Onboarding checklist: 5 steps for successfully setting up new hires

Replacing an employee is a costly business when you factor in severance pay, advertising costs, training, and downtime. Studies show that hiring mid-level employees costs about 20 percent of their annual salaries, and high-level appointments can go for as much as double their annual salary. At these prices, you want to make sure that your onboarding process is successful.

Getting new employees up and running quickly helps reduce costs and ensure they fit in. Here are the five best onboarding process practices that will have your new hires settled in no time at all. 

New Hire Checklist

Job description: This should be something that you discuss in the interview, but be sure to create a detailed description of the job so that your new employees understand exactly what is expected of them.

Code of conduct: This document should be available to all employees. This helps establish the way in which employees are expected to treat each other and the processes they need to follow to file complaints.

Dress code: Whether your organization wants to look professional or your business requires safety gear, knowing how to dress can help new employees fit in. Outline your company culture, so that the new employee is able to adjust.

Work space: This should be set up before new employees start work. Make sure they have a work space and the hardware and software required to do their jobs effectively. 

Access Control for New Employees

New employees must have a way to get in and out of the building. Ideally, you should assign access credentials before they arrive for their first day. If you don’t already have access control in place, consider implementing one.

Modern access control systems are cloud-based and allow you to control access remotely while keeping records in real time. New employees can download a free app and use mobile credentials instead of traditional methods like key cards or fobs.  It’s a hassle-free way to make the new employee’s work experience that much more enjoyable and productive. Modern, IoT-enabled amenities are also a great way to add value to your company and attract a higher level of talent.

Onboarding Process

When new employees arrive for their first day, make sure you have booked training with relevant staff members, so they know what exactly needs to be done in order to achieve their career goals within the organization. Once they’re set up in their workspaces, book time with the IT department so they can get the passwords and software they need.

It is imperative to discuss your security measures to protect sensitive data. Outline what is expected of the employee both in the office and out. Discuss your policy on mobile phone security and social media usage. If necessary, have employees sign contracts that state these rules, so they formally acknowledge that they know how to portray the company online.

Training is time consuming, but the faster you do it, the quicker your employee will be able to contribute. 

Meet and Greet

Take time to introduce your new team members to everyone in the office. Establish a staff database with pictures for internal use. Having access to this database will help your new employees remember names and know who to ask when they need help. 

Follow Up

Follow up after a couple of days, a week and then every couple of weeks to ensure that your new employees are fitting in well. If they are struggling and need more training, it’s best to find out as soon as possible to prevent expensive mistakes and ensure job satisfaction.

If possible, assign a mentor to help your employees learn the ropes. This mentor can coach them over the long term to not only excel in their current job, but also grow and develop as an asset to your company.

Additional Resources

• Stay safe with the Return to Work Safety Guide

• Learn more about Physical Access Control

• Make sure your building is secure with the Security Audit Checklist