Onboarding Checklist (2024): 12 Key Steps To Follow

There are many steps to follow when hiring employees, and it’s easy to let things slip through the cracks. Copy our free template in Google Docs to follow along with the steps below, or download a .docx file by clicking the button.

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1. Complete all new hire forms and send them to your HR department

While paperwork isn’t exciting, it’s a necessary part of onboarding. Ideally, you’d ask new hires to fill out their new hire forms early on in the process so they can get them out of the way. Once they do, send them to your human resources department. Although every company has different requirements, here are some of the most common new hire forms you may request:

• W-4 federal tax forms for employees and W-9 federal tax forms for contractors
• State tax withholding forms
• Direct deposit or ACH deposit forms
• Nondisclosure and noncompete agreements
• Security and confidentiality agreements
• Alcohol and/or drug test consent agreements
• Handbook acknowledgement forms

Learn more: Get our full checklist for new employee forms.

2. Communicate first-day details with new hires

Before your new hires start, it’s a good idea to send them an email to warmly welcome them to your company and share important details about their upcoming first day. This sets things off on the right foot, encouraging positive employee relations. Your email may include some or all of the following:

• Start date, time and location
• Dress code details
• Phone number and email address of their key point of contact
• A list of documents they should bring
• A schedule of events and activities they can expect on their first day

Try to keep this email short, sweet and to the point. You don’t want to overwhelm new hires before they start.

3. Provide a new hire packet

A new hire packet can be invaluable for new employees. It can be a folder, binder or envelope with anything and everything you believe will help them get familiar with your company and their role. Here are some suggestions of things to include:

• Welcome letter
• Employee handbook
• Organizational charts
• Compensation and benefits information
• Training materials
• Company directory

With a new hire packet, you’ll be able to streamline the onboarding process and answer common new employee questions right off the bat.

4. Set up hardware and software access

Chances are your new hires will need access to certain hardware and software to perform their jobs successfully. It’s your responsibility to reach out to your IT team to make sure new employees are all set up to use all relevant programs.

Be sure to encourage security best practices such as two-factor authentication, strong passwords and regularly changing passwords. Also, if you have any complicated or proprietary software, create training documents or programs to teach new hires how to use it.

5. Determine work areas

While some new hires will be better off in cubicles, others might require their own offices. Take the time to figure out where your new employees will perform their jobs. Then, ensure their workstations are equipped with computers, notepads, pens, pencils and any other equipment they’ll need. If you’d like to make a great first impression, you can always add some company swag such as T-shirts or hats by their work areas.

6. Prepare for a site tour

A site tour is one of the best ways to reduce unknowns and help your employees get used to your workplace. Before you actually give the tour, create a map so that your recruits will have a reference to use any time they’re unsure of how to get somewhere. The map should include the desk or workplace they’ll work at, the rooms of managers or supervisors they report to, cafeterias, cafes, restrooms, supply rooms, and meeting and conference rooms. Digitize the map so that it can be easily accessed at any time.

7. Create your culture plan

Socialization is essential as it can help new employees feel welcome and excited about working at your company. Introduce them to their new team as well as senior leaders. If possible, take them out for a welcome lunch or dinner. In the event lunch or dinner isn’t in your budget, get creative and think of alternative options such as snacks, drinks and icebreaker games. You can also send a new employee announcement by email with the names of new hires, their positions, professional backgrounds and hobbies.

8. Assign mentors

Introduce new hires to “buddies” who can serve as their mentors during their first few weeks of work. These mentors should have at least a few years of experience with your company and be available to answer questions, make introductions and assist with training. With a mentorship program, new employees will have positive role models to turn to as they navigate their new positions and work environment.

9. Set SMART goals

Onboarding is an ongoing process that may last through your employees’ first years at your company. Over the first 60 to 90 days, set goals for them to handle more responsibilities in their positions. Check in with them on a monthly basis to ensure they’re on track to meet their goals and address any concerns they might have. The goals you create should be SMART (Specific, Measurable, Attainable, Relevant and Time-bound).

Learn more: Download our free SMART goals template.

10. Consider questions you might be asked

New hires are going to have a lot of questions. After all, they’re getting used to a new workplace, culture, coworkers and tasks. Put yourself in their shoes and think about some of the questions they may have. Then, consider creating a comprehensive FAQ document that answers them. Not only will an FAQ document provide them with a great reference, it’ll also reassure them that their questions are valid and other people have been in their position before.

11. Design different training resources

Training is a vital part of onboarding. While you can provide generic worksheets and documents that cater to all new hires, regardless of their position, doing so will likely be ineffective. Instead, design a variety of training resources to accommodate various new employees and their new positions. By incorporating images and videos, for example, you can keep them engaged and increase the effectiveness of your training.

12. Host meetings with senior leaders

While it’s important for new hires to meet the team members they’ll be working with and managers or supervisors they’ll be reporting to, it’s just as crucial that they get to know senior leaders, such as the CEO and CFO, even if they won’t be seeing them on a regular basis. If their schedules permit, arrange meetings with these prominent individuals so they can learn more about the company, mission and vision. Even a short meeting with them may do wonders for new employee morale.

FOLLOW-UP: Perform post-hire check-ins

Onboarding is an ongoing process. This means you’ll need to touch base with your new hires on a regular basis. Meet with them frequently during their first few months and first quarter so they can share their feedback and concerns about their new positions and progress. You can also use this time to provide praise or recommendations.

Learn more: Learn how to create a 30-60-90 day plan or a performance improvement plan.

Bottom Line

It may be tempting to squeeze everything into a new employee’s first few days of work. But doing so can overwhelm them and instill feelings of uncertainty about their new position and your company. Try spreading out the onboarding process over weeks or months and breaking it down into bite-size chunks, and your new hires will be more likely to retain all the new information and perform their jobs successfully.

There’s no denying that onboarding takes time and effort. But if you follow this checklist and commit to it, your company can enjoy a huge payoff. You’ll notice your employees are happier and more productive. Not only will this reduce the risk of them leaving, it’ll improve your bottom line.