Experience a comprehensive IT onboarding process that ensures new hires have efficient, secure and personalized digital workstations for optimal productivity.
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Gather necessary employee information
2
Setup IT department notification
3
Prepare necessary hardware and software
4
Setup new hire's email account
5
Setup required software accounts
6
Create and setup new work-station profile
7
Install necessary software on the new hire's workstation
8
Configure VPN for remote access
9
Set up security permissions and access levels
10
Configure printer and other peripheral access
11
Install productivity tools such as MS Office, Zoom etc.
12
Enter new hire into IT service management system
13
Setup access to shared company resources
14
Test all logins and access points for new hire workstation
15
Arrange IT orientation for the new hire
16
Prepare IT onboarding material and resources
17
Approval: IT Manager for User Setup
18
Delivery and setup of IT equipment at the new hire's workstation
19
Arrange a run through of software and tools with new hire
20
Collect feedback on IT onboarding process
Gather necessary employee information
Collect all necessary employee information for the IT onboarding process. This includes personal details, contact information, emergency contacts, and any specific requirements or preferences the new hire may have. Ensure that all information is accurate and up-to-date to facilitate a smooth onboarding experience.
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North America
2
Europe
3
Asia
4
Australia
5
South America
Setup IT department notification
Notify the IT department about the new hire and their upcoming onboarding. Provide all relevant details about the employee, including their start date, job title, department, and any specific software or hardware requirements they may have. This will ensure that the IT team is prepared to assist the new hire and set up their workstation in a timely manner.
Prepare necessary hardware and software
Ensure that all necessary hardware and software are ready for the new hire's workstation setup. This includes checking the availability and functionality of computers, monitors, keyboards, mice, printers, and any other peripherals required. Also, ensure that all required software applications are installed and updated to the latest versions to avoid any compatibility issues.
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Computer
2
Monitor
3
Keyboard
4
Mouse
5
Printer
6
Other peripherals
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Operating System
2
Antivirus software
3
Productivity tools (MS Office)
4
Communication tools (Zoom, Slack)
Setup new hire's email account
Create a new email account for the new hire. This will serve as their primary mode of communication within the organization. Ensure that the email account is set up accurately and securely, and provide the new hire with their login credentials and instructions on how to access and use their email account.
New Hire Email Account
Setup required software accounts
Create necessary software accounts for the new hire. This includes accounts for software applications, cloud storage platforms, project management tools, and any other software systems used within the organization. Make sure to provide the new hire with their login credentials and instructions on how to access and use each account.
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Project management
2
Cloud storage
3
Communication
4
Other
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Admin
2
User
Create and setup new work-station profile
Create a new work-station profile for the new hire. This includes setting up personalized desktop backgrounds, screen savers, shortcuts, and other preferences to make the workstation feel personalized and comfortable for the new hire. Ensure that all settings are configured according to the new hire's preferences, if specified.
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Default shortcuts
2
Custom shortcuts
Install necessary software on the new hire's workstation
Install all necessary software applications on the new hire's workstation. This includes productivity tools, communication tools, project management software, and any other software required for the new hire to perform their job effectively. Ensure that all software installations are successful and updated to the latest versions.
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MS Office Suite
2
Zoom
3
Slack
4
Project Management Software
5
Other software
Configure VPN for remote access
Set up a VPN (Virtual Private Network) connection for the new hire to securely access company resources and connect to internal systems remotely. Ensure that the VPN is configured correctly and provide the new hire with instructions on how to connect to the VPN and access company resources from outside the office.
Set up security permissions and access levels
Configure security permissions and access levels for the new hire. This includes granting access to specific folders, files, databases, and other resources based on the new hire's job role and responsibilities. Ensure that access is granted accurately and securely to maintain data privacy and protect sensitive information.
Configure printer and other peripheral access
Set up printer and other peripheral access on the new hire's workstation. This includes configuring printers, scanners, external hard drives, and other peripherals required by the new hire. Ensure that all peripherals are functioning properly and the new hire can easily print and access other devices as needed.
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Printer
2
Scanner
3
External Hard Drive
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Other peripherals
Install productivity tools such as MS Office, Zoom etc.
Install necessary productivity tools on the new hire's workstation. This includes software applications such as Microsoft Office Suite (Word, Excel, PowerPoint), Zoom for video conferencing, and any other tools required for the new hire to perform their job tasks efficiently. Ensure that all tool installations are successful and updated to the latest versions.
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Microsoft Office Suite (Word, Excel, PowerPoint)
2
Zoom
3
Other productivity tools
Enter new hire into IT service management system
Add the new hire's information into the IT service management system to track their IT-related requests, issues, and incidents. Ensure that all details are entered accurately and the new hire's profile is complete in the system.
Setup access to shared company resources
Grant access to shared company resources for the new hire. This includes shared folders, network drives, project management platforms, and any other resources required for the new hire to collaborate and access shared files within the organization. Ensure that access is granted accurately and securely, and that the new hire can easily navigate and use these resources.
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Shared Folders
2
Network Drives
3
Project Management Platforms
4
Other shared resources
Test all logins and access points for new hire workstation
Verify that all logins and access points for the new hire's workstation are functioning correctly. This includes testing email login, software account logins, VPN connection, printer access, shared resource access, and any other logins or access points required for the new hire to perform their job effectively. Address any issues or errors that may arise during the testing process.
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Email login
2
Software account logins
3
VPN connection
4
Printer access
5
Shared resource access
6
Other logins and access points
Arrange IT orientation for the new hire
Arrange an IT orientation session for the new hire to familiarize them with the organization's IT policies, procedures, and tools. This session will provide the new hire with an overview of the IT infrastructure, cybersecurity best practices, and any specific tools or software used within the organization. Ensure that the orientation session is informative and engaging, and address any questions or concerns the new hire may have.
Prepare IT onboarding material and resources
Prepare necessary IT onboarding material and resources for the new hire. This includes IT policy documents, user guides, video tutorials, and any other materials that will help the new hire navigate and understand the IT systems and tools within the organization. Ensure that all materials are up-to-date and easily accessible for the new hire.
Approval: IT Manager for User Setup
Will be submitted for approval:
Setup IT department notification
Will be submitted
Prepare necessary hardware and software
Will be submitted
Setup new hire's email account
Will be submitted
Setup required software accounts
Will be submitted
Create and setup new work-station profile
Will be submitted
Install necessary software on the new hire's workstation
Will be submitted
Configure VPN for remote access
Will be submitted
Set up security permissions and access levels
Will be submitted
Configure printer and other peripheral access
Will be submitted
Install productivity tools such as MS Office, Zoom etc.
Will be submitted
Enter new hire into IT service management system
Will be submitted
Setup access to shared company resources
Will be submitted
Test all logins and access points for new hire workstation
Will be submitted
Arrange IT orientation for the new hire
Will be submitted
Prepare IT onboarding material and resources
Will be submitted
Delivery and setup of IT equipment at the new hire's workstation
Deliver and set up all IT equipment required for the new hire at their workstation. This includes computers, monitors, keyboards, mice, printers, and any other peripherals necessary for the new hire to perform their job tasks. Ensure that all equipment is properly set up and functional before the new hire's start date.
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Computer
2
Monitor
3
Keyboard
4
Mouse
5
Printer
6
Other peripherals
Arrange a run through of software and tools with new hire
Schedule a run through session with the new hire to familiarize them with the software applications and tools they will be using. This session will provide an overview of the different software features, functionalities, and shortcuts, and address any questions or concerns the new hire may have. Ensure that the run through session is interactive and informative.
Collect feedback on IT onboarding process
Collect feedback from the new hire on their experience with the IT onboarding process. This feedback will help identify areas for improvement and ensure a more seamless onboarding experience for future new hires. Provide a feedback form or survey for the new hire to share their thoughts and suggestions.
