New Employee Onboarding Checklist (ADD FULL NAME HERE)

Confirm the hiring by sending a welcome email to your new employee. See the email widget below for a sample email which you could use.

Now you should ensure that the new hire will have access to all sections of the building which they require on their first day. Decide what the new hire needs from the following sub-checklist, and arrange for them to receive these items.

Hi _____________, 

Looking forward to seeing you on _____ at 9am. [MANAGER NAME] has your first few days packed with training and will share more directly on your first day. We've set up your Noticed email address. Here it is: [email protected]

Your first-day agenda is below, and we have sent over some calendar invites once you sync up with your email. In case you forgot, we are located in WeWork 1900 Market Street, Philadelphia PA 19103.  If you have any questions in the meantime, don't hesitate to reach out. 

Below is the agenda for your first day:

• 9:00-10:00am: Report to Adam
• 10:00-11:00: Tools & Systems set up
• 11:00-1:00: Company on-boarding
• 1:00-2:00: Roles & Responsibilities
• 2:00-3:00: One-on-One with Manager
• 4:30-5:30: One-on-One with Adam

Hey Team:

I’d like to introduce you to our newest employee. ABC NAME has accepted our offer of employment as a TITLE. His first day is (DATE). Please join us at 4 pm in the main conference lobby for appetizers and drinks to meet NAME and welcome him to the company on his first day. I'd like everyone to give a warm welcome to ABC NAME to the Noticed family and make sure to set sometime out of your schedules to meet each other. 

[New employee] has recently joined us from [information about recent relevant employment background].

You can reach [new employee] at:

[phone number]
[email address]

Thanks for joining me in welcoming NAME to the team.

Regards,
Adam Butt

https://docs.google.com/a/wearenoticed.com/document/d/1fUfzWekgaZhsrrmj6kfkz39O3NF4DDHQ9xyu9WrHbc4/edit?usp=sharing

Often a new employee will arrive during a busy working week. In this case welcoming the new hire is overlooked and they are not caught up to speed with the team or new role. To avoid this, you should clear your schedule and make the new employee the number one priority for the day.

You should introduce them to the team - talk about their role, tell them why you selected them - this will help the rest of the team remember them better. Notify your team in advance that the new employee is arriving so they can schedule some time to get to know them.

Take your employee on a tour around the office. Let them know where all the important and common areas are. Make sure they know where to find:

• WeWork: Get an Access Card & Office Key
• Kitchen
• Reception
• Bathroom
• Their workspace
• Support desk
• HR area
• Their mentor's office

There might be more areas such as the IT department, sales department and others more specific to your company. If you practice an open door system you can show the new employee where your office is and encourage them to visit you if they have any questions.

You have discussed the job in more detail during the interview, but now it's time to give specific instructions on what you expect your employee to do. Upload a copy of this specific job description to the form field below.

Agenda:

• Discuss my style and vision as a CEO 
• Discuss my open-door policy and never to keep things a secret, come to me a talk about anything i.e. issues, improvements, leaving etc
• My objective for them and what I want them to aim for with the company in 12-24 months. 

Usually, this step is covered by the HR team. Have them contact your new employee to explain details such as:

• When s/he must arrive at the office
• Where s/he must park
• How s/he will access the building
• What your company’s dress code is

(Source: hrpulse.co.za)

You should take your new employee out for lunch. If you have already introduced them to their mentor it might be a good idea to have lunch with both of them.

Avoid discussing work during this time, it should be purely about getting to know one another.

Read our company handbook inside Noticed HQ project, go to the files section.

https://3.basecamp.com/3584767/buckets/1718680/vaults/269741258

Read your department handbook located in basecamp Team sections, go to the files section.

Template message:

Thank you for calling Noticed. You've reached the voicemail of FULL NAME. I’m currently unavailable to take your call right now. Please leave your name, telephone number and a message and I will get back to you as soon as possible. Thanks and have a great day!

Employee needs to be added to the companies content and social contribution calendar. 

shopifypluspartners.slack.com

https://www.facebook.com/groups/shopifypluscommunity/

Make sure to brag about your new position with Noticed. Remember we are all part of a team here, we want our employees to be seen as the best in the industry because we only hire the best talent. 🙂

Below is our Linkedin Page, make sure you search for the correct company name ''Noticed''. 

https://www.linkedin.com/company/10452215?trk=prof-0-ovw-curr_pos

Make sure to add the following:

- Your Title

- Company Description (Use our Linkedin Profile Description)

- Your Role/Responsibilities. 

Sign up for newsletters to the following sites to stay in the loop about Shopify and Ecommerce. 

https://www.shopify.com/plus

https://www.shopify.com/blog

To ensure your new employee has the opportunity to seek help and work productively, you should assign a mentor.

They will ensure the employee quickly learns about the job and has assistance throughout the process. 

It is important to find a good candidate for mentoring, you can check out these 15 characteristics of a successful mentor to ensure you find the right fit.

(Source: humanresources.about.com)

You have discussed the job in more detail during the interview, but now it's time to give specific instructions on what you expect your employee to do. Upload a copy of this specific job description to the form field below.

If you want your employees to perform well you need to let them know what you expect. Outline the general areas of knowledge and skills required to ensure your employee is successful in his/her job. Think about:

• Introduction to the company, its mission, functions and culture.
• New employee forms completion.
• Benefit plan information, discussion and preliminary enrollment.
• Policy reviews—pay periods, travel, training requests.
• Administrative procedures reviews—security, computer systems and logins, telephone systems, supplies and equipment.
• What services should the job produce?
• What impact should the work have on the organization?
• How do you expect the employee to act with clients, colleagues, and supervisors?
• What are the organizational values the employee must demonstrate?
• What are the processes, methods, or means the employee is expected to use?
• Discuss open door policy if they ever considering leaving for another position. We want our team to stay with us! 🙂

During the training period, your new employee should work closely with a supervisor or mentor. A supervisor ensures the new employee is oriented in the organization, policies, facilities and more. 

To ensure this process goes well, you should discuss the new employee's role with their supervisor. Discuss the goals you have set for the new hire and think of appropriate projects that would be beneficial for the training period. Note all of these in the appropriate form fields below.

Create a 30-60-90 day plan for your new hire. What projects should she be expected to complete at each checkpoint? What knowledge should she have?

Any required readings to catch him up to speed with current projects in the company?

What small projects or tasks should the he begin working on?

Which team members should he speak to on the first
day?

You have already explained the overall expectations, but now it's time to let your employee know the specifics. 

Refer to the job description and make a plan for your employee to follow; let them know exactly what they will be expected to do. If possible, notify them of any upcoming projects and predicted workflow.

Once your new employee has settled in, got to know the team and feels comfortable in the workplace you should assign their first project.

This will ensure they learn the job hands on and feel valuable to the company, rather than doing menial tasks.

Arrange a brief meeting with a specified agenda. This meeting should focus solely on the person and ways for them to execute their goals. 

The meeting should last approximately 30 minutes during which you should address issues, assess the situation, identify goals.

Finish the meeting on a high note by praising employee on something they did well.

Ensure meetings between the employee and their mentor take place. The meeting should happen at the end of each day during the first week.

It will help the employee understand if they are doing things at the right pace and focusing on the correct tasks, as well as receive clear instructions, advice and constructive criticism to help them improve.

Schedule a meeting with the employee and a member from the HR team to ensure all the forms are filled and correct. Record the date of the meeting in the form field below.

Use this time to let your employee know if there is any other paperwork for them to fill in including tax forms.

Ask a member from the HR team to explain everything to your employee and tell them about the specifics. Let the new employee know he/she is encouraged to ask any questions and can use this time to discuss any and all work related paperwork issues.

Follow-up with new hire to check if they need anything.

You should schedule meetings with the employee for the first month. Use this time to address any issues and concerns your employee might have. You should also spend the meetings offering some constructive criticism and advice on different tasks. 

A good way to schedule these meetings is by using Google Calendar. Add your employee to the event and make sure you are both ready for the meeting.

There are some long term goals your company is moving towards. You should let your employee know where s/he fits in the picture. 

Letting your employee know that he/she is involved in some long term goals will make them feel more secure and understand the mission they are working to achieve.

Now that you have decided where exactly your new employee fits in you should encourage them to further their knowledge in the field. Ask them to read books, articles and magazines about the appropriate themes.

Have your new employee interact with the team. If the team members interact with each other they will work together much better. Perhaps you can organize some out of work activities for the team to make sure they build good relationships and enjoy operating as a team.