Onboard & Induct a New Employee

by Process Templates

A quality onboarding experience is the single most important step to getting a new staff member to an operational level quickly. Sadly, this is a process that many organizations only pay lip-service to.

If you’ve been lucky enough to join a company with an exceptional onboarding experience, you’ll know just how powerful it is. The benefits are endless. Better understanding of company culture. Improved grasp of responsibilities. Increased performance through better training. Decreased time to becoming fully operational.

1. Send Welcome Email and Request New Employee’s Details Manager

What better way to kick-off the new employee’s experience than with an email welcoming them to the company! This is a great way to introduce them to the company culture and set the tone for what they can expect going forward.

Use this opportunity to request the employee’s details, such as their tax details, superannuation info or their working visa. This will save you more time on their first day.

2. Complete New Employee Basic Information Manager

Once the manager has the employee’s basic information, they can collate it into a standardized form for the HR team.

When building this process, it is the responsibility of the HR team to outline exactly what they require to process a new employee. If it’s not outlined in the process, the manager will not know what is required.

3. Approve Employee Paperwork & Enter in HR System Human Resources

This step is where the HR team enters the provided details into their systems. The first action is to check that all the requested details have been entered correctly. If not, the process can be sent back to the manager to fix.

We use a combination of a task list and an approval in this step. This could be split into two, however the best processes are nice and simple. This creates no unnecessary wastage and less admin.

4. Prepare Employee’s Desk and Laptop IT Services

Now that the basic information has been covered, it’s time to setup the employee’s tool-of-trade. IT can simply come in and follow a quick checklist outlining what the employee requires. A handy addition to this step would be a quick video on desk ergonomics!

Optional extra: Some companies may require a stack of software to be setup for the new employee. If this is the case, additional fields can be used to inform IT of the required software. This removes the hassle of back-and-forth emails over logins during the first couple of weeks.

5. Issue New Employee Items Administration

It’s now Day 1 of the employee’s new job and they require some basic items to become a fully-functional employee. Things you might want to include here:

  • Mobile phone and charger
  • Security door key
  • Swipe card

If you’re more advanced with your processes, you would link this up with your employee exit process. This would allow you to mark off these items as returned at the end of employment.

6. Complete Activities by End of Week 1 New Employee

As we all know, the first week at a company can be a bit of a blur. Most organizations have a standardized approach. This step of the process should be a simple checklist, where the employee can check off that they have been introduced to the team, gone through an H&S induction, had their photo taken and more.

7. Complete Activities by End of Month 1 New Employee

The key to an effective onboarding is having specific timings and goals. It is important for the manager to set aside time to understand how the employee is tracking and to give them feedback and coaching. Many businesses have their new employees spend time with different parts of the company.

The end of month 1 is a great time to get together and review the key takeaways that the employee has had in their first few weeks. This step may include a review of what the employee has learned and opportunities for company improvement that they have seen with fresh eyes.

8. Complete Activities by End of Months 2 & 3 New Employee

By now the employee should be progressing to an operational stage. This is a good chance for the employee to review their learnings and sit down with their manager to evaluate their progress. It is important to capture feedback at this step. This will help management understand the effectiveness of the onboarding process, and whether it requires further improvement.