What should you include in the new employee orientation checklist?
A new hire orientation checklist makes it easier for you and your employees to have a great first day. Don’t get bogged down with tedious tasks or let anything slip through the cracks, follow the new hire orientation checklist to ensure a smooth process for both parties.
The new hire orientation checklist includes key forms like the I-9 and W-4. Plus, setting up the new hire’s work area, meeting his/her new team members, and getting situated with IT.
However, the new hire orientation checklist also ensures you don’t forget about the even bigger tasks, such as the people and company culture. This happens with introducing employees to the team, orientation, employee training, and providing a mentor.
GENERAL INTRODUCTION INTO THE COMPANY;
EXPLAIN THE COMPANY’S MISSION, VALUES, AND POLICIES
If your company is adamant about providing exceptional customer service or is passionate about teamwork, then the orientation program can ensure that this message is provided in a consistent way to all new hires.
- Culture (Company background)
- Values
- Vision/Mission
- Policies
If your company has more than 10-15 hires in a month, you can plan a common onboarding session that takes the employees through the company's history, mission, values, strategy, structure, etc. You can keep it interactive and introduce various virtual games to make the session more engaging in a virtual setup.
The HR policies can be taken up on the day of joining.
BEFORE THE NEW HIRE’S FIRST DAY ON THE JOB
- When and where to arrive
- If the company provides transport services, arrange for the same in advance for the new hire
- Where to park
- Whom to report to - the reporting manager can/should have an informal chat before the joining date
- Let other staff know a new employee is starting
- Employee ID, Employee ID card, Email address generated
- Work station, office materials, or other equipment are ready
- Computer and telephone access are prepared or scheduled
- Pre-onboarding plan: Plan a series of mailers that can go on Day -5, Day-3, Day-1 to the candidate
DEPARTMENTAL, JOB-SPECIFIC ORIENTATION
FUNDAMENTALS
- Explain hours of work/shift
- Pay Days
- Grooming & dress code
- Vacation time
- Sick leave
- Breaks
- Explain training procedures & expectations
- Explain performance evaluation
- Employee Handbook
- In case of relocation, reimbursements to be made to the new hire, explain the process for submitting the bills, etc.
- Take the employee through various employee portals. Help him/her navigate through the portals to help them understand how to apply for leaves, reimbursements, etc.
COMPLETE ALL PAPERWORK
- Have new hire sign up for company benefit programs (e.g. Medical Insurance, PF and Gratuity, etc.)
- Share the Appointment Letter signed hard copy (if not shared earlier)
- Explain specific benefits the employee is eligible for - e.g. Mobile bill reimbursement, car lease policy, etc.
- Have new hire complete all payroll forms
- Collect all documents (National ID cards, previous employment certificates, mark sheets, etc.)
- Explain when, how, and what they get paid
- If a union represents the new employee, there is often a component of the program that has the union representative talk explain the requirements and benefits of union membership
