6 Checklists to Perfect Your New Employee Onboarding Process

Uncover valuable tips and checklists to create a seamless onboarding experience, fostering a sense of belonging on the team

May 26, 2023
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Welcome aboard, skilled helmsmen of employee onboarding! As you embark on the journey of integrating new team members, we're here to guide you towards smooth sailing. Uncover valuable tips and checklists to create a seamless onboarding experience, fostering a sense of belonging and boosting team synergy. Prepare to set sail!

During the Hiring Process: New Employee Recruitment

Before the onboarding process even begins, you need to release the offer to your potential new hire. Make sure all the necessary details are included, such as the position, compensation, start date, and any other relevant information. This step sets the stage for a positive and effective onboarding process and experience.

Craft a Captivating Job Description: Write a compelling and detailed job description that clearly outlines the position's responsibilities, qualifications, and any specific requirements.

☑ Spread the Word: Advertise the job opening on various platforms, such as job boards, social media, and your company's website. Cast a wide net to attract a diverse pool of talented candidates.

Review Resumes and Applications: Take the time to thoroughly review resumes and applications received, paying attention to relevant experience, skills, and qualifications. Shortlist candidates who align with your requirements.

☑ Set Up Interviews: Schedule interviews with the shortlisted candidates. Coordinate with the hiring team and ensure everyone involved is available during the designated interview slots.

☑ Prepare Interview Questions: Create a set of well-crafted interview questions that assess candidates' skills, experience, and cultural fit. Consider including both behavioral and situational questions to gain insights into their abilities and problem-solving skills.

☑ Conduct Interviews: Conduct interviews with the candidates either in person or via video conferencing. Evaluate their responses, communication skills, and overall suitability for the role and your company culture.

☑ Check References: Reach out to the references provided by the top candidates. Ask relevant questions to gain insights into their previous performance, work ethic, and strengths.

☑ Assess Cultural Fit: Consider the candidate's values, attitudes, and alignment with your company culture. Evaluate whether they will thrive in your work environment and contribute positively to your team dynamics.

☑ Make an Offer: Once you've identified the ideal candidate, extend a job offer including details of the position, compensation, start date, and any additional information they may need.

☑ Communicate with Unsuccessful Candidates: Notify candidates who were not selected for the position. Provide constructive feedback and thank them for their time and interest in the role.

Offer Acceptance and Waiting Period

Once your offer is out in the wild, it's time to cross your fingers and hope for an enthusiastic acceptance. Once your new employee accepts the offer, provide them with a warm welcome message and let them know what to expect during the waiting period. This waiting period can be filled with excitement and anticipation for the first week for both parties involved.

☑ Send a Warm Congratulations: Once the candidate accepts your job offer, send them a personalized message congratulating them on their acceptance. Express your excitement to have them join the team.

☑ Share Important Details: Provide the new employee with all the necessary details about the waiting period, including the start date, any pre-employment requirements, and any documentation they may need to complete before their first day.

☑ Provide Onboarding Materials: Send the new hire any relevant onboarding materials, such as an all employee checklist or handbook, company policies, and any required forms or documents they need to review and complete before their start date.

☑ Coordinate with HR and Other Departments: Communicate with the HR department and other relevant teams to ensure that the necessary paperwork, IT setup, and other onboarding processes are initiated promptly.

☑ Schedule an Introduction Meeting: Arrange a virtual or in-person meeting to introduce the new employee to their future manager, team members, and key stakeholders. This provides an opportunity for them to ask questions and get to know the people they will be working with.

☑ Provide Resources for Self-Preparation: Share resources or materials that will help the new employee prepare for their role, such as training materials, industry-related articles, or any recommended readings. Encourage them to familiarize themselves with the company's products, services, and values.

☑ Stay in Touch: Maintain regular communication with the new hire during the waiting period. Check in to see if they have any questions or concerns and offer support as needed. This helps to build rapport and keeps their excitement and engagement levels high.

☑ Send a Welcome Package: Consider sending a welcome package to the new employee's home address. It could include company-branded merchandise, a welcome letter, or any other thoughtful items that will make them feel appreciated and part of the team even before their first day.

☑ Provide Contact Information: Share the contact information of their direct supervisor, their HR team representative, and any other key individuals they may need to reach out to with questions or for assistance during the waiting period.

☑ Maintain Enthusiasm: Keep the new hire excited about joining your company by sharing updates, news, or success stories related to their future team or department. This helps maintain their enthusiasm and anticipation for their upcoming start date.

General Employee Onboarding Checklist

Now that the waiting period is over and your new employee is raring to go, it's time to get down to business. Prepare a comprehensive employee onboarding process checklist checklist that covers all the essentials of new hire onboarding process, such as paperwork completion, setting up accounts and access, introducing company policies, and scheduling any necessary training sessions. This checklist will help you stay organized and ensure nothing falls through the cracks.

☑ Welcome Email or Letter: Send a warm and personalized welcome email or letter to the new employee, expressing your excitement about their arrival and providing a brief overview of what to expect during the onboarding process.

☑ Paperwork Completion: Ensure that all necessary paperwork, such as employment contracts, tax forms, and confidentiality agreements, is provided to the new employee and completed accurately.

☑ Company Policies and Handbook: Share the company's policies, employee handbook, and code of conduct. Make sure the new employee understands the expectations and guidelines they need to adhere to as a member of the organization.

☑ IT Setup and Equipment: Coordinate with the IT department to set up the new employee's computer, email, access to software and systems, and any other necessary equipment or technology required for their role.

☑ Orientation and Company Tour: Conduct an orientation session to familiarize the new employee with the company's history, mission, values, and organizational structure. Provide a virtual or in-person tour of the workplace, highlighting key areas and facilities.

☑ Introductions and Team Building: Arrange introductions with key team members and key stakeholders, either through virtual meetings or in-person interactions. Encourage team building activities to foster connections and relationships.

☑ Training and Development: Identify the specific training and development needs of the new employee based on their role and skillset. Provide necessary resources, materials, or access to training programs to the employee satisfaction help them succeed in their position.

☑ Mentorship or Buddy Program: Assign a mentor or buddy to the new employee who can guide them, answer questions, and provide support during the onboarding process. This relationship can help ease the transition and provide a go-to person for assistance.

☑ Performance Expectations: Clearly communicate performance expectations and goals for the new employee's role. Set up regular check-ins to discuss progress, provide feedback, and address any challenges or concerns.

☑ Company Culture and Socialization: Facilitate opportunities for the new employee to immerse themselves in the company culture. This can include team lunches, virtual social events, or participation in company-wide initiatives.

☑ Ongoing Support and Feedback: Establish an open line of communication with the new employee, encouraging them to seek guidance or ask questions as needed. Provide regular feedback and check-ins to the new employees to ensure their successful integration into the team and organization.

The Day of Joining

The big day has arrived! Make your new employee feel special by providing a warm welcome on their first day. Arrange for a company-wide email introduction, decorate their workspace with balloons and confetti, and maybe even throw in a personalized welcome gift. Remember, first impressions count, so make it a memorable one!

☑ Warm Welcome: Give the new employee a warm and enthusiastic welcome as soon as they arrive. Greet them with a smile and make them feel valued and appreciated from the moment they step through the door or join the virtual meeting.

☑ Office Setup: Ensure that the new employee's workspace is ready, whether it's a physical office or a virtual environment. Set up their desk, computer, phone, and any other necessary equipment they'll need to start their work.

☑ Introductions: Introduce the new employee to their immediate team members, as well as other colleagues they'll be interacting with regularly. Provide opportunities for informal introductions and encourage team members to make the new employee feel included and welcomed.

☑ Company Overview: Conduct a detailed company overview session to familiarize the new employee with the organization's history, mission, values, and goals. Highlight key departments, products, services, and any recent achievements or milestones.

☑ Job Role and Expectations: Provide a comprehensive overview of the new employee's job role, responsibilities, and performance expectations. Clarify their specific objectives and key deliverables, ensuring they have a clear understanding of what is expected from them.

☑ Review Policies and Procedures: Review important company policies, procedures, and guidelines with the new employee. Discuss topics such as attendance, time off, dress code, communication protocols, and any other relevant policies that will impact their day-to-day work.

☑ IT and Systems Orientation: Provide a guided tour of the company's IT systems, software, and tools that the new employee will be using. Offer training and support to ensure they can navigate the systems efficiently.

☑ Benefits and HR Orientation: Arrange for an HR representative to conduct an employee orientation and session, covering employee benefits, payroll, vacation policies, and any other HR-related information. Provide the new employee with relevant documentation and forms to complete.

☑ Team Lunch or Welcome Event: Organize a team lunch or a welcome event to celebrate the first new hire orientation or employee's arrival. This informal gathering fosters camaraderie and allows team members to connect on a personal level.

☑ Schedule Meetings and Training Sessions: Plan the new employee's schedule for their first day, including any meetings, training sessions, or one-on-one sessions with their supervisor or team members. Ensure they have a clear understanding of the agenda for the day.

☑ Follow-Up Check-Ins: Schedule follow-up check-ins throughout the day to see how the new employee is settling in, address any questions or concerns they may have, and offer ongoing support.

☑ Welcome Kit: Provide the new employee with a welcome kit or swag bag that includes company-branded merchandise, office supplies, and any other goodies to make them feel like a part of the team.

Coordinating with Other Departments

Onboarding is a team effort, so don't forget to involve other departments in the hire onboarding process. Coordinate with IT to set up the necessary technology and accounts, collaborate with HR to ensure all paperwork is in order, and reach out to the relevant teams to arrange introductory meetings. This collaboration will help the onboarding process flow and your new employee feel integrated into the larger company structure from day one.

☑ Identify Key Stakeholders: Determine the relevant departments and individuals with whom the new employee will need to coordinate and collaborate. This may include IT, HR professionals, finance, marketing, operations, or any other teams that play a crucial role in their job responsibilities.

☑ Communication Plan: Establish a communication plan to ensure seamless coordination between the new employee and other departments. Clearly define the channels of communication, such as email, project management tools, or collaborative platforms, and provide instructions on how and when to reach out to specific teams.

☑ Introductions and Meetings: Schedule introductory meetings between the new employee and representatives from other departments. Facilitate introductions and provide opportunities for them to learn about each department's role, functions, and how they contribute to the overall organization.

☑ Cross-Department Training: Identify any cross-departmental training or orientation sessions that would benefit the new employee. Coordinate with hiring managers of the respective teams to arrange for the necessary training and ensure that the new employee receives a comprehensive understanding of the organization's interdepartmental dynamics.

☑ Share Contact Information: Provide the new employee with a directory or contact list containing the names, titles, and contact information of key personnel in other departments. This enables them to reach out for support, guidance, or collaboration as needed.

☑ Establish Workflows and Processes: Collaborate with other departments to establish clear workflows and processes that involve the new employee. Ensure that everyone understands their roles and responsibilities in cross-functional projects or tasks.

☑ Team Building Activities: Organize team-building activities that involve members from different departments. These activities help foster relationships, encourage collaboration, and break down silos, creating a more interconnected and cohesive work environment.

☑ Cross-Department Projects: Identify opportunities for the new employee to work on cross-departmental projects or initiatives. Assign them tasks or roles that allow them to collaborate with colleagues from different teams, fostering a sense of unity and shared goals.

☑ Feedback and Evaluation: Establish feedback mechanisms between the new employee and other departments. Encourage open and constructive feedback from both sides to improve collaboration, identify areas for improvement, and recognize successful cross-departmental efforts.

☑ Ongoing Communication: Foster ongoing communication and collaboration between the new employee and other employees or departments. Encourage regular check-ins, status updates, and the sharing of information or resources that are relevant to their shared objectives.

Welcoming New Hires on Day 1

To make the new onboarding process and experience truly exceptional, consider incorporating some best practices. Have a designated buddy or mentor assigned to your new hire who can provide guidance and support a good employee onboarding process. Plan a team lunch or social activity to foster connections. And most importantly, encourage open communication and create a safe space for questions and concerns. A positive and welcoming environment sets the stage for a successful onboarding process.

☑ Warm Greetings: Extend a warm and enthusiastic welcome to the new hire as they arrive on their first day. Greet them with a smile, introduce yourself, and make them feel valued and excited about joining the team.

☑ Office Tour: Provide a tour of the office, highlighting key areas such as the break room, restrooms, meeting rooms, and other facilities. Familiarize the new hire with their surroundings to help them feel more comfortable and oriented.

☑ Workspace Setup: Ensure that the new hire's workspace is ready and personalized. Set up their desk, computer, phone, and any necessary equipment or supplies they will need to start their work.

☑ Introduction to Colleagues: Introduce the new hire to their immediate team members and other colleagues they will be interacting with regularly. Make informal introductions and encourage team members to share a bit about themselves to help create a friendly and welcoming atmosphere.

☑ Company Culture and Values: Share information about the company's culture, values, and mission. Explain how these values are reflected in the workplace and the importance of maintaining a positive and inclusive work environment.

☑ Review Schedule and Expectations: Provide the new hire with a detailed schedule for their first day, including any meetings, training sessions, or orientation activities. Clearly communicate the new hires' expectations and let them know what they can anticipate throughout the day.

☑ Company Policies and Procedures: Review important company policies and procedures with the new hire. Discuss topics such as attendance, time off, dress code, communication guidelines, and any other policies relevant to their role and the workplace environment.

☑ HR and Benefits Orientation: Arrange for an HR representative to conduct an orientation session covering employee benefits, payroll, insurance, and any other HR-related information. Ensure the new hire understands the available resources and support they can access.

☑ IT and Security Briefing: Provide an overview of the company's IT systems, cybersecurity measures, and data protection policies. Explain how to access company networks, handle confidential information, and report any IT-related issues.

☑ Welcome Kit and Company Swag: Present the new hire with a welcome kit or company swag bag containing branded merchandise, office supplies, and any other goodies that will make them feel like a valued member of the team.

☑ Lunch or Team Building Activity: Organize a team lunch or a team-building activity on the new hire's first day. This allows them to bond with their colleagues, establish connections, and feel a sense of camaraderie from the start.

☑ Ongoing Support: Communicate that support is available whenever the new hire needs assistance or has questions. Encourage them to reach out to their direct managers, supervisor, HR representative, or designated mentor for guidance or clarification.

☑ Celebrate the Day: Acknowledge the new hire or employee's first full day with a small celebration, such as a welcome cake, a round of applause, or a personalized welcome message from the team. This gesture helps create a positive and memorable experience for the new hire.

So, there you have it—six checklists to perfect your new employee onboarding process. Remember, good onboarding process is not just about paperwork and training; it's about making your new hire feel valued and welcomed into the company culture. By following these checklists and incorporating some best practices, you'll set the stage for your new hire checklist and a successful onboarding journey. Good luck and happy onboarding!

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Frequently Asked Questions

Is Assembly SOC 2 compliant?

Yes, at Assembly, security is a top priority. Each quarter, we have ongoing security work that is everyone’s responsibility. While we maintain a strong security posture, it was important for us to prove to our customers that we do everything we claim to do. This led us to pursue a SOC 2 Type II report that would provide evidence of our compliance with industry gold-standard security practice.

What's the ROI for employee recognition?

There is study after study showing that employee recognition leads to increased engagement. This in return creates an environment where employees are happier and more motivated which increase productivity and reduces voluntary turnover significantly. In order to filled critical roles, companies tend to spend nearly twice the value of an annual salary. Assembly is an investment in your employees that supports your bottom line.

Does Assembly offer longer-term contracts?

Yes, we will offer contracts for companies with longer-term agreements to help larger customers have more certainty around future costs.

The minimum agreement term is a 12-month subscription.

Does Assembly offer onboarding support?

We do and for FREE! Any new customer needing further support to get started with Assembly to ensure you're set up for success can request custom onboarding support. Improving your employee experience is about much more than just using our amazing software; it’s about transforming your business to create a workplace that people love. That’s much easier to do with the personal support and advice from our passionate people experts.

Is there a free version of Assembly?

Yes. We offer a completely free plan for up to 50 team members. This plan is intended for teams or organizations that are looking to get started with an employee engagement tool. Keep in mind, this plan is limited in features.

All customers can open an Assembly account for free and get started without a credit card. Then you can change plans as necessary.

How much do rewards cost?

At the time of redemption (when your employees exchange their points for a paid reward) you'll pay face value. If a reward is a $10 Amazon gift card, your cost will be $10. All paid rewards are billed for on a monthly basis.

The good news is that you don't have to pay for rewards upfront because we only charge you when points are redeemed, not when they're earned.

Does Assembly offer discounts?

We offer discounts or educational or charitable organizations. In order to secure a discount, you'll first need to book a demo with a customer support specialist.

For all other organizations, we are willing to consider longer-term agreements in exchange for discounts. To set up annual plans or longer, you will need to book a demo with a customer support specialist.

How do I cancel my plan if needed?

If you're on a month to month plan, you can go here and cancel anytime. If you're having concerns or need help setting up your account for success, you can always book a demo with a customer support specialist.

If you're on a longer-term custom plan, you'll need to reach out to your customer support specialist to cancel your account or email us at support@joinassembly.com.

What customizations are available?

Great question! You can customize your core values to match your organization's to boost and track alignment. You can change your currency from the 🏆 emoji (our default) to any emoji of your choice. You can swap our logo for your own. You can also set up company culture rewards such as, "Lunch with the CEO," "Buy a book on us," and so much more!

Who can give or receive recognition?

While we recommend a peer to peer set up where anyone in your organization can give or receive recognition, you can set up Assembly however you want. If you need to limit the people who can give or receive recognition, that's perfectly fine and can be done from your Admin, here.

What integrations are available?

Assembly connects to the tools your employees use every day to offer an easy, seamless experience with minimal change management.  

Assembly has integrations with HCM/HRIS systems like ADP, Google, Office 365, and Slack. We also integrate with communication tools like Slack and Teams so you and your employees can access Assembly wherever they work now.

What's your average adoption rate?

That depends on the company's permissions set up. That said, over 90% of the employees on Assembly's platform are recognized on a monthly basis. That means nearly every employee across all of our customers are receiving regular recognition from their peers, managers, or leadership. We're extremely proud of this.

Must rewards be set up to use Assembly?

They are not required. You can use Assembly without having rewards set up. However, we don't recommend it if you intend to have a high adoption and usage rate. You can always keep the costs down by offering internal culture rewards that are fulfilled by you internally.

Are points required to use Assembly?

No, you can remove allowances from anyone or everyone. It's up to you but we do recommend using points whether they're worth a real dollar value or not. Companies that use points have a much higher engagement rate even if those points don't exchange for real dollars.

Could find the answer you are looking for?

Please schedule time with an expert and we will help you to get all your questions answered