The Pre-Onboarding Process is a comprehensive workflow designed to seamlessly transition successful candidates from recruitment to onboarding.
1
Gather and review candidate profile
2
Check reference details
3
Approval: HR Manager for reference check
4
Send job offer
5
Wait for offer acceptance confirmation
6
Approval: Department Manager for Job acceptance
7
Prepare the employment contract
8
Send employment contract to the candidate
9
Wait for signed employment contract
10
Approval: Legal for contract
11
Prepare onboarding schedule
12
Notify IT department for system accessibilities
13
Prepare work station and necessary tools
14
Confirmation email of the joining date to the candidate
15
Prepare induction and training plan
16
Coordinate with the team for first day welcome
17
Approval: HR Manager for onboarding preparation
18
Prepare employee handbook
19
Approval: Content for Employee Handbook
20
Send onboarding materials and schedule to the candidate
Gather and review candidate profile
Make sure to gather and review the candidate's profile thoroughly. This task is crucial as it helps to assess the candidate's suitability for the role and ensure a good fit within the organization. Pay attention to the candidate's skills, experience, and qualifications. Look for any gaps or discrepancies that need clarifications. Gather all necessary documents such as resumes, cover letters, and references. This information will be essential for the hiring decision-making process.
Check reference details
Contact the provided references to gather insights about the candidate's past performance, work ethic, and reliability. Reach out to previous employers, supervisors, or colleagues to gain a comprehensive understanding of how the candidate has performed in the past. Check for any red flags or concerns that may need further investigation. This step is crucial in ensuring that the candidate's credentials and skills align with their stated experience.
1
Contact current or most recent employer
2
Contact previous supervisor
3
Contact colleague
Approval: HR Manager for reference check
Will be submitted for approval:
Check reference details
Will be submitted
Send job offer
Congratulations! It's time to extend a formal job offer to the candidate. Craft a compelling email or letter that highlights the terms of the offer, including salary, benefits, start date, and any additional information. Be concise, yet clear, in communicating the details of the offer. Ensure that the tone remains professional and friendly, making the candidate feel valued and excited about the opportunity.
Job Offer
Wait for offer acceptance confirmation
After sending the job offer, patiently wait for the candidate's response. Give them a reasonable amount of time to review the offer, evaluate their options, and make a decision. Be available to address any questions or concerns they may have during this period. Once they have accepted the offer, proceed to the next step. If they decline or require additional time, consult with the hiring team for further actions.
Approval: Department Manager for Job acceptance
Will be submitted for approval:
Send job offer
Will be submitted
Prepare the employment contract
Now that the candidate has accepted the job offer, it's time to prepare the employment contract. Ensure that the contract includes all necessary details such as job title, responsibilities, compensation, benefits, working hours, and any special terms or conditions. Review the contract carefully to avoid errors or omissions. Seek legal assistance if required to ensure compliance with labor laws and regulations.
Send employment contract to the candidate
Send the prepared employment contract to the candidate for their review and signature. Use a secure and convenient method to transmit the contract, such as encrypted email or a secure file-sharing platform. Clearly communicate the instructions for reviewing, signing, and returning the contract to the HR department. Set a deadline for contract submission to streamline the onboarding process.
Employment Contract
Wait for signed employment contract
Once the employment contract has been sent to the candidate, patiently wait for their signed copy to be returned. Allow them sufficient time to review the contract, seek legal advice if necessary, and sign it. If a deadline has been specified, follow up with gentle reminders close to the deadline. Upon receiving the signed contract, proceed to the next steps in the onboarding process.
Approval: Legal for contract
Will be submitted for approval:
Wait for signed employment contract
Will be submitted
Prepare onboarding schedule
Plan and prepare an onboarding schedule to ensure a smooth transition for the new employee into the organization. Outline the activities, training sessions, and introductions that will take place during the onboarding period. Allocate adequate time for orientation, team introductions, and system familiarization. Consider assigning a buddy or mentor to help the employee navigate their early days in the company.
Notify IT department for system accessibilities
Inform the IT department about the new employee's hiring and provide them with the necessary details to set up the required system accessibilities. Share the employee's name, department, position, and any specific software or tools they will need. Collaborate with the IT team to ensure timely provisioning and testing of the required systems, accounts, and permissions.
Prepare work station and necessary tools
Arrange and prepare the new employee's work station with all the necessary tools and equipment. Ensure that the workstation is clean, organized, and ready for use. Coordinate with the IT department to ensure the installation and setup of required software, hardware, and access to company networks. Make sure that all necessary documents, stationery, and supplies are readily available.
1
Clean and organize the desk
2
Install necessary software and configure settings
3
Provide required hardware (laptop, monitor, keyboard, mouse, etc.)
4
Ensure access to company networks
5
Stock stationery and supplies
Confirmation email of the joining date to the candidate
Send a confirmation email to the candidate, reiterating the agreed-upon joining date and any additional details they may need. Express excitement about their upcoming start and provide them with contact information in case they have any last-minute questions or concerns. Ensure that the candidate feels welcomed and valued even before their first day of employment.
Joining Confirmation
Prepare induction and training plan
Design a comprehensive induction and training plan for the new employee. Consider the essential topics they need to know about the company's culture, policies, procedures, and goals. Plan to provide them with department-specific training to ensure they understand their role and responsibilities. Include introductions to key team members and stakeholders, as well as any company-wide training initiatives.
Coordinate with the team for first day welcome
Collaborate with the team to ensure a warm and welcoming first day experience for the new employee. Assign a team member or buddy to greet and assist the newcomer. Plan a small welcome gathering or virtual meeting to introduce the employee to their immediate team and provide an overview of their role and contributions. Encourage team members to make themselves available for any questions or support that may be needed.
Approval: HR Manager for onboarding preparation
Will be submitted for approval:
Prepare onboarding schedule
Will be submitted
Prepare employee handbook
Compile and prepare an up-to-date employee handbook that contains all relevant policies, procedures, and guidelines. Include information about the company's mission, vision, and values, as well as key rules and regulations. Ensure that the handbook is accessible and easy to navigate. Consider integrating interactive elements or links to online resources to enhance user experience.
Approval: Content for Employee Handbook
Will be submitted for approval:
Prepare employee handbook
Will be submitted
Send onboarding materials and schedule to the candidate
Send the new employee all necessary onboarding materials and their personalized schedule. This may include digital copies of company policies, training materials, and other resources that will aid in their transition. Provide clear instructions on how to navigate and access these materials. Schedule any required introductions, training sessions, or orientation programs to ensure a smooth onboarding experience.
