Introduction:

Constructing a new hire onboarding process template is an incredibly powerful tool for companies, helping to boost employee retention and job satisfaction while reducing new hire churn. However, Sapling found that 88% of organizations don't onboard well.

You certainly don't want to form part of this percentage, which is why this new hire onboarding process template is so beneficial. This comprehensive template ensures all your bases are covered to provide your new hires a good onboarding experience, whether they're working in-person, remotely, or a little of both.

Actionable processes are encouraged to have a set timeline. That's why this employee onboarding template is structured to last for 3 months. You might find that you want a longer or shorter onboarding period. If that's the case, you can easily edit the template to your exact specifications. 

Add this template to your library, edit it (if you feel necessary), and run it whenever you welcome a new employee into your company. 

Before first day:

These tasks should be completed before the new hire's start date. 

Record necessary information

It's a good idea to get your new hire's paperwork in order before their first day. Thus way, they can get right to work learning the important things rather than filling out a bunch of forms.

You can start preparing this paperwork by recording the following information in the form fields below: 

It's also important to take note of who are the people taking control of this onboarding project, as it helps with assigning responsibilities. In the form fields below, you can select who the new hire, the HR manager, and line manager are during this onboarding process. 

Once you select the team member for each role, role assignments are going to be given to the relative member for each task. 

Inform existing employees

⚡️ You could automate this step by setting up an integration with Slack 

You should let the rest of your team know that a new teammate will be arriving shortly. Sending an email is a great way to ensure they know to welcome a new face to the team. 

Add the recipients who should be informed about this new hire's arrival. These recipients should be added in the 'Cc' section of this email widget. 

Prepare paperwork

When hiring a new employee you need to remember the basics - all forms must be intact and passed on to the HR department. Save copies of these vital forms using the form fields below:

If you require some examples of the necessary forms, see below.

  1. Intellectual property and assignment agreement (Customizable example)
  2. Non-Disclosure agreement (Customizable example)

You can also edit what paperwork you want to upload during this onboarding process by adding the workflow to your library and clicking 'Edit.' 

Approval: Prepare paperwork

Will be submitted for approval:
  • Prepare paperwork
    Will be submitted

(CONDITIONAL) Create company email

Great! Now that you’ve completed the employee paperwork, you can go ahead and create a company email for your new hire. 

Send welcome email

Send an email welcoming the new employee and reminding them of the start date that was selected upon accepting the offer.

(CONDITIONAL) Read employee handbook

Read through the employee handbook linked below.

{{form.Employee_handbook_link}}

Use the subtask list below and tick off each task once you've read the corresponding topic in the handbook: 

  • 1
    Introducing the company history
  • 2
    Explaining the company time off policy
  • 3
    Discussing employee behavior
  • 4
    Defining pay and promotions
  • 5
    Benefit policies

Send login details to relevant accounts

Prepare a list of usernames and passwords (you can use Pages to do this), then share the list with the new employee to give them time to set up their profiles. Record a link to the list with the form field below:

You can also easily manage passwords with a tool like 1Password.

Add to payroll

In order to add the new employee to the payroll, you must first gather the following information. Feel free to edit the sub-checklist below if more or less items are required.

  • 1
    Start date
  • 2
    Salary
  • 3
    Department
  • 4
    SIN number
  • 5
    Date of birth
  • 6
    Address
  • 7
    Emergency contact information

Then fill in a payroll form for the new hire. Record a copy of the payroll form below.

Assign the account manager who is responsible for approving this payroll information. 

Approval: Add to payroll

Will be submitted for approval:
  • Add to payroll
    Will be submitted

First day:

These tasks should be completed before the new hire's first day of employment. 

(CONDITIONAL) Schedule in-person welcome coffee

The goal of this is to make the new employee feel welcomed and integrated into the existing company culture from the first day. You should take the new hire out for coffee and properly welcome them into the company. 

During this welcome coffee, you can discuss: 

  • 1
    The culture of the company
  • 2
    The role and what type of responsibilities this new hire will have
  • 3
    What the new hire can expect on their first day and during their first week
  • 4
    Walking them through their onboarding process

(CONDITIONAL) Schedule remote welcome coffee

The goal of this is to make the new employee feel welcomed and integrated into the existing company culture from the first day. Even if this position is on a remote basis, you want to offer this introduction to you new hire.

Many remote teams are adopting 'virtual coffee breaks' to boost collaboration and offer a more 'human experience.' This also works well during remote employee onboarding. Schedule a welcome coffee through Zoom or another online chat service. 

During this meeting you can discuss: 

  • 1
    The culture of the company
  • 2
    The role and what type of responsibilities this new hire will have
  • 3
    What the new hire can expect on their first day and during their first week
  • 4
    Walking them through their onboarding process

Assign a mentor

Now that the welcome coffee is out the way and the new hire has gotten an introduction into the company, assigning a mentor would be an excellent step. According to ICMI:

This provides them with the opportunity to report to buddy to ask for help, which is generally more accessible than approaching a line manager.

It’s sometimes best to assign an employee who has recently undergone the onboarding process themselves, as they can provide greater insight into what to expect. 

Schedule leadership meeting

During this meeting, the new hire should be introduced to the necessary leadership in the organisation. During the meeting, the following topics should be discussed: 

  • 1
    The company’s brief history
  • 2
    Company’s vision, mission, and values
  • 3
    Short overview of the industry
  • 4
    The company goals
  • 5
    The dynamic of this specific department and how interactions take place
  • 6
    Which departments this employee would be interacting the most
  • 7
    The goals of the department and how this employee fits into this
  • 8
    The responsibilities and description of this employee
  • 9
    The organizational chart (teams/departments/members)
  • 10
    The goals of this new employee’s first year in the department
  • 11
    Explain the expectations of this new employee for their first month
  • 12
    Present their career development plan with clear bonus and promotion criteria

Schedule team gathering

This should be a more informal meeting with other team members. In in-office cases, the best option would be after-work drinks. Otherwise, remote teams can use interactive online chat rooms to play around with and break the ice. This is a well-liked way to end an employee’s first day, as it helps create a friendly and more relaxed atmosphere. 

First week:

These tasks should be completed before the new hire's first week of employment. 

Shadow mentor

The new hire should shadow the mentor. In-person shadowing can include the new hire following their mentor around the office and seeing what roles they perform on a daily basis. It also gives the new hire a good idea of what is going to be expected of them. 

For employees working remotely, this new hire can accompany their mentor on video calls and other relevant technology where the mentor can walk the new hire through their regular day-to-day. 

Shadowing can be done for around a week (or more depending on the complexity of roles)

Read through reading list

A reading list is a great use of time when a new hire is first learning the ropes. When starting out in their new role, you might find that you have more spare time as your routine isn't yet defined. A reading list helps you use your time responsibility while learning about different company processes, information about the product, service, or industry. 

You can make your way down this list of reading material: 

{{form.Reading_list_link}}

Schedule end-of-week meeting

At the end of the first week, you shouldn't expect too much from your new hire. Meet to discuss progress with milestones, how they feel they're getting to grips with the company procedure and how they are finding the job so far.

After this, you can introduce them to their mentor and discuss what role this mentor will be playing in their onboarding process. 

It is recommended to train employees bit-by-bit for around two months before giving them a seat on the phone floor with everyone else. Avoid flooding new hires with information. Just put them to the test and report on their progress. Make sure to be clear about what they did well and what needs improving.

Set another group of milestones for next week according to how this week went. Schedule the meeting using Google Calendar.

First month:

These tasks should be completed before the new hire's first month of employment

Provide training

Every new hire requires training when they first begin a new role. Your training sessions should be structured and be broken down into various meetings. Schedule a recurring training session once a week that covers these different training topics. 

(CONDITIONAL) Assign onboarding project

After the employee has been trained you need to assign them to their first task.

Beneficial onboarding projects are ones that the new hire should attempt to do independently. The projects should consist of tasks or responsibilities the new hire should encounter on a regular basis. 

Plan this project in the form field below and ensure you cover the following when detailing this assignment to the new hire:

  • 1
    What will be the end result of the assignment? Will it be newly created or updated?
  • 2
    What will the desired outcome look like? (Provide examples, if possible.)
  • 3
    How will success be measured?

(CONDITIONAL) Assess new hire's performance

After this new hire has completed the project, the manager responsible for the new employee should assess their performance in the form fields below: 

Approval: Assess new hire's performance

Will be submitted for approval:
  • (CONDITIONAL) Assess new hire's performance
    Will be submitted

Third month:

These tasks should be completed before the new hire's three months of employment

Conduct relevant progress report

At this point in the onboarding process, your new hire should have the ability to conduct their work with limited supervision. They should be working independently and have the capability to handle tasks needing immediate responses. 

During the progress report, you should detail: 

  • 1
    If there are any issues
  • 2
    How the new hire handles work under pressure
  • 3
    If they have the necessary knowledge to conduct tasks independently
  • 4
    If any additional training is required

Fill out employee onboarding survey

We strive to offer an enjoyable employee onboarding experience, which is why your opinion matters to us. Please fill out this survey to help us ensure we're providing the best experience possible.  

Approval: fill out employee onboarding survey

Will be submitted for approval:
  • Fill out employee onboarding survey
    Will be submitted

Check-in and give feedback

Based on the employee's ability to reach milestones you have set in the past, formulate some long-term goals you would like them to work towards.

This is something you can assess during each weekly progress meeting but monitor more infrequently after the settling-in process is over.

During your final onboarding check-in after 90 days with the employee, you should explain what the structure will be in the future. This can be done in the form of a meeting. Such matters you might want to discuss are: 

  • 1
    When team meetings will be
  • 2
    How often you are going to be checking in
  • 3
    Whether you have an open door policy
  • 4
    How you handle issues your employee would like to discuss

Sources:

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