Building a stellar onboarding checklist

Onboarding checklist template

Great news — to make your onboarding process as effective and inclusive as possible, we've already prepared a detailed onboarding checklist that includes all of the necessary processes from pre-onboarding to continuing support. This checklist will be indispensable to ensure that each new hire has a smooth transition to your organization and feels valued from day one.

📝 Download our free onboarding checklist

... download, copy, and follow the steps! Onboarding just got a whole lot easier.

Now that you have your template, let’s walk step-by-step through how to implement each stage of the onboarding process. From pre-onboarding to ongoing support, we’ll break down each phase with actionable tips to ensure every new hire feels welcomed, prepared, and set up for success.

Pre-onboarding checklist (before day one)

Effective onboarding starts before the first day. Pre-onboarding activities can make new hires feel more prepared and enthused about joining your team. While pre-boarding will look different for nearly every organization (specific IT needs, anyone?) we’ve got some example steps to include in your pre-onboarding checklist:

1. Prepare paperwork and resources

• Ensure all documents are accessible: Ensure that all documents are digitally accessible and meet ADA standards. Use digital forms and resources to help new hires complete paperwork before their first day starts. This saves time, gives the employees some confidence, helps them start learning the company culture, and makes the whole onboarding process go more smoothly.
• Provide options for preferred names and pronouns on onboarding materials: Incorporating your new team member’s preferred name(s) and pronouns into onboarding documentation and processes is a simple and respectful way to demonstrate diversity and make the new employee feel seen and heard.

2. Personalize the welcome

• Send a personalized welcome email: Before the new hire's first day, send them a detailed email explaining their first week's schedule. Include information like team introductions, useful resources, and a summary of their responsibilities. If the position is in-person, include parking information and some basic office etiquette like dress code or helpful tips about the food options. If you’re onboarding remotely, it’s super useful to include information about what tech they should expect to arrive and how they will go about logging in on their first day.
• Include a quick video or note from the manager or CEO: A personal touch helps new employees feel like they belong. Consider creating a small video or note from the team manager or CEO to express delight and welcome the new hire to the company.

3. Assign a welcome buddy

A welcome buddy (basically a peer mentor) is someone who can assist the new hire throughout their first few weeks at the workplace, or beyond. This might be especially advantageous if the welcome buddy is from an underrepresented group because you’ll be effortlessly promoting diversity, making sure the new employee understands inclusion is an integral part of workplace culture all while providing the new hire with someone to ask questions.

A welcome buddy can help with:

• Navigating business tools and systems.
• Answering questions regarding the company's culture and daily activities.
• Providing emotional support throughout the transition phase.

Day one checklist

Needless to say, the first-day experience is essential for your new employee! Here are some tips on how to make the first day inviting and smooth:

1. Start with a warm welcome

One of the most important things to be mindful of on the first day of work for a new employee is creating a welcoming environment right away. Regardless of if your team is hybrid, in-office, or remote, hosting a team introduction meeting allows everyone to offer a quick "about me," which helps the new employee connect immediately with their coworkers and fosters a feeling of belonging. This icebreaker reduces early apprehension and fosters a friendly environment. By introducing the team early and in a friendly, low-pressure meeting, the new hire can begin to learn their colleagues' duties and personalities, allowing them to feel better integrated into the group from day one. This initial kind welcome sets a great tone for the new employee's experience at the organization.

2. Walk through core values and mission

It's critical to spend some time walking the new hire through the company's basic principles and values, giving them a clear picture of the company's culture, mission, and objectives. Emphasizing how inclusivity aligns with the company's values will also assist the new hire in understanding how their work fits into the organization's overall goals. Employees who understand the company's goal and values feel more engaged with their work and how it contributes to the organization's success. Discussing these overarching goals also helps to establish expectations for behavior and relationships, ensuring that everyone understands what the organization stands for which in turn boosts teamwork.

3. Address accessibility and accommodations

Finally, one of the most essential components of a thorough onboarding process is to address accessibility and accommodations. It’s super important for comfort and confidence that the new team member understands how to request any adjustments or help they may require, whether it be for physical accommodations, mental health, or any other workplace needs. By making the new hire feel comfortable requesting help, you establish a safe and friendly workplace where they’re able to understand their well-being isn’t just being considered; it’s a priority. Encouraging openness and offering clear guidance on how to request adjustments allows the new recruit to focus on their position without the burden of managing accessibility issues. Not only does this encourage diversity, it also builds a culture in which all employees can succeed regardless of their specific needs.

Read this next: 7 easy ways to improve accessibility in the workplace

Week one checklist

Following a hopefully pleasant and welcoming first day, your next steps should be focused on establishing clear expectations and increasing overall employee engagement. Getting your new team member settled into a routine with concrete expectations and a warm environment is key to productivity and a great workplace culture.

1. Set clear expectations with a role-specific onboarding plan

Create a structured onboarding plan: Outline the major objectives and milestones for the new hire's first 30, 60, and 90 days. This should include performance benchmarks and success criteria, making it clear what the new recruit must accomplish during this term. If you’re able to, you can start career progression this early as well. Ensuring that your new employee understands optional journeys can be a great way to make them feel integrated and motivated.

Read this next: Goal setting for employees | Step-by-step guide

2. Schedule 1:1 check-ins

Regular check-ins with their direct manager: Schedule weekly or biweekly 1:1 check-ins to discuss progress, answer issues, and provide assistance. This demonstrates to the new hire that their achievements are valuable and their questions are heard, making them feel more involved and appreciated.

3. Invite new team members to employee resource groups (ERGs)

Ongoing support checklist

Effective onboarding definitely doesn’t stop after the first week! Continuous attention and effort help new hires stay engaged, feel appreciated, and, ultimately, succeed!

1. Create continuous learning opportunities

Offer ongoing learning and development opportunities: Give the new hire access to resources externally and internally that will help them enhance their skills and advance within the organization. Consider offering extra professional training programming like PowerUp to help them continue to develop.

Read this next: How to craft the perfect employee development plan

2. Create a survey for new hires

Gather feedback through surveys: What better way to learn about how your onboarding strategy is going than from new employees? Invite new employees to express their thoughts on their onboarding experience. This feedback can be vital in enhancing the hiring process for future employees while you make current employees feel heard.

3. Celebrate early wins and acknowledge contributions

Celebrate achievements early on: Recognizing new employees for their accomplishments, especially early on, improves morale and engagement. Recognize their accomplishments, big or small, to demonstrate that their efforts are appreciated and help them get to know their team.

Watch this next: The role recognition plays in employee retention

Remote onboarding

As we’ve lightly touched on, many employees now begin their new job duties remotely. An effective remote onboarding process may be even more important than an in-person onboarding, as it can be additionally challenging to make remote employees feel like a part of the team if they never meet in person.

For additional ideas on how to make remote onboarding more inclusive and effective check out 7 steps to inclusive remote onboarding.

Managing a successful onboarding checklist

By now you’re probably tired of hearing about how onboarding is a critical stage in an employee's journey with a company, laying the groundwork for their experience and advancement within the organization. But, a well-executed onboarding checklist does more than simply check off boxes on a list; it really does foster an environment of inclusivity, enthusiasm, and clarity, allowing new employees to feel confident and supported from the jump. Companies that invest in a robust onboarding process do more than just improve new employees' early transition period; they also establish the groundwork for long-term success, engagement, and retention. Businesses have the opportunity to leave a lasting impression by concentrating on the important factors of planning, customization, clear expectations, and ongoing assistance.

An inclusive and complete onboarding process is especially crucial since it communicates to new employees that they are valued, respected, and fully incorporated into the team. This sense of belonging not only boosts employee satisfaction, but it also adds to improved productivity because employees are more inclined to perform well when they feel supported and connected to their peers and business ideals. Whether it's making sure you’re using accessible tools, designating a mentor, or making room for criticism (or all of the above!), these little but impactful gestures make new workers feel welcome and part of the business culture, fostering loyalty and trust.

As the workforce continues to evolve, particularly in remote and hybrid work contexts, companies must modify their onboarding strategies to remain relevant and effective. Ensuring a seamless, consistent, and engaging onboarding process may have a significant impact not only on new workers but also on the overall business culture.

And hey, this is a learning process! Your list will change and shift based on feedback and business needs. By constantly modifying your onboarding checklist in response to feedback and insights, you can establish a cycle of growth and progress that improves employee retention, performance, and overall happiness. Investing time and resources in creating a welcome onboarding experience pays off in the long run, leading to a vibrant, engaged workforce that will help the team and the company achieve its objectives.