Providing a welcome kit with company's policies and guidelines
5
Approval: Manager for Employee Data Verification
6
Assignment of a guide or mentor
7
Introduction to HR Shared Services team and responsibilities
8
Training on HR Software systems
9
HR explains benefits and compensation
10
HR provides details on confidentiality and data protection
11
Approval: Data Protection Officer for handling confidential data
12
Employee is trained on internal communication tools
13
Attending a session on company's vision, values and culture
14
HR explains performance evaluation process
15
Approval: Manager for completion on HR Systems Training
16
Completing a self-guided online training
17
Meet company leaders in a meet-and-greet
18
Schedule regular check-ins
19
HR reviews job description and tasks
20
HR provides an exit process if employment doesn't work out
Employee completes online paperwork and forms
In this task, the new employee will be responsible for completing all necessary paperwork and forms online. This includes filling out personal information, tax forms, and any other required documents. The completion of these forms is vital as it ensures accuracy of employee records and compliance with legal requirements. The employee will need access to a computer or mobile device and an internet connection to complete this task. If the employee has any questions or encounters difficulties, they can reach out to their HR contact for assistance.
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United States
2
Canada
3
United Kingdom
4
Australia
5
Germany
HR completes verification of personal details
After the employee has completed the online paperwork and forms, the HR team will review and verify the personal details provided. This includes validating the employee's address, social security number, and identification documents. HR will ensure that all information is accurate and in compliance with company policies and legal requirements. In case of any discrepancies or missing information, HR will reach out to the employee for clarification or additional documentation.
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Verify address
2
Verify social security number
3
Verify identification documents
Preparing work space and necessary supplies
In order to ensure a smooth onboarding experience, it is important to have the new employee's workspace ready and equipped with the necessary supplies. HR will coordinate with the IT department and office administration to set up the employee's computer, desk, chair, and any other equipment required for their role. Additionally, HR will ensure that the employee has access to basic office supplies such as pens, notebooks, and stationery. This task aims to provide the employee with a comfortable and productive work environment from day one.
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Set up computer and peripherals
2
Arrange desk and chair
3
Provide basic office supplies
Providing a welcome kit with company's policies and guidelines
To help the new employee get familiar with the company's policies and guidelines, HR will provide a welcome kit. This kit will include important documents such as the employee handbook, code of conduct, and other relevant policies. The kit may also include information about the company's history, mission, and values. The purpose of this task is to ensure that the employee has a clear understanding of the company's expectations and culture, and to provide them with a point of reference for any questions or concerns that may arise during their employment.
Approval: Manager for Employee Data Verification
Will be submitted for approval:
HR completes verification of personal details
Will be submitted
Assignment of a guide or mentor
To support the new employee during their onboarding process, HR will assign a guide or mentor. This person will serve as a resource and provide guidance and support to the employee. The guide or mentor will help the employee navigate the organization, answer questions, provide insights on company culture, and assist with any challenges or concerns that may arise. This task aims to foster a sense of belonging and ease the transition for the new employee.
Introduction to HR Shared Services team and responsibilities
In this task, the new employee will be introduced to the HR Shared Services team. HR will provide an overview of the team's role and responsibilities within the organization. The employee will learn about the different services provided by HR Shared Services and how to access them. This task aims to familiarize the employee with the HR department and create a positive working relationship from the start.
Training on HR Software systems
As part of the onboarding process, the new employee will receive training on the HR software systems used within the organization. This training will cover how to navigate the systems, enter and update employee data, and utilize various features and functionalities. The employee will gain the skills and knowledge necessary to effectively use the HR software in their day-to-day work. This task aims to ensure that the employee is equipped with the tools and resources needed to perform their HR-related tasks efficiently.
1
Introduction to HR software
2
Entering employee data
3
Utilizing HR software features
HR explains benefits and compensation
In this task, HR will provide an overview of the company's benefits and compensation packages to the new employee. HR will explain the different benefits offered such as health insurance, retirement plans, and vacation policies. They will also discuss the employee's compensation structure including salary, bonuses, and any other applicable incentives. HR will ensure that the employee has a clear understanding of their package and address any questions or concerns they may have.
1
Health insurance
2
Retirement plans
3
Paid time off
4
Employee discounts
5
Flexible spending accounts
HR provides details on confidentiality and data protection
In this task, the HR Shared Services Specialist will provide the employee with details on confidentiality and data protection policies and procedures. It is essential for the employee to understand the importance of maintaining confidentiality and protecting sensitive data in order to maintain the trust and integrity of the organization. The impact of this task on the overall process is significant, as it contributes to the employee's awareness of their responsibilities in handling confidential information. The desired result is for the employee to have a clear understanding of confidentiality and data protection policies and procedures. To successfully complete this task, the HR Shared Services Specialist will need access to the confidentiality and data protection policies and any necessary documentation or training materials. Potential challenges may include legal restrictions or the employee's understanding of the policies and procedures. Resources or tools required for this task include the organization's confidentiality and data protection policies and any relevant training materials or guidelines.
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Full access
2
Restricted access
3
No access
Approval: Data Protection Officer for handling confidential data
Will be submitted for approval:
HR explains benefits and compensation
Will be submitted
Employee is trained on internal communication tools
This task involves training the employee on the internal communication tools used within the organization. The employee's proficiency in using these communication tools is crucial for effective collaboration and information sharing. The impact of this task on the overall process is significant, as it facilitates seamless communication and integration within the organization. The desired result is for the employee to be trained and proficient in the use of internal communication tools. To successfully complete this task, the HR Shared Services Specialist will need access to the internal communication tools and the necessary training materials. Potential challenges may include technical difficulties or the employee's unfamiliarity with the communication tools. Resources or tools required for this task include the organization's internal communication tools and any training materials or documentation.
1
Email client
2
Instant messaging platform
3
Collaboration software
Attending a session on company's vision, values and culture
In this task, the employee will attend a session on the company's vision, values, and culture. This session aims to align the employee's goals and behaviors with the organization's core principles, fostering a sense of belonging and purpose. The impact of this task on the overall process is substantial, as it helps the employee understand and internalize the organization's vision and values. The desired result is for the employee to attend the session and gain a clear understanding of the company's vision, values, and culture. To successfully complete this task, the HR Shared Services Specialist will need to coordinate the session and provide the necessary materials or resources. Potential challenges may include scheduling conflicts or the employee's resistance towards embracing the organization's culture. Resources or tools required for this task include the company's vision statement, core values, and any presentation or training materials.
HR explains performance evaluation process
This task involves the HR Shared Services Specialist explaining the performance evaluation process to the employee. The performance evaluation process assesses the employee's job performance, providing feedback and identifying areas for development or improvement. The impact of this task on the overall process is significant, as it establishes clarity and expectations regarding performance evaluation. The desired result is for the employee to have a clear understanding of the performance evaluation process and its purpose. To successfully complete this task, the HR Shared Services Specialist will need access to the performance evaluation guidelines and any necessary documentation or training materials. Potential challenges may include the employee's anxiety or confusion regarding the performance evaluation process. Resources or tools required for this task include the organization's performance evaluation guidelines and any relevant training materials or documentation.
1
Annually
2
Quarterly
3
Monthly
Approval: Manager for completion on HR Systems Training
Will be submitted for approval:
Training on HR Software systems
Will be submitted
Completing a self-guided online training
In this task, the employee will complete a self-guided online training program designed to enhance their knowledge and skills related to their role. The online training will provide relevant information and practical scenarios to facilitate the employee's learning and development. The impact of this task on the overall process is significant, as it contributes to the employee's job competency and performance. The desired result is for the employee to successfully complete the online training program. To successfully complete this task, the HR Shared Services Specialist will need to provide the employee with access to the online training platform and any necessary login credentials. Potential challenges may include technical difficulties or the employee's time management in completing the training. Resources or tools required for this task include the self-guided online training program and the necessary technological infrastructure.
Meet company leaders in a meet-and-greet
This task involves organizing a meet-and-greet session for the employee to interact with company leaders. The meet-and-greet session provides an opportunity for the employee to connect with the leaders, ask questions, and gain insights into the organization's strategic vision. The impact of this task on the overall process is significant, as it promotes collaboration, engagement, and a sense of community within the organization. The desired result is for the employee to attend the meet-and-greet session and establish meaningful connections with the company leaders. To successfully complete this task, the HR Shared Services Specialist will need to coordinate the session and invite the company leaders. Potential challenges may include scheduling conflicts or the employee's discomfort in interacting with company leaders. Resources or tools required for this task include the list of company leaders and any necessary logistical arrangements.
Schedule regular check-ins
This task involves scheduling regular check-ins between the employee and the HR Shared Services team. The regular check-ins serve as opportunities to address any concerns, provide updates, and offer support or guidance. The impact of this task on the overall process is significant, as it fosters continuous communication and ensures the employee's well-being and success. The desired result is to have regular check-ins scheduled and conducted throughout the employee's onboarding period. To successfully complete this task, the HR Shared Services Specialist will need to coordinate the check-ins and establish open lines of communication with the employee. Potential challenges may include conflicting schedules or the employee's preference for different modes of communication. Resources or tools required for this task include scheduling tools or calendars and any necessary communication platforms.
1
Weekly
2
Bi-weekly
3
Monthly
HR reviews job description and tasks
In this task, the HR Shared Services Specialist will review the employee's job description and tasks. The purpose of this review is to ensure alignment between the employee's duties and the job description, clarify any ambiguities, and address any concerns or questions. The impact of this task on the overall process is significant, as it establishes a clear understanding of the employee's responsibilities and contributes to their job satisfaction. The desired result is for the HR Shared Services Specialist to review and discuss the job description and tasks with the employee. To successfully complete this task, the HR Shared Services Specialist will need access to the employee's job description and any necessary documentation or resources. Potential challenges may include discrepancies between the job description and the employee's actual tasks or the employee's dissatisfaction with certain aspects of their role. Resources or tools required for this task include the employee's job description and any relevant performance expectations or guidelines.
1
Task 1
2
Task 2
3
Task 3
4
Task 4
5
Task 5
HR provides an exit process if employment doesn't work out
In this task, the HR Shared Services Specialist will provide the employee with information on the exit process in case their employment doesn't work out. It is essential for the employee to understand the procedures and expectations should their employment be terminated or should they choose to resign. The impact of this task on the overall process is significant, as it contributes to the employee's awareness of their rights and responsibilities. The desired result is for the employee to have a clear understanding of the exit process and their options in case their employment doesn't work out. To successfully complete this task, the HR Shared Services Specialist will need access to the exit process documentation and any relevant legal requirements or guidelines. Potential challenges may include the employee's emotional response or discomfort in acknowledging the possibility of their employment not working out. Resources or tools required for this task include the organization's exit process documentation and any relevant legal guidelines or documentation.
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