboarding Checklist for New Hires (2024)

An employee’s first day shapes their experience for years to come. That’s why employers need smooth and effective onboarding that warmly welcomes, engages and inspires new hires.

Fortunately, there’s a lot you can do to acclimate your new employees and give them a successful start to a long, productive career with your company. Let’s dig into all the facets of onboarding: why it’s important, how to prepare for it and the steps you can take to ensure a successful experience.

What is onboarding?

Onboarding is how businesses integrate new employees, equipping them with the necessary knowledge, skills and behaviors to become effective members of the organization.

Whether it’s introducing new hires to colleagues, training them on job responsibilities or learning about company policies and culture, onboarding helps employees adjust to their jobs quickly and smoothly.

Ultimately, an effective onboarding experience can translate to more satisfied, productive and loyal team members, setting the stage for a long and successful working relationship.

The importance of onboarding

A well-structured onboarding process is proven to increase employee retention and productivity. In fact, 66% of companies with onboarding programs said they have a higher rate of success when it comes to integrating new hires, according to the Aberdeen Group, a strategic research firm. The same study revealed 54% of businesses report higher employee engagement.

Through an effective onboarding program, new employees feel valued and understood, reducing the chances of early turnover. And the faster new hires get up to speed, the faster they can contribute to organizational goals. Consider these specific ways onboarding supports employers and their people.

Makes a positive first impression

Onboarding is a critical touchpoint for making a positive first impression on new hires. It’s an opportunity to demonstrate the organization’s commitment to employee success and well-being from Day 1. By engaging employees through a well-thought-out onboarding process, companies can effectively communicate their values and culture and ensure new hires feel welcomed and valued.

Increases employee retention

When employees understand their role within the company and feel supported from the outset, they’re more likely to be satisfied with their jobs and less likely to seek opportunities elsewhere. Effective onboarding builds a strong foundation for ongoing development and career progression within the company, which can significantly reduce turnover and cultivate a more loyal workforce.

Improves employee engagement

A well-executed onboarding program boosts job satisfaction and cultivates long-term engagement and productivity. By actively involving new hires in a company’s culture from the beginning, onboarding nurtures a sense of belonging and purpose among new employees. Inclusion helps employees understand how their roles contribute to the broader company mission, which can increase their motivation and commitment to their work. By providing clear expectations and ongoing support, the onboarding process helps workers feel valued and empowered — key factors driving employee engagement.

Promotes positive culture

Immersing employees in company culture helps them understand and identify how their organization operates. During onboarding, new hires interact with many different team members, fostering relationships and a sense of community from the start. Moreover, organizations can instill principles like respect, collaboration and inclusivity by emphasizing them in the early stages. This allows for an opportunity to educate new employees about company culture and involve them in improving it.

Facilitates employee development

Onboarding lays the foundation for future learning and growth within the company, training new hires on the tools, resources and knowledge they need to begin their journey. It’s also an opportunity to establish meaningful relationships with mentors and peers who can support their career development. By setting clear expectations and providing early development opportunities, onboarding prepares workers for their immediate job responsibilities and encourages continuous professional growth.

Lowers costs through automated tasks

Automation helps businesses streamline administrative tasks — like filling out employment forms, setting up payroll and enrolling in benefits — which can take up considerable time and resources. When these things are automated, there’s less need for manual input and the potential for human error.

How to create your new-hire onboarding checklist

Creating a new-hire onboarding checklist involves outlining key activities and requirements a new employee should complete during their initial days and weeks at the company.

Here’s a step-by-step guide to help you create a practical onboarding checklist.

1. Pre-onboarding

Employers should take some preparatory steps before onboarding and orientation to ensure a smooth integration of new hires. This helps create a positive early experience and reduce administrative burden on the first day.

Welcome email

Welcome emails are the first official communication between the company and the new hire. These emails typically include:

• a warm greeting
• details about the first day (like arrival time, dress code and what to bring)
• an outline of what the new employee can expect during their first days at the company

These messages help make the new hire feel valued and informed, helping reduce anxiety about starting a new job and setting the tone for a positive onboarding experience.

Manage tasks and roles with supervisors

This step helps align expectations and integrate new employees into the workforce by clarifying job responsibilities, setting initial goals and organizing necessary training sessions or resources. It also readies supervisors to guide new hires, ensuring a smooth transition and setting the stage for immediate productivity and engagement.

Pre-onboarding forms, payroll and HR setup

These administrative tasks can include collecting personal and banking information for payroll processing, completing legal employment forms and setting up access to HR systems for benefits and policy compliance. Addressing these things in advance minimizes paperwork on the first day and allows the new employee to focus more on acclimating to their new role and the company culture.

Space setup

Ensure that the new employee feels welcome and valued by making their workspace clean, personalized and equipped with the necessary technology and supplies. For remote employees, this also means arranging to deliver necessary equipment and access credentials. Properly setting up the workspace shows that your company is efficient and attentive, which can make for a positive first impression and a smoother start for the new hire.

2. New-hire orientation

This is the employee’s first interactive introduction to the company. Orientation typically starts with a warm welcome from the HR team, who are crucial in guiding the new hire through the orientation process. Then, the HR team typically presents an overview of the company’s history, mission and core values to help the new employee understand the organization’s culture and ethos. Key policies, benefits and a payroll schedule are reviewed to ensure employees know their rights, responsibilities and compensation. Finally, all first-day documents — including tax and benefit enrollment forms — are processed to tie up any necessary administrative tasks.

3. Access and equipment setup

Make sure new hires have the tools and resources to start their roles effectively. This means securing all the important hardware like computers, phones and other critical tech tools and providing software access to essential systems like:

• email
• internal communication tools
• job-specific applications

For remote employees, this also includes ensuring they have a reliable internet connection and that any additional home office needs are met. IT support is typically involved to facilitate the setup and troubleshoot any initial technical issues.

4. Office tour and introduction to the team

Office tours and team introductions familiarize new hires with their work environment and colleagues. During the tour, new employees are shown around the physical workspace, including the locations of different departments and critical facilities like meeting rooms, break areas and emergency exits. Introductions to the team involve meeting immediate colleagues and other department members new hires will interact with, helping them establish a network of contacts and build relationships early. They could also include more informal meet-and-greets or team lunches, which help integrate new hires into the team and make them feel valued.

5. Assign mentor

Mentors serve as experienced colleagues who help new employees understand the company culture and navigate their roles. This relationship allows new hires to have a reliable resource for questions and concerns, easing their transition into the company. Mentors can also facilitate introductions to key team members and offer insight into organizational dynamics.

6. Assign training material

Training material allows new hires to acquire the knowledge and skills they need to perform their roles effectively. This includes providing access to manuals, e-learning modules, videos and other resources tailored to the requirements of the job. Structured training materials help standardize the learning process and ensure consistency in the information delivered. By offering clear and organized training content, employers can accelerate the new hire’s competency and confidence in their new role.

7. 30-, 60- and 90-day plans

These plans provide a structured road map for new hires to follow in their first few months, outlining specific goals, milestones and expectations at each stage and helping employees understand their priorities and measure their progress. The 30-day plan typically focuses on learning and acclimation, the 60-day plan on applying knowledge and building relationships, and the 90-day plan on achieving early performance targets and contributing to team objectives.

Breaking down the onboarding process into these phases ensures that new hires have the support and guidance they need to integrate successfully and become productive team members.

8. Regular check-ins

Regular check-ins are vital to the onboarding process. They provide consistent support and feedback as new hires transition into their roles. These scheduled meetings, typically held with managers or HR reps, allow for open communication about progress, challenges and any questions the new employee might have. Regular check-ins help keep new hires on track with their 30-, 60- and 90-day plans and provide opportunities to address any issues before they become problems.

9. 30-day, 90-day and annual performance reviews

Performance reviews help track and evaluate a new hire’s progress over time. The 30-day review focuses on the employee’s initial adjustment, their understanding of the role and their immediate training needs so any early challenges are addressed promptly. The 90-day review assesses how well the new hire has integrated into the team, their competency in essential responsibilities and their alignment with company goals. Annual performance reviews provide a comprehensive evaluation of the employee’s long-term contributions, growth and areas for improvement, setting the stage for future development and career planning.

10. Collect onboarding feedback

Finally, ongoing feedback is crucial, ensuring continuous improvement and adaptation for both the new hire and the organization. Regular feedback sessions allow new employees to express their experiences, challenges and suggestions, providing valuable insights into the effectiveness of the onboarding process. It’s a two-way communication that helps address any issues promptly, so new hires feel heard and supported. Gathering feedback from new hires can also highlight areas for enhancement in the onboarding program, leading to better practices and a more engaging, supportive work environment.

Onboarding checklist: FAQ

Why is onboarding important?

Onboarding is important because it sets the foundation for a new hire’s success by ensuring they feel welcomed, informed and supported from the start. This process significantly enhances employee engagement, satisfaction and retention, leading to higher productivity and a positive workplace culture. Effective onboarding also helps new employees quickly become impactful contributors to the team, aligning their goals with those of the organization.

How can I prepare for onboarding?

To prepare for onboarding, complete all the necessary paperwork, IT setups and workspace arrangements before the new hire arrives. Develop a detailed onboarding schedule that includes orientation sessions, training, introductions to team members and regular check-ins to provide support and gather feedback. This will make for a smoother, more welcoming transition for the new employee.

Do I need an onboarding checklist?

An onboarding checklist is essential to ensure critical tasks and processes are systematically addressed, providing a structured and consistent onboarding experience for new hires. It means nothing will be overlooked, from paperwork and IT setup to training and team introductions, so the new hire’s integration into the company is pleasant and efficient. A comprehensive checklist will also help you monitor progress and make important adjustments to improve the onboarding process.

How can I automate onboarding?

You can automate onboarding by using HR software that helps you manage tasks like sending welcome emails, collecting digital signatures and providing online access to training materials and company policies. Automated tools can also schedule orientation sessions, set up IT accounts and track onboarding progress, ensuring a streamlined and efficient process. It also reduces manual effort, minimizes errors and allows HR teams to focus on more personalized aspects of onboarding.

Can onboarding checklists be different for different work locations, job titles or departments?

Onboarding checklists can, and should, be tailored for different work locations, job titles or departments to address specific needs and requirements. Each checklist should include relevant tasks, training and information unique to the new hire’s role and environment, ensuring a comprehensive and role-specific onboarding experience. Customizing checklists allows employers to provide necessary resources and support, facilitating a smoother transition and integration for new employees.

Explore Paycom’s resources to learn more about onboarding, talent acquisition and more.