Designing an employee onboarding plan
Quick insights
- An employee onboarding plan helps streamline and standardizes the steps to onboarding a new employee.
- Following a structured onboarding procedure may boost new hire engagement and reduce confusion.
- An onboarding plan might include adding employees to internal systems, completing new hire paperwork, sharing the employee handbook, providing training on specific tools and setting up a shadowing program.
A smooth onboarding experience can set the tone for a new hire’s entire journey with your business. This article explains what an employee onboarding plan is, how it supports both managers and employees and what you may want to include to make your onboarding process efficient and welcoming.
What is an employee onboarding checklist?
An employee onboarding checklist is a step-by-step guide that details the tasks both managers and new hires need to complete during the onboarding period. It acts as a roadmap for the new employee, often making the process easier to follow.
A thoughtful checklist can be a valuable tool for both managers and new hires. It helps create:
- Consistency for all hires
- A reduction in missed steps or tasks, such as IT setup or paperwork
- Time savings for HR and new employees
- A positive first impression
By documenting the steps to onboarding a new employee, you can help ensure every new hire receives the same information and support regardless of who is leading the process.
What to include in an onboarding plan
A comprehensive onboarding plan covers tasks that should be completed in the early days and weeks of a new hire’s employment.
Some tasks you may want to consider include:
Adding employees to internal systems
Setting up a new hire’s digital workspace can be a helpful first step that could be started before their first day. This process may involve creating an email account and granting access to project management software, internal communication channels and shared cloud storage folders. You might also consider adding their profile to the company directory and relevant security groups if applicable to help minimize potential login issues.
Completing new hire paperwork
To help maintain compliance and support smooth operations, administrative documentation can be finalized early in the onboarding sequence. This process may include verifying that tax forms, direct deposit details and employment agreements are finished and recorded. This could also be an appropriate time to discuss benefits enrollment or review any non-disclosure agreements that might apply to the role.
Sharing the employee handbook
Providing a digital or physical copy of the employee handbook can be a useful way to establish clear expectations and workplace guidelines. Along with sharing the document, you might consider reviewing key policies such as the code of conduct, time off requests and the company's core values.
This guide can serve as a reference that helps the employee understand the organization’s mission and their role within the company. A collaborative review of the handbook may help ensure that everyone starts with a shared understanding of professional standards.
Training employees on specific tools
Because every role has unique technical requirements, scheduling dedicated training sessions for job-specific software and hardware can be beneficial. Whether it involves a marketing platform, a database or specialized equipment, these sessions could provide hands-on experience and an opportunity for the new hire to ask questions.
Reviewing expense reporting policies
Depending on your company, your employees may need to make purchases on behalf of the business. If this is applicable for your new employee, it might be a good idea to review any existing expense reporting policies. Teaching new hires how to submit an expense report may help future reporting go more smoothly.
Additionally, if you have a small business credit card, you may be able to request individual employee credit cards. This way, the employee can use the credit card for business-related purchases without having to use their personal credit card and wait for reimbursement.
Setting up a shadowing program
Pairing new hires with more experienced colleagues for a shadowing program can be an effective way to bridge the gap between training and daily practice. By observing real examples of day-to-day tasks, new employees may see how their teammates handle challenges, interact with clients and manage their workflows. Furthermore, it can create a social connection, potentially giving the new hire a mentor for informal questions about company norms.
Introducing employees to the team and company culture
Integrating a new hire into the company culture can be as important as their technical training, so you may want to organize both formal and informal introductions. Scheduling "meet and greet" sessions with key stakeholders could help the new hire understand how their work might impact different parts of the business.
Tips for improving the onboarding experience
Making onboarding engaging and effective goes beyond just ticking boxes. The following tips may help elevate your onboarding procedure and support long-term retention:
- Personalize the experience: Tailor the onboarding process to the new hire’s role, experience level and interests to help them feel valued from day one.
- Use technology: Leverage digital onboarding platforms, when possible, to streamline paperwork, schedule training sessions and track the completion of tasks.
- Encourage open communication: Invite feedback and questions from new hires at each step and assign a point person for ongoing support.
- Monitor progress: Check in regularly with both the new hire and their manager to address any challenges early and adjust the process as needed.
- Celebrate milestones: Acknowledge key achievements such as completing training or the first month on the job to help build motivation and engagement.
- Consider applying for a business credit card: Using a business credit card for any costs associated with onboarding a new employee may allow you to earn rewards like cash back.
After each new hire is trained, it can be helpful to ask them what parts of their onboarding worked well and what areas could use improvement. This feedback can be useful for improving the onboarding process for any future hires.
In summary
An organized employee onboarding plan can make a significant difference in how smoothly new employees settle into their roles. An onboarding plan can include adding employes to internal systems, filling out paperwork, sharing the company’s employee handbook and setting up a mentoring program.
By following a consistent onboarding procedure and regularly updating your new employee onboarding policy, you can create a welcoming environment and help reduce stress or confusion for everyone involved.
