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The Ultimate Onboarding Checklist Any HR Team Should Have

An HR onboarding software, also known as an employee onboarding system, is created to provide new hires an engaging experience so they can connect with the new workstyle and coworkers as soon as they start working in that space. A lot of the time-consuming HR administrative processes that come in handy with onboarding new workers are automated and streamlined by this software.

Retaining top talents require providing new hires with the best onboarding experience possible. The process of integrating a new hire into an organization and acquainting them with the corporate culture is essential to reduce employee turnover. It is the job of the HR team to ensure that the new hire has access to all the resources and knowledge they require to function effectively as an employee during their tenure of serving the company. And to achieve that, a strategically designed onboarding checklist is a must. 

Need for an onboarding checklist: 

A well-planned list of all the actions an HR professional needs to follow to effectively onboard a recruit is known as an employee onboarding checklist. This list can either be maintained in a document or online using an onboarding service, like the LMS. 

Normally, it takes a corporation at least 90 days to onboard a recruit and to ensure a reduced employee turnover. HR professionals are looking for strategies to manage the onboarding process for a seamless new employee experience. Although it can be challenging to locate and recruit the best talents for the vacancies, the process does not end once they are formally hired. It is the responsibility of HR experts to make sure that new hires transform into happy, successful, and effective team members. And to achieve that, a checklist guarantees consistency in the provision of a satisfying onboarding experience.

An effective onboarding process is essential given the condition that a typical US firm spends $4,000 in 24 days during the hiring process. Therefore, getting a guidebook, also called an onboarding checklist, with two main goals is a must. First off, it ensures that new hire is aware of what is expected of them. Second, it assists in making sure employers do not overlook any critical actions during an employee’s initial days, weeks, or months at work. 

Components of an Onboarding checklist: 

  • Offer letter: Make the recruitment official by asking the employee to sign the offer letter indicating their acceptance of the position in your company. An offer letter may have conditions, such as an employee background check and, if necessary, a drug test as well. It also contains the terms and conditions a new employee must be aware of like the number of leaves or penalties on breaking the contract, notice period duration, etc. 
  • Facilitate email communication: A welcome email should be sent to your new hire before their first day at work. The email should include a warm welcome note from the CEO and all the information necessary for them to prepare for their first day. The information should include their start date, the company’s dress code if any, the parking location, and the schedule for their first day. Providing this information can assure you that the new hire feels valued and confident.
  • Set all necessary devices and equipment: Purchase all the tools and equipment a new hire might require to carry out their responsibilities right from day one. To guarantee everything is well set, you should request all necessary equipment and devices to reach your office a few days in advance. For example, their office phone, computer, mouse, headphones, etc.

Your business will appear disorganized and unprofessional if the new hire’s first day does not have all the necessary equipment ready. It gives the new employee an impression that they are not all that significant to the company. On the contrary, if you make sure everything is prepared, the new hire will feel valued and will be assured that your company is excited to have them, onboard. It’s the first step in making sure your company has a high rate of employee retention.

  • Document preparation of the new hire: It’s very important to have all of your new hire’s paperwork ready before they enter the building. Be it their tax forms, payroll information, and the various agreements or contracts they must sign, keep it all set. You can also share the paperwork through an LMS which might as well reduce chaos.

Also, make sure to explain all the perks offered by the organization and provide details on the employee handbook. Give the new employee a person to contact if they have any queries or issues regarding their salary, benefits, or corporate regulations and procedures. To avoid further misunderstandings over their official job responsibilities, provide them with a job description and go over it with them jointly.

  • Setting up online accounts: Prior to the recruit’s arrival, make sure all accounts and logins are configured so they can get started right away. In order to make sure that the new hire has access to all necessary systems and work-related facilities, HR professionals should collaborate with the IT department and facilities manager.
  • Arrange the workspace: It is the obligation of the HR staff to make sure that the new employee has a spotless desk, chair, laptop, headphones, and any other equipment required to carry out their work. And then if possible, send your new employee a welcome package from the company irrespective of the work mode.
  • Give an office tour: This step applies to the hybrid mode of work. Giving the new employee a tour and introducing them to the heads of each department is crucial. This will increase their sense of inclusion and lessen any awkward encounters. Even for the remote workforce of your company, make a video of the office area and keep short videos of all the pre-existing employees introducing themselves and their work. 
  • Provide a mentor: Introduce your new employee to a coworker in their department who either holds the same position as them or is a supervisor. This person will serve as the employee’s mentor, at least until the end of their training phase. The new employee’s source point for resolving any issue, completing training, and introducing to the rest of the staff would be this mentor.

Helping every new hire find a mentor, whether through a formal mentorship program or an informal one, is an excellent method to assure the recruit’s success and will prevent the new hire from feeling alone during the onboarding process and provide them with a simple solution to any problems or queries.

  • New hire orientation: The purpose of new hire orientation is to familiarise the new employee with all the departments your company has, all the paperwork that needs to be done, the organizational structure, and the company culture.
  • Regular feedback: Set up a meeting to receive onboarding feedback and provide feedback on their progress once the new hire has completed the critical steps in their onboarding process. As this would help them reach the milestones on their first day, first week, or first month working for the company.


Apart from regular weekly meetings, try setting up meetings with the new employees after every month during the onboarding process. This will assist the new hire to provide feedback during these sessions on their new role and also on the technique used to train them, any queries or issues they may have regarding their training schedule, and how they are generally adjusting to their new role and the company. And all these tasks can be kept updated if there is a pre-designed checklist specifying every point. 

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