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Onboarding Process Template

"Efficient Onboarding Process Template ensuring smooth integration of new hires into the workplace with comprehensive task scheduling and approvals."

Prepare a welcome pack for the new hire

Set up workspace for the new hire

Arrange for IT equipment and software

Prepare necessary HR documents for signing

Approval: HR documents signed

Set up new hire's email and system access

Schedule introduction meeting with team members

Assign a mentor or buddy for the new hire

Enroll the new hire in required trainings

Prepare and discuss job responsibilities

Approval: Job Responsibilities

Organize a company facility tour

Explain company's culture and values

Arrange orientation session with HR

Approval: HR Orientation

Discuss performance expectations and assessment procedures

Arrange meetings with key department members

Introduce to company's social and recreational events

Check in periodically with new hire during the first month

Approval: Onboarding Completion

Prepare a welcome pack for the new hire

Create a personalized welcome pack for the new hire, which includes information about the company's history, culture, and values. Consider including some company merchandise or branded items to make the new hire feel welcome. The welcome pack plays a crucial role in setting the tone for the new hire's experience and helps them feel excited about joining the company.

New hire's name

Start date

T-shirt size

1

Small
2

Medium
3

Large
4

Extra Large
5

XXL

Set up workspace for the new hire

Create a comfortable and functional workspace for the new hire. This will help them feel settled and ready to start their work. Prepare a desk and chair, set up a computer, ensure all necessary cables and equipment are in place, and provide any other items needed for their specific role.

Select desk type

1

Standing desk
2

Traditional desk
3

Corner desk
4

Adjustable desk
5

Executive desk

Select chair type

1

Ergonomic chair
2

Office chair
3

Executive chair
4

Visitor chair
5

Mesh chair

Additional equipment

1

Computer monitor
2

Keyboard and mouse
3

Printer
4

Phone
5

Whiteboard

Arrange for IT equipment and software

Coordinate the procurement and setup of IT equipment and software for the new hire. Ensure they have all the necessary tools to perform their role effectively. This may include a computer, software licenses, access to shared drives, company email, and any other specialized equipment or software required.

Select computer type

1

Laptop
2

Desktop

Select software licenses

1

Microsoft Office
2

Adobe Creative Suite
3

CRM software
4

Accounting software
5

Project management software

Access requirements

1

Shared drives
2

Company email
3

Specialized software

Prepare necessary HR documents for signing

Gather and prepare all the necessary HR documents for the new hire to review and sign. These documents may include the employment contract, code of conduct, confidentiality agreement, benefits enrollment forms, and any other legal or company-specific documents.

Upload employment contract

Upload code of conduct

Upload confidentiality agreement

Additional documents

1

Benefits enrollment forms
2

Company policies
3

Non-disclosure agreement

Approval: HR documents signed

Prepare necessary HR documents for signing
Will be submitted

Set up new hire's email and system access

Create an email account and provide system access for the new hire. This will allow them to communicate with colleagues, access necessary files and documents, and begin their work. Ensure that all access privileges are set up correctly and any necessary training or instructions are provided.

Enter new hire's email address

Select system access level

1

Administrative
2

Full access
3

Limited access
4

Read-only access
5

No access

Training requirements

1

Security training
2

Company policies and procedures
3

IT systems training

Schedule introduction meeting with team members

Organize a meeting with the new hire and their team members to introduce them to each other. This meeting will help build relationships, foster collaboration, and create a sense of belonging. Select a convenient time and location, prepare an agenda, and ensure all team members are aware and prepared for the meeting.

Select team members to invite

Select meeting date

Select meeting location

1

Conference room
2

Virtual meeting
3

Team workspace
4

Coffee shop
5

Restaurant

Assign a mentor or buddy for the new hire

Pair the new hire with a mentor or buddy who will provide guidance, support, and assistance during their onboarding process. This person should be knowledgeable about the company, its culture, and the new hire's role. Ensure the mentor or buddy is available to meet with the new hire, answer questions, and provide ongoing support.

Select mentor or buddy

Select mentorship duration

1

1 month
2

3 months
3

6 months
4

1 year
5

Ongoing

Meeting frequency

1

Weekly
2

Bi-weekly
3

Monthly
4

As needed

Enroll the new hire in required trainings

Identify and enroll the new hire in any required trainings. This may include onboarding programs, safety training, compliance courses, or any other training specific to their role or industry. Ensure all necessary training materials are provided and that the new hire understands the importance of completing the training.

Select training programs

1

Onboarding program
2

Safety training
3

Compliance courses
4

Role-specific training
5

Professional development

Select training materials

1

Online modules
2

Training manuals
3

Videos
4

Presentations
5

Hands-on exercises

Training completion deadline

1

1 week
2

2 weeks
3

1 month
4

3 months
5

6 months

Prepare and discuss job responsibilities

Create a document outlining the new hire's job responsibilities and discuss it with them. Clarify expectations, provide examples or templates of work, and answer any questions they may have. This will ensure a clear understanding of their role and set them up for success in their new position.

Upload job responsibilities document

Discussion points

1

Key tasks and objectives
2

Reporting structure
3

Performance expectations
4

Resources and support
5

Career development opportunities

Approval: Job Responsibilities

Prepare and discuss job responsibilities
Will be submitted

Organize a company facility tour

Arrange a tour of the company facilities for the new hire. This will familiarize them with the layout, introduce them to different departments and areas, and help them feel more comfortable and at ease. Coordinate with relevant staff or department heads to ensure a smooth and informative tour.

Select tour duration

1

30 minutes
2

1 hour
3

2 hours
4

Half-day
5

Full-day

Tour highlights

1

Main office area
2

Break room and kitchen
3

Meeting rooms
4

Production floor or workshop
5

Outdoor spaces

Explain company's culture and values

Introduce the new hire to the company's culture and values. Explain what makes the company unique, its mission and vision, and the behaviors and attitudes that are important to the organization. Use examples and stories to illustrate the culture and values in action.

Describe company culture

Core values

1

Innovation
2

Integrity
3

Teamwork
4

Customer focus
5

Continuous learning

Arrange orientation session with HR

Schedule an orientation session with the HR department for the new hire. This session will provide important information about company policies, benefits, and procedures. Coordinate with HR to ensure all necessary materials and documentation are ready for the session.

Select HR representative

Select session date

Orientation topics

1

Company policies
2

Benefits enrollment
3

Payroll procedures
4

Leave and time off policies
5

Employee resources

Approval: HR Orientation

Arrange orientation session with HR
Will be submitted

Discuss performance expectations and assessment procedures

Explain the company's performance expectations and assessment procedures to the new hire. Discuss how performance will be measured, what feedback and support will be provided, and any performance goals or targets they should work towards. Ensure the new hire understands the performance management process and feels supported in their development.

Describe performance expectations

Describe assessment procedures

Performance goals

1

Quality of work
2

Productivity
3

Customer satisfaction
4

Team collaboration
5

Professional development

Arrange meetings with key department members

Coordinate meetings between the new hire and key department members. These meetings will introduce the new hire to colleagues from different areas of the organization, facilitate networking, and provide insights into different functions and roles. Identify relevant department heads or team leads and schedule meetings at mutually convenient times.

Select departments

1

Sales
2

Marketing
3

Finance
4

Human Resources
5

Operations

Meeting agenda

1

Introductions and background
2

Department overview
3

Current projects or initiatives
4

Opportunities for collaboration
5

Any questions or concerns

Check in periodically with new hire during the first month

Schedule regular check-ins with the new hire during their first month. These check-ins will provide an opportunity to address any questions or concerns, provide feedback and support, and ensure the new hire is settling in well. Select specific dates and times that work for both parties and create an open and supportive environment for discussion.

Select check-in dates

Discussion points