Onboarding process checklist for Human Resources (HR)

Jan 22, 2021
Post Masthead

A new hire onboarding checklist helps managers and HR make sure they are covering all the necessary steps to prepare for onboarding a new employee and guide them through the process of becoming part of a successful team.

By implementing a structured employee onboarding process, the see the following benefits:

  1. Better job performance
  2. Greater commitment to the organization
  3. Reduced stress
  4. Higher job satisfaction
  5. Better retention (and associated cost savings)

The cost of hiring a new employee averages around $65,000 according to Investopedia, and it takes months of full time employment to bring new hires up to full productivity. Here’s how the productivity scales break down:

Roughly the first month: After training is completed, new employees are functioning at about 25% productivity, which means that the cost of lost productivity is 75% of the employee's salary.

Weeks 5 through 12: The level goes up to 50% productivity, with a corresponding cost of 50% of the employee's salary.

Weeks 13 through 20: In this timeframe, the employee usually reaches a productivity rate of up to 75%, with the cost being 25% of the employee's salary.

Around the five-month mark: Companies can expect a new hire to reach full productivity.

Failure to properly onboard a new employee will cost a significant amount of time and resources.

A quality employee onboarding process checklist, like the one we’ve provided below, can save precious resources and bring an employee up to full productivity in a fraction of the time.

So, let's get started and run through this employee onboarding process checklist.

Before the first day

Prepare paperwork

  • Submit a job requisition form to HR
  • Complete a background check.
  • Review schedule and job basics
  • Complete all new hire forms

Approval: Employee paperwork

  • Have required parties approve all employee paperwork
  • Discuss role, goals, and projects with supervisor
  • Review job descriptions
  • Review responsibilities of the role.
  • Prepare employee's workstation

Clean their new space

  • Furniture (desk, chair)
  • Telephone
  • Computer
  • Desk supplies (business card, stapler, letterhead, paper, pens etc.)
  • Give access to any tools they will need
  • Prepare benefits package

Prepare for new hire training

  • Schedule training and arrange for trainers
  • Secure any equipment necessary
  • Secure the required space as necessary

First day

Welcome to the team

  • Email their team to introduce the new hire
  • Set up necessary meetings with key staff members

Tour of the office

  • Arrange tour of the building and campus
  • Schedule tour guide

New hire training

  • New hire training sessions as required
  • Assign a mentor

Take out to lunch

First week

Assign the first project
Approval: First project
Daily status check-in meetings
Meet to check over the paperwork
Invite the employee to connect with any company social media accounts

First month

Schedule additional check-in meetings
Explain long-term goals
Confirm all assigned equipment is functioning correctly
Check-in on training schedule and progress
Encourage them to socially interact with the team

Employee Onboarding Best Practices

The onboarding process will vary depending on the employee’s role and the size and needs of a business. For instance, executives may have different onboarding experiences than hourly employees because of their responsibilities and expectations. However, there are general best practices to help create an effective program.

The Need for a Formal Plan

With so much riding on the success of each new hire, it is easy to see that effective onboarding is mission-critical. Surprisingly, however, not all companies have a formal onboarding plan in place. Failure to formalize an onboarding process for your organization can spell disaster.

Laying a Strong Foundation

Successful onboarding begins even before the recruitment and selection process. Your website may be the first way a potential candidate interacts with your organization. Just as your website broadcasts your company brand to customers, it also broadcasts your employer brand to potential hires.

Onboarding as a Part of Company Culture

The employee onboarding process is continual, as your employees embrace your culture and enrich it with their own unique contributions. Onboarding, then, becomes a foundational piece of your overall talent management strategy.

Begin before the starting day

Consider recruitment and hiring as part of the onboarding process, and make sure that someone is available to answer any of the candidate’s questions. Even company branding can influence onboarding by presenting job applicants with a consistent message about what the company represents and the kind of work experience they can expect.

HR processes

All employees need to be adequately informed about benefits, policies, and emergency procedures. They should be given security access if applicable, and any administrative procedures should be taken care of within the first week of employment.

Get to know the office

Help acquaint new employees with the office layout on the first day. Include the broader company culture and goals, as well as informal social norms.

Tools and equipment

Having this set up as early as possible will help get employees up to speed with fully functional workstations and mobile devices when they start on the first day.

Build contacts

Welcoming a new employee includes meeting the team, setting up lunches from the first day, arranging meetings with relevant stakeholders, and generally building networks.

Learn the job

Depending on the position, role requirements and expectations should be as explicit as possible. Having clarity can boost a new employee’s confidence and help them reach milestones sooner.


Measure the employee’s onboarding experience by getting their feedback and assessing their performance during the program. This will help you determine the success of your onboarding process so that adjustments can be made as needed.

Model your Employee Onboarding Process in Rindle

Rindle is a no-code business process management platform that empowers teams to automate workflows and make processes error-free. We help non-technical people deploy their own workflows, so teams are productive and companies can accelerate digital transformation.

Rindle enables you to enhance your employee onboarding experience and scale your processes without increasing staff. Customize it for your needs, automate repetitive steps and focus on what matters: your employees.

  • Ensure a consistent onboarding experience for every new employee
  • Track each new employee’s progress
  • Save valuable time to invest in employee relationships

Sign-up for free or Book a Demo

Brian Faust

Co-founder of Rindle who loves to build great products, cook, and west coast swing dance.

Schedule a demo and get started with Rindle today.