New Employee Onboarding Process

Step 1. Releasing The Offer

Employee onboarding starts right when your employees are first recruited. Once an employee
is selected via the interviews, your company presents them with an offer letter, policy
documents, onboarding forms, and any other paperwork that needs to be cleared immediately.
Keeping your approach clear and transparent will help your employees to gain trust and become
comfortable with their new work environment.

During Releasing the Offer Checklist:

1. Write a clear job description

2. Phone calls: It helps you to better communicate with the candidate.

3. Give full information about the job profile.

4. Salary negotiations/Offers

5. Follow-ups

Step 2. Offer Acceptance

After being presented with the offer letters, the next step involves your employees accepting
the offers. At this stage, your company might schedule a phone call or a meeting to review the
set policies, procedures, benefits, etc. that were previously agreed upon. Active response and
engagement from your company will improve employee retention and forge strong
relationships with them. This is an important step in the employee onboarding process.

1 Week Before Your New Employee Checklist:

1. Prepare paperwork including the below forms & Policies.

2. Employee Agreement/Contract.

3. Employee handbook. (For example Code of Conduct, attendance & leave policy,
Confidentiality Policy, Health & Safety Policy, etc.,)

4. Non-Disclosure Agreement.

Step 3. Waiting for Period

Oftentimes, there is a gap or a waiting period between when an employee accepts the offer and
when they join. Even when an employee accepts an offer it doesn’t promise that they’ll turn up
on the date of joining. During the waiting period, it is important to build a relationship with the
employee. The employee should feel excited to join the organization. Therefore, you should
plan the waiting period while creating the onboarding Process.

Syed Asif Ali

HR, Admin & Labor Law Professional
alisyedasif5@gmail.com
Step 4. The Day of Joining

The first day of any employee is a very important one for them. Usually, people feel excited,
happy, and nervous. Therefore, as an HR manager, your duty is to make them feel comfortable
and welcomed in the new office. This will build a sense of belonging among the new hires.

After Joined Checklist:

1. New employee welcome email

2. Introduction with team

3. Schedule time for hire paperwork

4. Formal onboarding meeting with HR

5. Make a lunch plan

For New Hire Employee Checklist:

1. Setup Accounts

2. Company Email

3. Business Card (Visiting Card)

4. HRM Software/ Biometrics

5. Parking Facility

6. Laptop/ Desktop

7. Office Phone

8. Sim Card

Here are more few things you can do before the joining day to make it simple and
welcoming for the employees:

1. Build an orientation schedule

2. Set up their salary account

3. Provide the necessary office supplies

4. Ensure each new hire has a mentor to help them settle down

5. Assign the IT assets to the employee

Syed Asif Ali

HR, Admin & Labor Law Professional
alisyedasif5@gmail.com
Step 5. Coordinating with Other Departments

When a new employee or a key stakeholder is starting their job with the company it is essential
to inform the department the person will be working in and the departments that they will be
coordinating with. The list can range from the IT team, the HR, the subordinates, and the
managers. They can even help decorate the employee’s cubicle and schedule orientation
meetings for the new member of their team.

Step 6. Training & Orientation

When a new employee is on boarded it is important to give them an insight into the company
culture and their role as an employee. This is the right them to introduce them to the company’s
goals and give them relevant information about the teams of the company. You can even set
goals for the employees for the next 30, 60, or 90 days.

Step 7. Prepare Colleagues for The New Employee

Welcome your new employee with an announcement, email, or by an in-person welcome. The
announcement should explain the employee’s role, their work experience, and what they will
be doing in the company. Furthermore, it is important to remind other employees to welcome
them and help to help them adjust to the new place. Several things are confusing and unsure
when an employee is new. Giving them helpful numbers and giving them the staff’s number
will help them feel welcomed.

Step 8. Make Introductions

On the employee’s first day, scheduled a meeting with a senior person for the employee’s
onboarding process. This will help them have an overview of everyone in the office and how
the company works. This will also help them understand their role in the company and who
they can approach for certain things. For the key people, an introduction will help them keep
track of the person and get comfortable with the change.

Step 9. Orientation

Make sure you give your employee enough training and orientation to get used to their roles.
The first week or so should be focused on training the employee. If the employee already has
experience with the job function they are likely to take time to unlearn that company’s
processes and get used to the new ones. Orientation is a vital part of it. Furthermore, it gives
the employee a chance to get introduced to the company and its culture. Furthermore, it helps
employees get a chance to introduce themselves to the company.

Step 10. Plan a Team Lunch

Another important best practice for the employee onboarding process is to plan a team lunch.
This can be during the office or outside the office. This will help them break the ice and will
allow the new employee to get to know the new colleagues in a relaxed environment. It can
even happen in the office cafeteria where the employees can gather and take the time to
understand each other. If an employee feels valued and welcomed by the team they are more
likely to be more loyal to the company.
Syed Asif Ali
HR, Admin & Labor Law Professional
alisyedasif5@gmail.com
Step 11. Engagement

Make sure you keep engaging with the new employee even after their first week of
employment. They are likely to have several questions are run into problems, this can help
them save valuable time. Furthermore, it is good to stay in touch with the employee and keep
checking up with them to truly build a connection and make sure that the employee is
comfortable in the job.

Step 12. Follow-Up

An important part of the onboarding process is to follow up for feedback after regular intervals.
Make sure you have a system in place to check up after 30, 60, and 90 days. Even if the
employee is well, it is good to communicate and understand their problems and situation. This
will help you learn how to make your onboarding process better and more efficient. You can
even ask them what they liked and didn’t like about the process and change things accordingly.
A good onboarding process shows the time and effort that was put into the process. Therefore,
it’s important to take the time to do the work. This will set the tone for the future business and
the employee’s relationship with the people.

Step 13: The employee’s first day

The next phase of the onboarding process begins on the employee’s first day. Greet them and
bring them into the orientation room, where they’ll fill out any necessary paperwork. It’s
important to get the employee set up at their workstation, instruct them on any programs they’ll
need to communicate, let them know of their schedule for the first week, and invite them to
any required meetings. Introduce the employee to their coworkers—a lunch gathering is the
perfect place to do this in a relaxed, social setting. If applicable, give the employee their first
assignment and get them working.

Step 14: The employee’s first week

Throughout the employee’s first week, assist them in getting to meetings at the right time and
place and give them small assignments that are achievable and measurable to get them up to
speed. During new employee onboarding, mentors and/or managers should stick close to the
employee to make sure they feel welcome and comfortable in their new role.

Step 15: The employee’s first month

Throughout the first month of onboarding, continue to work with the employee to integrate,
giving them larger and larger assignments and introducing them to more co-workers across the
company. Schedule regular one-on-one meetings to evaluate their performance and make sure
they feel comfortable. Human resources should check in to make sure payroll and benefits are
properly activated.

Step 16: The employee’s first 90 days

At the 90-day marker, it’s a good idea to check in and review the employee’s performance and
to gauge their feelings about their work environment. Continue to introduce the employee to

Syed Asif Ali

HR, Admin & Labor Law Professional
alisyedasif5@gmail.com
the company’s different aspects, even outside of their job function, and involve them in
corporate social events, both formal and informal, to expose them to more of the company
culture.

Step 17: The employee’s first six months

Managers and/or mentors should collaborate with the new hire on a six-month performance
review to evaluate not only the employee’s job function but also the success of the onboarding
process for new employees. At this point, the employee should be fully integrated into the
team’s workflow and the company culture.

Step 18: The employee’s first year

Parts of the onboarding process throughout the rest of the first year build upon the foundation
of what has come before. As the employee gets more acclimated, they should be encouraged
to participate more in company committees and cross-functional teams and to contribute to the
company culture. The end of an employee’s first year is a perfect time for performance
evaluation—and if you see your employee performing well both individually and as a member
of the larger team, you will know that your onboarding process has been a success.

Conclusion

A good onboarding tool should give new employees a dose of motivation to explore the new
organizational territory without a hint of hesitation. With an automated onboarding process,
new hires can spend less time buried under paperwork and use more time towards
understanding the organizational values, exploring the workplace, and making new friends.
Tired of spending too much time on the employee onboarding. Is your employee stretched too
thin to customize a product for you, please looking for a simple and sleek tool which does the
job efficiently?

Syed Asif Ali

HR, Admin & Labor Law Professional
alisyedasif5@gmail.com