Onboarding Checklist (outdated as of March 2021) : Sheet1
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ONBOARDING CHECKLIST
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Name:
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Title:
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Expected Start Date:
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Supervisor:
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TASKOwnerTask StatusDue DateNotes
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Pre-Offer Acceptance
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Send offer letter. Include position, title, salary, location, etc., in the letter.
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Pre-Hire Preparation
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Onboarding starts as soon as the employee accepts your offer. These activities will help the new hire get to know the organization in a low-key way before they set foot in the door.
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Send Welcome Letter to new employee that confirms position, title, salary, supervisor, and when/where to report. Include any other documents you want the employee to have in advance of the first day of employment.
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Call new employee to confirm receipt of Welcome Letter and confirm start date, place, etc. Make sure to mention how excited you are that they're joining your organization, and why.
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If you have communications such as a client newsletter, encourage the new hire to sign up for it.
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If you have an upcoming event (such as an all-staff meeting), extend an invite for the new hire to join in for all or some parts of it. But be careful of asking too much of their time before they start.
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Send internal memo to organization announcing new employee's start date and responsibilities. Encourage staff to reach out and welcome new employee before they start.
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The following activities help ensure that the new hire has the essentials they need to get started. It also creates a great first impression.
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Ensure cleanliness of work area. Set up office space with phone, computer, supplies, office keys, etc. (or remote connection, if employee will be remote)
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Order/install telephone, phone number, and voicemail access
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Arrange for computer login and password setup, email setup, and any required software installation
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Confirm all physical (building, parking, office, etc.) and logical (computer, network, email, etc.) access are set up and working
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Order flowers for their desk or leave a handwritten welcome note - something to make the new hire feel welcomed on a personal level
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Arrange a welcome celebration
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The following activities are to make sure the manager has the time to craft an onboarding plan for the new hire
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Set aside time on your calendar to put together a new hire onboarding plan (think of what information they'd need, people you may want to introduce them to, what a meaningful first work assignment might look like)
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Create a custom schedule for the new employee that outlines all the key things to do in their first 1-2 weeks. Print copies of this for their desk and email it to them.
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Create calendar invitations to any onboarding events on their calendar for the first 1-2 weeks (such as 1-1s with you, any other key meetings you want them to sit in on, welcome lunch or celebrations, any trainings they should attend, other office-wide events that might be happening that week, etc.)
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Optional: Set up a peer mentor, and brief the peer mentor on their role
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New Hire Introductions (First Day through First Week of Employment)
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During first day
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We recommend making the first day/first week more structured so that the new hire doesn't feel like they are at a loose end when others are busy working
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Greet the employee, introduce them to co-workers, and familiarize them with the office
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Optional: Introduce employee to peer mentor and explain role of the peer mentor
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Conduct first 1-1 with new employee. Use it to get to know each other, review job description and expectations, review first week schedule of activities
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Welcome lunch/celebration with immediate team members
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During first week
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In the first week itself, start immersing the new hire in their job with a first project. Ensure that they can meet other members of the staff in the context of the project and start forming connections across the organization.
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Schedule another 1-1 with new employee: Assign first project/assignment and schedule a follow-up meeting to discuss any questions employee may have after beginning work on project/assignment
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Discuss short-term goals (30, 60, 90 days), and set a time for a 90-day review
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Encourage new hire to meet with admin to finalize any HR and IT enrollments (such as 401k, benefits, etc.)
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Encourage them to join any internal Employee Resource Groups or Caucuses
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New Hire Orientation (First Day through First Month of Employment)
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During first month
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The following activities are focused on helping the new hire settle in. Remember to share the organization’s big picture and relevant context, including its history and culture, so that your new hire can see where their work fits into the organization’s larger mission.
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Provide overview of mission, vision, and organizational strategy: Ensure employee understands relationship between their job, the function, and the organization's long-term goals and mission
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Review department priorities/key projects for coming year
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Encourage employee to schedule calls/meetings with key contacts
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Continue check-ins: Ensure employee is taking advantage of trainings and other resources the organization has that is critical for their role
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Schedule a 1-1 lunch or coffee with the new hire and talk about how things are going and learn more about the new hire. Being outside the office context helps build a more personal relationship.
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Ongoing Onboarding (After First 90 Days through First Year of Employment)
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Ongoing
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We recommend committing to a robust onboarding plan for at least three months, culminating in a 90-day review.
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Conduct the 90-day review discussion
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Seek feedback from the new hire on the organization's onboarding process
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Conduct mid-year performance evaluation
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Conduct annual performance evaluation
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