2023 Employee Onboarding Checklist [3 Easy Phases]

As an HR professional, you know that first impressions matter. From the moment a new employee walks in the door, they are forming opinions about their job, their co-workers, and their employer. It is your job to make sure that those first impressions are positive ones. One of the best ways to do that is through an effective employee onboarding program.

Onboarding is a task every business is familiar with, but not every HR team has mastered it. Strategic employee onboarding has become a major component in most organizations, mostly because it just matters that much. Here are a few stats:

• A poor employee onboarding process is a major contributor to a “bad hire”, and organizations with a strong process improve new-hire retention by 82%.

• Employees with a negative new-hire experience are twice as likely to seek different opportunities in the near future.

• Organizations with a formal onboarding process experience 50% less turnover in the first year.

• Only 12% of employees feel that their company does a great job at onboarding new hires.

If you have questions about employee onboarding, why it's important, and how to make it a smooth process for everyone involved, you've come to the right place. In this comprehensive guide, we'll explain everything you need to know about onboarding new employees.

We'll discuss the stages of onboarding, best practices for in-person and remote employee onboarding, and tips for ensuring a successful process. Plus, we'll share some common mistakes to avoid during onboarding. So whether you're an HR professional with years of experience or you're just starting out in your career, this guide has something for you!

What is employee onboarding and why is it important?

So, what is employee onboarding? it's the process of orienting and acclimating new employees to their jobs, their team, and the company culture. A well-designed employee onboarding program will help new employees hit the ground running and feel like valuable members of the team from day one.

There are a few key elements that should be included in every employee onboarding program. First, new employees should be given a rundown of the company's history, philosophy, and mission statement. This will help them understand the culture of the organization and feel like they are part of something larger than themselves.

Next, new employees should be given a thorough overview of their job duties and expectations. They should understand exactly what is expected of them and how they fit into the larger picture. It is also important to give them the resources they need to be successful in their role. This might include access to certain software programs, manuals, or training materials.

Finally, new employees should be introduced to their team members and given a chance to shadow more experienced employees. This will help them understand how their team works together and start building relationships with their co-workers.

An effective employee onboarding program will result in happier, more engaged employees who are more likely to stick around for the long haul. So if you haven't already, now is the time to start designing your own employee onboarding program!

What are the 3 Phases of Onboarding?

In order to curate the ideal onboarding checklist, we first need to understand what all goes into the umbrella term of “onboarding” - what exactly is an adequate onboarding process? If we look closer, we see that we need to address the phases of:

• Preboarding

• Actual Onboarding

• Follow-Up

Let’s talk about what these phases entail and go through some key points for each to make the ultimate onboarding checklist!

Phase 1: Preboarding

Pre-boarding begins even before your new employee's first day on the job. It's all about getting the paperwork out of the way and making sure that your new hire has all the information they need before their first day. This includes things like sending over the employee handbook, setting up their email account, and putting them in touch with their direct supervisor.

It's also a good idea to introduce your new hire to their future colleagues via email or social media so that they feel like part of the team even before they start working. Here’s how to welcome a new employee to the team prior to their official start:

Create an Onboarding Program with Goal Tracking.

Before you start bringing in new employees, create an onboarding plan through which you can provide training, and track the progress of employees to set them up for success.

This plan could either be a part of your larger employee onboarding strategy, or a separate plan just for remote employees.

In any case, such a plan should include:

• A 30/60/90-day onboarding plan

• Regular video and email check-ins

• Goal tracking in real-time

A pre-built plan will let you onboard as many employees as the company needs, and focus primarily on training and developing the new team members.

Send the offer letter and make it special.

If you use an onboarding system, you can easily create a personalized letter from a template. Bonus points if you go the extra mile and include a personalized onboarding video as a follow-up to your candidate’s acceptance! Programs like Loom make it super easy to send a short welcome video to new hires after they accept your offer. This is also a great opportunity to communicate core values, give employees a preview of the awesome organization they’re joining, and highlight the company culture.

Whether you’ve gone fully remote or are staying in the office, getting a welcoming message out can make a world of a difference. Have existing employees record personal experiences for a warm welcome.

Collect personal information, such as address and emergency contacts.

Ask whether they have any allergies, dietary preferences, or special needs. Also, collect any necessary certificates from your employee!

Send Links to the Company’s Online Assets (training videos, culture articles, databases, etc.)

Before the employee joins formally, send them links to any and all relevant online material that will help them get an idea of what your company is about.

This means providing access to:

• Blog posts/articles about the company’s culture, values, its place in the industry, and its goals

• Videos and multimedia guides, such as explainer videos, and presentations

• Links to published material from senior company members, experts, and thought leaders

Send a preview of the benefits package.

This should include an overview of health insurance benefits, as well as additional options like life insurance and disability coverage. A quality HR management system like GoCo’s can create this preview automatically, so you won’t need to manually create a new one year after year.

Collect withholding and payroll information from the employee.

Have the employee complete the W-4 form as well as state and local withholding forms. (GoCo offers a free tool that you can use to collect the W-4 form.) Also, ask your employee to fill out their direct deposit authorization form. However, this won’t be necessary if they receive physical paychecks.

Complete the I-9 form with the employee and prompt them to bring the appropriate eligibility documents to work on their first day.

They must complete Section 1 by the end of their first day, and Section 2 within three business days of their first day of work. GoCo also offers a free tool for collecting the I-9. (If you’re hiring an employee remotely, read SHRM’s guidance on how to handle the I-9.)

Necessary document examples include a U.S. passport, Permanent Resident Card, Employment Authorization Document, driver’s license, and Social Security card to help establish identity and employment eligibility (see the full list here). Compare these documents to the information on their I-9 form to ensure they’ve completed it accurately.

Run a background check on the new hire.

Ensure nothing surfaces that would prohibit the employee from working for your company.

Set up an email account for the new hire.

Send log-in instructions by email so that the employee has an active email account from the beginning of day one.

Send out a welcome email introducing the new employee to the team they’ll be working with.

That way, everyone will know who the new employee is and will greet them warmly as they come in.

Send a new hire swag welcome kit.

Make your new hire feel welcome with a creative welcome package that reflects your company culture.

These administrative elements can actually be made more efficient with an HRIS so that you can minimize the headache for both new hires and yourself! GoCo’s Workflows feature allows you to streamline things like sending and signing the offer letter and other mandatory documents! We also offer the rest of the full onboarding suite - benefits administration, payroll set-up, and more!

Phase 2: Onboarding

Onboarding is where the real work begins. This is the stage where your new hire will start to get settled into their role and begin to understand what will be expected of them. A good onboarding process will cover everything from a tour of the office to an introduction to company culture and values. It's also a good idea to set some goals for the new hire to hit during their first few weeks on the job.

By taking the time to orient your new hires properly, you can help them hit the ground running and start being productive as soon as possible.

Schedule a Remote/Hybrid Employee Orientation Session.

Set up a remote/hybrid orientation session, either with each individual employee, or in batches.

For such a meeting, you will need to:

• Set up a video chat conferencing system that will send out reminders ahead of time.

• Create an agenda for the meeting, and let every employee have it beforehand.

• Provide digital copies of any documents (employee handbook, questionnaires, etc.) that employees will need for the discussion.

Individual remote orientation sessions will be better for employees who are coming in on a higher rank, or for a more important position within the company. These could be managers and junior executives. Group orientation sessions will be better for general team members, as they will feel like part of the team, from day one.

Invite employees to select their benefits.

They can also do this before their first day, but if they don’t, their first week is a good time to Inform them of when the benefits will become active and let them know you’re available to answer any questions.

Introduce the training schedule.

This plan will show new hires the support you’ll provide to get them up to speed, making them confident and enthusiastic.

Give your new hire a tour.

If your new team member will be in the office for their first day, have their manager take them around the premises and show them everything your space has to offer!

Take your new team member out to lunch.

You can structure your day so that the tour of the office ends in a lunch outing! Not only is this a nice treat, but it’s also a great opportunity to get to know your new hire and start building that professional relationship outside of an office environment.

If it’s feasible, invite the rest of the team that the new hire will work with so that everyone can start getting acquainted! Another thing you could do is group some new hires together so that they feel less isolated and can build some bonds!

Schedule an HR Orientation.

After you have held the initial meetings, set up an orientation session with human resources. This is when employees can review and digitally sign HR documents.

These documents can include:

• Company policies

• Employee requirements

• Details regarding PTO and benefits

• Company account setup details, etc.

Again, since not all new remote employees will be entitled to the same benefits and perks, make sure to hold group HR orientations with employees of similar rank to avoid disparity.

Give Employees a ‘Review Period’.

Your remote employees will need to review all the material you have provided thus far. Give them some time to do so before proceeding with the onboarding. Depending on the number of assets they have to review, you can give them up to a week’s worth of reviewing time.

During this time, you can start onboarding other remote employees, so your time can also be optimized.

In case you’re bringing several employees on board, make sure to provide the same time period to everyone, regardless of how quickly one or more of them finish reviewing.

Phase 3: Follow-Up and Career Development

Set up check-ins.

The follow-up stage is all about making sure that your new employee is settling into their role and meeting their goals. This usually involves regular check-ins with the direct supervisor, as well as additional training or support if needed. Ongoing training and development opportunities ensure that your new hire can continue to grow and develop within your company.

The follow-up stage can last anywhere from a few weeks to several months, depending on the needs of the specific employee. By taking care of your new hires during these crucial first few weeks, you can set them up for success in the long run.

Send out a quick survey about their onboarding experience.

Four to seven questions work best. This step will help you pinpoint areas that need improvement, as well as show the new hire their opinion matters when it comes to improving company culture.

Follow through with your promises.

Onboarding is a time when managers make a lot of claims and promises in order to get their new hire excited for all that’s to come! The true test will be your ability to fulfill these promises in an accurate and timely manner. Truly great employers will overdeliver, so HR and management should always strive to exceed expectations in terms of the employee experience!

The Negative Impact of a Bad Onboarding Experience

When an employee starts with a new company, their onboarding experience can have a significant impact on their long-term success. A bad onboarding experience can cause all sorts of problems for your new hire, from decreased motivation and productivity to an increased likelihood of turnover. Let's explore some of the issues that can arise from a bad onboarding experience.

1. Decreased Motivation and Productivity

A bad onboarding experience can lead to decreased motivation and productivity in your new hire. This is because a bad onboarding experience can leave your new hire feeling overwhelmed, frustrated, and discouraged. When an employee feels like this, it's hard for them to muster up the energy and enthusiasm required to do their best work. Additionally, a bad onboarding experience can lead to your new hire feeling disconnected from their new team and company, which can further decrease their motivation and productivity.

2. Increased likelihood of turnover

A bad onboarding experience can also increase the likelihood of turnover in your new hire. This is because a bad onboarding experience often leaves employees feeling unmotivated, disrespected, and undervalued. When an employee feels like this, they are much more likely to start job-hunting sooner than they would if they had had a positive onboarding experience. Additionally, a bad onboarding experience can lead to your new hire feeling like they made a mistake in taking the job in the first place, which can further increase the likelihood of turnover.

3. Decreased engagement

A bad onboarding experience can also lead to decreased engagement in your new hire. This is because a bad onboarding experience often leads to employees feeling isolated, bored, and uninvolved. When an employee feels like this, it's hard for them to stay engaged with their work. Additionally, a bad onboarding experience can lead to your new hire feeling like their opinions and ideas don't matter, which can further decrease their engagement.

4. Lower Job Satisfaction Levels

A bad onboarding experience can lead to lower job satisfaction levels in your new employees. If they feel like they're not being adequately prepared for their new roles, or if they're not being given the support they need to succeed, they'll be less likely to be satisfied with their jobs. This can lead to disengagement and lower productivity levels. Additionally, if your new employees are unhappy in their jobs, they're more likely to look for other employment opportunities.

Best Practices for In-Person Employee Onboarding

Get the Logistics Out of the Way Ahead of Time

The last thing you want is for your new hire to show up on their first day and have to fill out a mountain of paperwork. Not only is it boring and tedious, but it can also be overwhelming. To avoid this, make sure that you have all of the necessary paperwork ready ahead of time and that it's easily accessible. You should also have a system in place for getting new hire information from the HR department so that everything is ready before the first day.

Give Them a Warm Welcome

First impressions matter, so take the time to introduce yourself and make your new hire feel welcome on their first day. If possible, walk them to their desk or office and help them get settled in.

Establish Expectations Early

When it comes to onboarding, setting expectations early is key. From Day 1, your new hire should know what their role is, what the company culture is like, and what is expected of them. This will help them hit the ground running and avoid any surprises down the road.

Make sure they meet the team

One of the best parts of an in-person onboarding experience is that it allows your new hire to meet their team right away. This is vital for building relationships and fostering a sense of camaraderie from the start. Make sure to schedule time for your new hire to meet everyone they'll be working with - from their direct manager to their teammates.

Give them a tour of the office

An office tour is a great way to help your new hire feel comfortable in their new environment and familiarize them with the lay of the land. Be sure to show them where important places are - like the break room, the bathrooms, and their own desk or workstation.

Set Them Up for Success on Day One

Arriving on their first day to a clean desk, a fully stocked workstation, and all the materials they need will help your new hire feel prepared and confident as they start their first day. It's also a good idea to have some sort of welcome package ready for them - maybe a company t-shirt or mug, or a handwritten note from their manager welcoming them to the team.

Check in regularly (but not too much!)

The first few weeks (and really, the first few months) are crucial for your new hire's success in their role. That's why it's important to check in with them regularly during this time period - but not too much! Checking in too often can make your new hire feel like you're micromanaging them, which will only lead to frustration on both sides. A good rule of thumb is to check in once a week for the first month, then once every other week for the second month, and then monthly after that.

In-person employee onboarding may seem old-fashioned in today's digital world - but don't be fooled! There's still no substitute for meeting face-to-face and getting everyone on the same page from Day 1. By following these best practices, you'll set your new hires up for success and help them hit the ground running in their roles.

Best Practices For Onboarding Remote New Hires

The COVID pandemic forced organizations to rapidly adapt their operations to a remote work model. For HR professionals, this has meant having to reevaluate and redesign many existing onboarding programs. If you're responsible for onboarding new remote employees, here are some best practices to keep in mind.

Start the Onboarding Process Early.

Add employees to communications groups early on. Send them onboarding documents, orientation videos, and other valuable learning material to improve their overall skills before they even come in. This will ensure you don’t have to spend as much time helping them complete paperwork, or training them later on.

Adjust them to the Company Culture Beforehand.

Make sure the employees know the culture they are stepping into before they actually meet any of their coworkers on the first day. Remote employees also need to understand and agree with the company culture, despite their remote status. This is to prevent any issues during regular employment.

Create a Sense of Teamwork and Belonging.

Your remote employees may never have in-person interactions with their coworkers and teammates, but that doesn’t mean they can’t be connected with them. Make sure you hold plenty of online team meets, and encourage everyone to communicate regularly, to forge an emotional connection between employees. If you can, assign a mentor or orientation buddy to each new remote employee or group of employees.

Provide Collaborative Learning Opportunities.

Arrange team projects, problem-solving sessions, or cross-training sessions between remote teams. When new employees work together early on, they not only learn essential teamwork skills but also gain experience in cross-team support.

Send employees a welcome package in advance.

A welcome package is a great way to make your new hire feel appreciated and give them a sense of what it's like to work at your company. Include things like a company t-shirt or mug, a welcome letter from the CEO, and materials about your company culture and values. Sending this package in advance gives your new hire time to read through the materials and get excited about starting their new job.

Schedule a Virtual Coffee Chat

Just because your new hire is remote doesn't mean you can't get to know them on a personal level. Schedule a virtual coffee chat within the first week of their employment. This is an informal meeting where you can chat about their work experience, interests, and anything else they want to share. Not only will this help you get to know your new hire, but it will also give them a chance to ask any questions they have about the company or their position.

Make sure all the necessary equipment is sent to the employee's home in advance.

One of the challenges of remote work is making sure employees have all the necessary equipment and supplies they need to do their job effectively. This includes things like a laptop, software licenses, headsets, etc. To avoid any last-minute scrambling, send out all the necessary equipment at least one week before the start date. That way, if there are any issues with the delivery, you'll have time to resolve them before the employee's first day on the job.

Set up regular check-ins with the employee's manager.

During the first few weeks of employment, it's important to check in with your new hire regularly to see how they're settling in and answer any questions they may have. While most onboarding programs include some sort of mentorship component, this is even more important when employees are working remotely. Schedule weekly check-ins for the first month or two and then transition to biweekly or monthly check-ins thereafter.

Onboarding new employees is always challenging, but it can be especially difficult when everyone is working remotely. By following these best practices, you can set your new hires up for success and help them quickly assimilate into your company's remote work culture.

The Different Roles Involved in Employee Onboarding

When a new employee starts at a company, there's a lot that needs to happen in order for them to hit the ground running. From completing mandatory paperwork to getting acclimated with the company's culture, there's a lot that goes into those first few weeks on the job. And it's not just the new hire who has their work cut out for them—the HR department, department managers, and leadership team all play a role in onboarding, as well.

The HR Department's Role in Onboarding

The human resources department plays a critical role in onboarding. They are responsible for ensuring that all of the necessary paperwork is completed and that new employees have all of the information they need to get started. They'll also schedule any mandatory training sessions and orientations, as well as coordinate with departments to ensure that the new hire has all of the necessary supplies (e.g., business cards, uniform, computer, etc.). Additionally, the HR department can help new employees to feel welcome and answer any questions they may have about company policies or procedures.

Department Managers' Role in Onboarding

Department managers also play an important role in onboarding. They're responsible for introducing the new hire to their team and integrating them into the day-to-day operations of the department. Managers will also go over expectations for the role and set performance goals with the new hire. Additionally, department managers should make themselves available to answer any questions that the new hire might have about their role or the company in general.

The Leadership Team's Role in Onboarding

The leadership team sets the tone for the entire company, so it's important that they're involved in onboarding as well. The leadership team should welcome each new hire personally and make an effort to get to know them on a professional and personal level. Additionally, they should provide insight into the company's vision and values so that the new hire understands how their role fits into the big picture.

Onboarding can be a daunting process for everyone involved, but it doesn't have to be. By understanding everyone's roles and responsibilities—from the HR department to department managers to the leadership team—you can streamline the process and set each new hire up for success from day one.

The Challenges of Onboarding When You're the HR Department of One

When you're the only HR person in your company, onboarding can be a daunting task. It's hard enough to manage all of the paperwork and logistics associated with bringing a new employee on board, but when you're also responsible for orienting that employee and helping them acclimate to their new company, it can feel like an impossible task.

Fortunately, there are some steps you can take to make the process a little easier on yourself. Here are a few tips for how to successfully onboard new hires when you're the only HR person in your company.

Start with a plan.

The first step to taking control of your onboarding is to sit down and create a plan. What tasks need to be completed? What forms need to be filled out? What orientations need to be scheduled? By mapping out everything that needs to be done, you'll be able to better manage your time and keep track of what needs to be done next.

Delegate, delegate, delegate.

One of the challenges of being the HR department of one is that you can't do everything yourself. It's important to delegate tasks to other members of your team so that you can focus on the bigger picture. Have someone else handle scheduling orientations or ordering supplies. Delegating will help you stay sane and keep your onboarding process on track.

Get creative with methods and tools.

There are a lot of great HR tools and methods out there that can help streamline your onboarding process. Utilize online forms and electronic signature software to save time on paperwork. Use an online scheduling tool to coordinate orientations and training sessions. There are a lot of great tools out there, so don't be afraid to get creative and find what works best for you and your team.

Onboarding can be a challenge, especially when you're the HR department of one person. However, by following these tips, you can make sure your onboarding is as smooth as possible. Start with a plan, delegate tasks, and get creative with methods and tools.

By taking some time to define what needs to be accomplished during onboarding, setting up a system for tracking progress and following up with new hires, and creating a welcome packet for new hires, you can make the process a little easier on yourself. Additionally, scheduling regular check-ins with new hires will help you ensure that they're adjusting well to their new job and company culture.

Common Mistakes HR Professionals Make During the Employee Onboarding Process

Failing to clearly communicate expectations.

One of the most common mistakes HR professionals make during onboarding is failing to clearly communicate expectations. It's important that you set clear expectations from the very beginning so that your new hire knows what is expected of them and can hit the ground running. Be sure to go over your company's values, mission, and vision with your new hire so that they understand what your company is all about and what you're working towards. You should also lay out specific objectives and expectations for their role so they know what success looks like. Without clear communication from the outset, your new hire is likely to feel lost and uncertain, which can lead to frustration and resentment.

Not providing enough training.

Another mistake HR professionals often make during the employee onboarding process is not providing enough training. Remember, your new hire is starting from scratch, so they need time to learn the ropes. Be patient and take the time to thoroughly train them on your company's systems and processes. The more information they have, the better equipped they will be to do their job well. You may even want to consider assigning a mentor or buddy who can help answer any questions they may have along the way.

Failing to follow up.

The final mistake we see HR professionals making during the employee onboarding process is failing to follow up once everything is said and done. Just because the process is over doesn't mean your work is done. Check-in with your new hire regularly to see how they're doing and address any concerns they may have. Additionally, continue to provide support and training as needed so that they can settle into their new role successfully. By staying engaged and invested in their success, you'll help ensure that your new hire feels valued and motivated to do their best work for your company.

Onboarding a new employee doesn't have to be complicated or stressful - but it does require careful planning and execution to avoid common mistakes. By taking the time to clearly communicate expectations, provide adequate training, and follow up after everything is said and done, you can set your new hire up for success from day one!

The Benefits of Automating Employee Onboarding

Onboarding new employees is a crucial— but often time-consuming—part of the HR professional's job. From scheduling orientation meetings and ordering business cards to setting up email accounts and computer access, there's a lot to do in those first few days (not to mention all the paperwork that needs to be completed!). Automating employee onboarding can help take some of the burdens off your shoulders. There are several benefits that come with automating employee onboarding, including:

Saving time

Automating onboarding can save you a significant amount of time. Rather than spending hours (or even days) tracking down all the necessary information and forms, you can simply set up an automated system and let it do the work for you. This frees up your time so you can focus on other tasks—like actually meeting with the new employees!

Reducing paper waste

Another advantage of automating employee onboarding is that it reduces paper waste. With an automated system, all the necessary forms can be completed and stored electronically, which eliminates the need for wasteful paper copies. Not only is this better for the environment, but it also saves you money on printing costs.

Improving accuracy

When onboarding new employees manually, there's always a risk of human error. But when you automate the process, you can be confident that all the information will be accurate and complete. This minimizes the chances of mix-ups and helps ensure that everyone starts off on the right foot.

Improving compliance

Automating employee onboarding can also help improve compliance with company policies and procedures. By using an automated system, you can ensure that all new employees receive the same information and that they understand their responsibilities. This can help reduce the risk of potential legal problems down the road.

Reducing turnover

Automating employee onboarding can also help reduce turnover. Studies have shown that employees who go through a well-run onboarding program are more likely to stay with a company for the long haul. So, by automating your onboarding process, you can help improve retention rates at your organization.

Implementing an automated employee onboarding system can save you time, reduce paper waste, and improve accuracy—all while making sure your new hires have everything they need to hit the ground running from day one!

How to Automate Your Onboarding Checklist With GoCo

We’ve covered the necessary steps in a complete onboarding checklist. Now let’s cover how to create a custom checklist and start automating! Modern HR software like GoCo helps HR managers automate routine checklists and workflows in minutes.

Build Your Checklist in GoCo

With GoCo, you can drag and drop to create a custom onboarding checklist template that makes sense for your company, or create specific ones for each team or role.

Within your template:

• Add names, descriptions, and icons

• Designate permissions levels for users

• Create tasks for sending the offer letter, creating an onboarding video, sending digital payroll documents, or even your specific company welcome package. Make sure to include all the tasks from your onboarding checklists above!

• Insert relevant form fields to collect all the information you need (e-signatures, acknowledgments, and more)

Collaborate with Your Team in GoCo

• Assign tasks to other departments or teammates, to keep everyone in the loop.

• You can set custom owners, due dates, and approval flows that make sense for your onboarding workflow.

• Group tasks by employee, manager and department

Track Progress of Your Onboarding Checklist in GoCo

• Get an at-a-glance view of all of your onboarding employees, and track outstanding tasks

• Trigger alerts and view task completion status in regards to your new-hire checklists!

Try our onboarding platform and create custom onboarding templates.