12 Steps to Create the Perfect Onboarding Checklist

Investing in your onboarding process is worth the effort! Proper employee onboarding can improve staff retention^{1https://b2b-assets.glassdoor.com/the-true-cost-of-a-bad-hire.pdf} and productivity by over 70%. But only 12% of employees report feeling happy about their onboarding^{2https://www.gallup.com/workplace/235121/why-onboarding-experience-key-retention.aspx} process. If you’re concerned about the colossal costs of new hire turnover and poor performance by new staff, you may need to streamline your onboarding process to prepare workers for their new roles properly.

Make it easier for managers to start your new employees off on the right foot with this complete guide to creating a customized onboarding checklist for your company.

What is an Onboarding Checklist?

An onboarding checklist is a guiding document for supervisors and HR to use when hiring, training, and integrating employees into a new company. The checklist prevents confusion or miscommunications by providing a framework that every manager can follow with new employees. 

This guide ensures that every new hire fills out the proper paperwork, receives the necessary training, and has a complete understanding of the organization’s goals and expectations. A well-designed onboarding checklist serves two main purposes:

1. To guide busy managers through the employee training process
2. To create a structure for new employees so they know what to expect

Benefits of Using an Onboarding Checklist

Research shows that a new hire takes up to eight months^{3https://www.allied.com/docs/default-source/pdf/alliedworkforcemobilitysurvey.pdf} to reach optimum productivity. This process can be significantly sped up by proper training or detrimentally slowed down by poor preparation. 

An onboarding checklist helps everyone in your organization by: 

• Saving time: Time is money. A tangible checklist accelerates the onboarding process so employees can get started on the job as quickly as possible.
• Boost cultural familiarization: Maintaining your company culture starts with every new hire. An established onboarding process helps new employees integrate themselves into your workplace culture.
• Improving employee confidence: Nobody wants to get thrown into a new job without knowing what’s expected. Onboarding enhances employee morale and gives them more assurance about their actions. Surveys show that employees who received effective onboarding were eighteen times more likely to feel committed^{4https://www.bamboohr.com/blog/cost-of-onboarding-calculator} to their company.
• Creating consistency: A checklist streamlines your employee orientation and training process to ensure that all new hires start with a fundamental understanding of company culture, expectations, goals, and their specific responsibilities. 
• Providing structure: Make onboarding easier for managers by giving them a clear framework for integrating hires into their new positions. 
• Building accountability: Ensure that nothing slips through the cracks when training new hires. Employees know exactly what to expect and how to acclimate to their new role.
• Improving retention rates: Companies with quality onboarding processes are 80% more likely to retain employees^{1https://b2b-assets.glassdoor.com/the-true-cost-of-a-bad-hire.pdf} past their first-year anniversary. 
• Reducing error: People who are properly prepared and trained are less likely to make mistakes or cause inefficiencies in your company’s processes. Moreover, busy managers won’t rely solely on their memory when training new staff.

What to Include in an Onboarding Checklist

A new-hire checklist creates consistently good first impressions for every employee that walks in your company’s doors. 

First, study employee demographics to understand:

• How your employees prefer to access information: For example, millennials are more likely to prefer e-sign documents, and Gen Z may prefer quick, easy-access video tutorials. Physical paper copies may only be necessary for official documents.
• What devices do they use: Can the onboarding training be conducted on a smartphone, or does it require a desktop or even an in-person projector screen?
• What motivates them on the job: Employee motivation starts from the first day on the job. If your employees’ value company culture (most do), get to know new staff with personality tests or employee engagement questions. 
• What information is most important to their role: Eliminate unnecessary fluff as much as possible
• Their time zone and schedule: This is especially important if you are onboarding remotely.

Next, ensure that your checklist covers all the logistical and cultural aspects of the new employee orientation:

• Official documentation (like HR paperwork and tax information)
• Clear roles of new employee
• Job training outline
• Logins, software, accounts, and technical information
• Introduction to your company culture
• Dates for check-ins and performance reviews
• Meeting with colleagues and superiors

How to Create an Employee Onboarding Checklist in 12 Steps

An onboarding orientation should create a well-structured experience for every new hire. Integrate these 12 parts into your checklist.

1. Make them feel welcome

First things first, make sure your new hire feels like part of the team. You can:

• Send a welcome email
• Invite them to a new hire lunch
• Call a team meeting to introduce them to team members
• Give them a company swag bag

Create a place for management to check off each step of the welcoming process so that every new employee gets the same treatment. 

Here is a more detailed guide: How to Welcome a New Employee to The Team (The Awesome Way).

2. Clearly outline the role

Based on the information in your job listing, a new hire should already have a good idea about their new position. However, the onboarding process should detail more specific roles and responsibilities. Get as granular as possible so the new employee knows exactly what to do during their first days and weeks on the job.

The training manager can sit down with the new employee and explain their specific role as they check off each point:

• Overarching objective of the position
• Daily tasks
• Daily schedule
• Weekly expectations
• Key deadlines or events for the next 6-12 months 
• Where they should submit completed projects
• Who they report to
• Who they should go to for specific questions
• Communication preferences

This part of the checklist ensures that no one feels confused or left in the dark about what they need to be doing on day one of the job.

3. Complete HR documents

Imagine welcoming someone to the tea, only to find out weeks later that you never signed an NDA or set them up for payment processing. Official paperwork should be taken care of very early in the hiring process to ensure that all your legal bases are covered before employees access your company’s insider info. 

In the United States, new hire paperwork may include:

• W-4 Tax Forms (or 1099 for independent contractors)
• I-9 Employee Eligibility Verification form
• State Tax Withholding form
• Direct Deposit form
• Non-disclosure agreements
• Employee handbook acknowledgement
• Drug/alcohol test consent agreements
• Confidentiality and security agreements
• Employee benefits documents (healthcare, stock options, etc.) 

Every company has its own assortment of paperwork. This part of the checklist ensures that no employee starts working without the proper documentation. 

4. Set up software and accounts

Finish off the logistical portion of your onboarding process by providing your new hire with internal access to everything they need to perform their job. Be very clear about the type of devices they will need and what will be provided by the organization. 

Don’t forget to set up their:

• Company email account
• Any logins needed to complete their job tasks
• Access to group chats
• Software logins (and installs if using a personal computer)
• HR or payroll account access (if using HR software)
• Access code or keys to the office space

5. Give an office tour (or virtual tour)

Before an employee can dive into their assignments, they need to get familiar with their workspace. Imagine walking in for your first day on the job and having no idea where to go. This part of the onboarding checklist ensures that nobody feels lost or confused about where specific job activities take place.

For in-person teams, don’t forget to show new hires where they can find:

• Their desk or cubicle
• Restrooms
• Staff break room
• Lunchroom or cafeteria
• On-site parking
• Team meeting rooms
• Their supervisor’s office

For remote staff, this could include a virtual tour (with screen sharing) of:

• Email and scheduling software
• Where video calls/chats are conducted
• Online portals
• Document sharing locations

6. Explain the culture and values of the company

According to The Aberdeen Group^{5https://www.aberdeen.com/blogposts/perfecting-onboarding-funnel/}, organizations that include socialization in the company culture as part of the onboarding process will achieve the greatest ROI from the training period. This may include a special document, presentation, or video that shows off your company’s vibe. 

Your company culture checklist may include: 

• Mission statement
• Vision of the company
• Core values
• Customer demographics
• A new hire packet
• An employee handbook
• Attendance expectations
• Behavioral and communication expectations
• Sexual harassment policy
• Internet and cybersecurity policy  

After completing this part of the process, many companies require a signature to verify that the employee understands and agrees to the policies and procedures. 

Bonus Tip: As you discuss company culture, don’t forget to highlight the new employees’ opportunities for advancement and any relevant career development plans the company offers. Onboarding statistics found that discussing career development during the early training process more than triples job satisfaction^{6https://www.kallidus.com/resources/blog/10-employee-onboarding-statistics-you-must-know-in-2022/}. 

7. Introduce them to important people

Arrange a specific time where the new hire can meet their supervisor(s), managers, clients, or other important contacts via remote call or in-person meeting. This meeting allows for formal introductions and provides space for relationships to get established.

The checklist may include meeting specific people, such as the:

• Department manager
• General manager 
• Manager they directly report to
• President or top supervisor
• HR representative
• Key client or customer contacts

8. Discuss goals and expectations

The official meetings above provide the perfect setting for discussing specific expectations you have for an employee. Goal-setting is essential for making the new hire feel comfortable, committed, and productive. On your checklist, include a range of goals you would like to set for the new hire to work towards. 

For example, a marketing company’s new-hire goals might include:

• Generate 10 new client leads via email
• Sign on 3 new clients per month
• Create content management calendar for key client
• Research and create an SEO blog strategy

If you are a training manager who wants to provide the most inspiring and effective goal-setting discussion possible, we made this free goodie to help you master your communication skills:

9. Assign training materials

Now that your new hire feels more comfortable with the workplace and the people, it’s time to get them immersed in their job. A clearly outlined training schedule can make them feel more prepared and excited for what’s ahead. 

Training materials may include:

• A job training schedule
• A step-by-step guidebook
• An orientation video
• Virtual activities to simulate learning by doing
• Shadowing a colleague
• An introductory project
• A task checklist

10. Assign a mentor or buddy

Before a training manager leaves the new hire to their own devices, they may want to assign a mentor or coworker buddy to help them through their first week on the job. Take into account each person’s experience level, personality, and work style to find the most compatible fit. 

11. Set a performance review schedule

How often should employees expect feedback in their new position? When training for a new role, it can be difficult to know whether or not you’re doing a good job. Give your hire more peace of mind by laying out a specific feedback or check-in schedule for the first 6 months. 

For example, you may explain how you will…

• Provide feedback daily: “Hold their hand” for the first week
• Provide feedback weekly: Continue onboarding in the first month
• Follow up at 90 days and 6 months
• Conduct an annual performance review
• Deliver the feedback (via chat, email, or formal meeting)

12. Take the new hire out to lunch

If you haven’t already done so, taking a new hire out to lunch is a great way to welcome them and celebrate their completion of the onboarding process. You can schedule this lunch as a reward for finishing their training or as a means of welcoming them to the team.

New Hire Onboarding Checklist Template

The style of an onboarding checklist ultimately depends on your industry and the types of positions you are filling. 

For instance, a tech startup might prioritize providing access to the latest tools and technologies, while a non-profit organization might emphasize the mission and values of the organization.

Before you dig into creating your own onboarding checklist from scratch, why not snatch one of these easy templates? Feel free to customize any template to fit your company’s specific needs. For added fun, spice things up with your company branding and colors. 

Retail Onboarding Checklist Template

Welcome

• Send a welcome email
• Invite them to a new hire lunch
• Call a team meeting to introduce them to team members
• Provide store uniform
• Give them a company swag bag

Employee Role

• Explain objective of the position
• Outline daily tasks
• Show the store schedule in the break room
• Explore the store calendar 6 months out
• Explain phone, text, and email communication policies

HR Documents

• W-4 Tax Forms (or 1099 for independent contractors)
• I-9 Employee Eligibility Verification form
• State Tax Withholding form
• Direct Deposit form
• Non-disclosure agreements
• Employee handbook acknowledgement
• Drug/alcohol test consent agreements
• Confidentiality and security agreements
• Employee benefits documents (healthcare, stock options, etc.) 

Equipment and Accounts

• Set up cashier computer access
• Set up company email
• Provide access code and keys to the store

Store Tour

• Restrooms
• Break room
• Front desk
• Their desk or cubicle
• On-site parking
• Shipping/receiving area
• Team meeting rooms
• Their supervisor’s office
• Hands-on tour of different product lines

Company Culture

• Mission statement
• Store values
• Customer demographics
• Behavioral and communication expectations
• Sexual harassment policy
• Internet and cybersecurity policy

Introductions

• Store Manager
• Assistant Manager
• Department Manager
• Shift Lead

Goals and Expectations

• Sales goal for the month
• Current promotions
• Storewide competition 

Training Materials

• Orientation video
• Hands-on stocking activity
• Manager shadowing

Integration

• Assign mentor or buddy
• Take out to lunch

Performance Review 

• Set 1-week check-in
• Set 1-month check-in
• Set 6-month and annual review dates

Pro Tip: Retail onboarding should always include hands-on experience with the products! Help your new hires get to know the product line ASAP. Notice how Nike’s onboarding presentation includes aesthetic branding and highlights specific products:

Remote Tech Onboarding Checklist Template

Welcome

• Send a welcome email
• Host welcome Zoom call
• Introduce to team chat
• Mail them a company gift

Employee Role

• Explain objective of the position
• Outline daily tasks

HR Documents

• W-4 Tax Forms (or 1099 for independent contractors)
• I-9 Employee Eligibility Verification form
• State Tax Withholding form
• Direct Deposit form
• Non-disclosure agreements
• Confidentiality and security agreements
• Employee benefits documents (healthcare, stock options, etc.) 

Equipment and Accounts

• Mail company computer
• Assign company tablet
• Create company email
• Login to company portal
• Login to Google Drive
• Login to Slack chat

Virtual Office Tour

• Form submission
• Project submission
• Zoom call schedule
• Company portal
• Group chat rooms

Company Culture

• Mission statement
• Virtual Zoom icebreaker activity
• Client demographics
• Communication expectations
• Internet and cybersecurity policy

Introductions

• Direct supervisor
• Department manager
• Cross-team contacts
• Client account manager
• HR representative 

Goals and Expectations

• Sales goal for the month
• Current promotions
• Storewide competition 

Training Materials

• Orientation video
• Virtual game
• Practice assignment 

Integration

• Assign remote mentor or buddy
• Invite to corporate retreat
• Invite to team building night

Performance Review 

• Set 1-week check-in
• Set 1-month check-in
• Set 6-month and annual review dates

Pro Tip: Because you can’t bring someone into a physical office, remote tech onboarding requires special attention to company culture integration. You can use mail, virtual calls, and lots of communication to ensure your new hire doesn’t feel isolated. Notice how Microsoft uses this onboarding hub to ensure that new hires really feel part of the team:

Key Takeaways: An Onboarding Checklist Boosts Engagement and Integration

When both managers and new hires have a framework for onboarding, there is more space for fun and productivity. An effective onboarding process can skyrocket employee engagement and retention while ensuring that no one is left in the dark.

Remember that the best onboarding experiences:

• Spread training out over 3-6 months
• Discuss career development opportunities
• Thoroughly welcome newcomers
• Integrate people into the company culture
• Create clear expectations for the role

Ultimately, onboarding is your company’s first impression in the mind of a new hire. Learn more about How to Make a Great First Impression at Work.