New Employee Onboarding Checklist

Remember your first day at school? Your backpack was bigger than you, and your stomach was flooded with butterflies. Fast forward to adulthood, and guess what? The first day at a new job isn’t that much different.

The jitters are still there, but instead of worrying about where to sit in the cafeteria, you’re freaking out over whether you’ll remember everyone's names or find the restroom without looking lost. It’s a universal experience—one that unites us all in the nervous excitement of new beginnings.

This is where a well-structured onboarding process comes into play. Consider it as a welcome mat rolled out to make those first steps as smooth as possible (and way less nerve-racking). A great onboarding experience isn’t just about handing out keycards and showing where the coffee machine is.

It’s about making new hires feel at home and ensuring they have all the tools they need to hit the ground running! A structured onboarding process can decrease turnover, enhance productivity, and create a strong sense of belonging from day one. These are all necessary to achieve long-term success in the workplace.

Thankfully, we have a trustworthy New Employee Onboarding Checklist, in other words, your secret weapon to ensure no detail is overlooked, from pre-boarding prep to cultural integration. No matter your experience level in human resources, this guide will help you create an onboarding experience that’s efficient, engaging, and welcoming.

Ready to dive into and turn first-day jitters into bundles of joy?

Pre-boarding - Setting the Stage

Preparing the Paperwork

Before your new hire even sets foot in the office, there's a mountain of paperwork to tackle. Think of it as setting the foundation for their employment journey. Contracts, tax forms, and NDA agreements are the keys to a smooth start.

Having all these documents prepared and ready for signing before the first day means your new employee can focus on getting to know their role and team rather than getting tied down to administrative tasks. You want to make sure they feel organized and welcomed, not overwhelmed and confused. This will scare off folks faster than you can say “HR”.

Tech and Tools Preparation

Now, let’s talk tech. Don’t worry–-we won’t bore you. In today’s digital age, making sure your new hire has all the necessary hardware and software from day one is crucial. Imagine the frustration of arriving at a new job to find that your computer isn’t set up, your email account isn’t active, and you can’t access essential systems. Wonderful.

To avoid this tech nightmare, set up their workstation, install the required software, and create email accounts well in advance. This will save time and show that you’re prepared and professional, setting a positive tone for their newest adventure!

Welcome Kit

Ah, the welcome kit—the cherry on top of the pre-boarding cake. Think of this as your way of saying, “We’re delighted to have you here!” A well-thought-out welcome kit can include company swag (because who doesn’t love branded goodies?), useful information about the company, and a personalized welcome note.

The small touches make a huge difference, turning a mundane first day into a memorable experience for everyone. A welcome kit sets the tone, makes your new hires feel valued, and gives them a glimpse into the company culture from the start!

By setting the stage during pre-boarding, you’re preparing for their first day and laying the groundwork for their entire journey with your company. First impressions are everything!

The First Day - Making a Great First Impression

Warm Welcome

Speaking of first impressions, the first day at a new job is similar to a nerve-wracking first date—first impressions are everything. A warm greeting sets the tone for a positive experience. When your new hire walks through the door, greet them with a genuine smile and maybe even a cup of their favorite coffee (extra points for personalized touches!).

A tour of the office is your chance to showcase your company’s personality. Point out the best coffee spots, the comfiest meeting rooms, and the hidden nooks where creativity thrives. A warm welcome helps break the ice and makes the new employee feel like they’re already part of the team.

Meet the Team

Introductions can often feel like a whirlwind, but they’re a critical part of helping new hires feel connected with their team. Arrange brief meet-and-greets with key team members and departments. Encourage some personal tidbits to be shared.

“This is Sarah from Marketing. She’s the creative force behind our social media and loves baking cupcakes.” These small details make the team feel more approachable and relatable. Knowing who to turn to for what can significantly reduce the new hire’s initial anxiety and encourage a feeling of acceptance and belonging from day one.

First-Day Agenda

A clear agenda for the first day guides your new hire through unfamiliar territory. Outline their day, starting with onboarding sessions and team meetings and ending with lunch breaks and end-of-day tasks.  

Knowing what to expect helps alleviate the stress of uncertainty and allows the new hire to focus on absorbing information and getting comfortable with their new environment! To balance out the day and make it memorable, include some lighter, engaging activities, like a team lunch or a casual coffee chat.

By making a great first impression, you’re welcoming your new hires and paving the way for their future success and happiness within the company.

The First Week - Settling In

Training Sessions

The first week is all about turning the theoretical into the practical. Schedule initial training sessions to get your new hire up to speed with the tools and processes they’ll be using. Think of this as their onboarding boot camp!

Interactive and engaging training sessions will help them grasp the essentials without feeling overwhelmed and stressed out.

Assign a Mentor

Remember the first day of school when having a buddy made a huge difference? The same applies in the workplace! Assigning a mentor or buddy to your new hire gives them a go-to person for all their questions—big and small. A mentor offers guidance, shares valuable info, and helps navigate the office culture!

Daily Check-Ins

The first week comprises new information, new people, and new experiences. Daily check-ins with the manager can help your new hire feel supported and heard. These brief meetings supply an opportunity to address any questions or concerns, ensuring your new employee doesn’t feel lost or overwhelmed.

It’s a simple yet effective way to offer reassurance, gather feedback, and make necessary adjustments to their onboarding experience. By focusing on these key elements during the first week, you’re helping your new team member settle in, feel confident, and become a productive part of your workplace faster.

The First Month - Gaining Confidence

Setting Goals

Helping the new hire set realistic goals for their first month is crucial for building confidence and a sense of accomplishment. These goals should be specific, measurable, achievable, relevant, and time-bound (SMART). By setting clear expectations, new hires can focus on achievable tasks, track their progress, and celebrate small victories, fostering motivation and a sense of belonging within the team.

Continued Training

Provide ongoing training opportunities to build their skills and knowledge. This can include workshops, online courses, shadowing experienced colleagues, or hands-on practice. Continuous learning enhances their competency and shows that the organization is invested in their professional growth. Regularly updating training materials and offering diverse learning formats will keep new hires engaged and prepared for their responsibilities.

Feedback Sessions

Schedule frequent feedback sessions to provide constructive feedback and support. These sessions should be a two-way conversation, allowing new hires to express their thoughts and ask questions.

Constructive feedback helps them understand what they are doing well and where they need improvement, while supportive guidance ensures they feel valued and encouraged.

Integrating into the Culture - Beyond the First Month

Social Integration

Encourage new team members to participate in social events and team-building activities to help them integrate into the company culture. Avoid coming off too pushy—you want new hires to feel like they have a choice to participate.

Social events, such as team lunches, happy hours, and company outings, provide informal interactions and relationship-building opportunities! Team-building activities, like workshops and group projects, foster collaboration and camaraderie.

These experiences help new hires feel welcomed and valued as part of the team!

Professional Development

Offer opportunities for professional development and career growth to keep new hires motivated and engaged long-term. These can include mentorship programs, advanced training sessions, and access to industry conferences or seminars.

By investing in their development, the company demonstrates a commitment to their long-term success, helping them see a clear career path within the organization!

Performance Reviews

Discuss the importance of regular performance reviews to track progress and set some new goals. These reviews produce structured opportunities for new hires to receive feedback, reflect on their achievements, and identify areas for improvement.  

Setting new goals during performance reviews ensures continuous growth and alignment with the company's objectives. Regular reviews help maintain open communication, address any concerns promptly, and reinforce the new hire's sense of purpose and direction within the organization.

Using Lanteria for Onboarding Workflow

Setting Up Lanteria

Lanteria is a comprehensive HR management tool designed to streamline and enhance various HR functions, including onboarding. It offers a centralized platform where HR managers can manage employee records, track performance, and automate workflows.

With Lanteria, the onboarding process becomes more efficient and organized, ensuring a seamless experience for new hires and HR teams alike.

Customizing the Onboarding Workflow

To personalize the onboarding process in Lanteria, it's pretty easy and you have a lot of options. Just go to the Lanteria dashboard and click on the Onboarding module. Here's what you do:

1. Make a New Workflow: Click on 'New Workflow' and choose 'Onboarding'.

2. Set Up the Steps: Add the stuff you need, like submitting documents, training sessions, and meetings.

3. Give Out Tasks: Make sure to assign tasks to the right people so everyone knows what they need to do.

4. Deadlines Matter: Don't forget to set deadlines for each task to keep things moving.

Make sure to put in some pictures or screenshots to help everyone understand and have a clear guide to follow.

Automating Tasks

Lanteria allows for the automation of repetitive tasks, saving time and reducing manual effort. Use the automation feature to:

1. Send Welcome Emails: Automatically send a welcome email to new hires.

2. Schedule Training Sessions: Automatically schedule and notify new hires of training sessions.

3. Document Requests: Automate the request and collection of necessary documents.

These automations assure consistency and efficiency throughout the recruiting process.

Tracking Progress

Tracking onboarding progress in Lanteria is necessary to make sure all steps are completed. Use the progress tracking feature to:

1. Monitor Task Completion: View which tasks have been completed and which are pending.

2. Generate Reports: Generate onboarding progress reports to review and address any delays.

3. Set Reminders: Set automated reminders for pending tasks to keep the process moving smoothly.

With Lanteria, you can ensure a thorough and efficient onboarding process, enhancing the new hire experience and organizational efficiency.

Crafting the Perfect Welcome: Your Recipe for a Smooth Onboarding Process

It’s super important to create a positive employee experience, improve confidence, and help new hires feel like they belong. Investing in effective onboarding can result in higher employee engagement and lower turnover rates and ensure that new hires are well-prepared to contribute to the organization's goals.

So, a supportive onboarding process is a win-win for both employees and the company's overall health and productivity.

Looking to up your onboarding game? We don’t blame you. Get our handy onboarding checklist and start customizing your workflow in Lanteria today. With easy-to-follow steps and automation features, Lanteria makes it super simple to welcome new hires and get them ready for success.

Don't hesitate—optimize your onboarding process now and see your team excel! Download our onboarding checklist to stay organized, track progress, and provide a stellar onboarding experience for your new employees.