How to Use Checklists to Streamline Your Employee Onboarding Process?

A Simple Checklist for a Great, Engaging New Employee Onboarding Process

Customize This Online Employee Onboarding Checklist To Meet Your Needs

Onboarding employees the right way is the best way to guarantee immediate success for new employees and your business. But to do it well, onboarding processes require a highly coordinated effort from members of management, human resources, facilities, IT, and others. TeamworkIQ makes it simple to deliver a great onboarding experience for new team members.

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What is Employee Onboarding?

Employee Onboarding is also known as New Hire Onboarding. It is the process of integrating a new employee into an organization and familiarizing them with the people, processes, tools, products, services, and facilities with which they will be working.

What is an Employee Onboarding Checklist?

An Employee Onboarding Checklist is a way to guide one or more people through the process of Employee Onboarding. The checklist outlines the steps in the process to be used. As people complete steps within the process, the checklist can be updated to indicate which steps are in progress, remain to do, or have been completed. Online Employee Onboarding Checklists provide similar functionality to paper based Employee Onboarding Checklists, except that a shared online checklist is available to all process participants at the same time so as to better coordinate the overall process.

Why are Onboarding Processes So Important?

Onboarding employees the right way is the best way to guarantee immediate success for new employees and your business. Smart, automated checklists from TeamworkIQ help streamline the process, actively coordinate orientation, administrative tasks, training activities, and other workflows to deliver a great onboarding experience for everyone. The result? Great onboarding experiences not only get employees productive sooner, they’ve been proven to boost employee retention rates as well. Craft and manage your awesome onboarding experience with TeamworkIQ today. It’s easy to get started.

Best of all, TeamworkIQ not only works with industry best practices, it also works with your best practices–the onboarding experience you want to deliver to new employees.

Onboarding employees the right way is the best guarantee of success for employees and businesses. The Society for Human Resource Management found that businesses with poor onboarding experiences for new employees also had high rates of turnover with dissatisfied workers leaving their jobs within the first four months. It costs more time, effort, and money to find a new employee in today’s marketplace than to keep good talent, so an effective onboarding process is the key to creating a stable and reliable team for a small, medium, or large business.

What Makes a Great Onboarding Process Great?

Best practices for new hire onboarding help employees feel comfortable, understand the company vision and their role in advancing that vision. New staff also needs to find their spaces, and have the resources they need to jump right in and begin effective work with other team members.

What Makes an Onboarding Process Efficient?

Google also found that a “just-in-time checklist” and pairing a new employee with a “buddy” led to people becoming productive 25% sooner than if left alone to figure things out.

How to Design an Onboarding Process for Your Organization

Key questions a company should ask about their onboarding process include tactical, logistical, and motivational concerns:

  • What is the onboarding start date?
  • What are the goals for onboarding on day 1, week 1, month 1, 6 months, and 1 year?
  • What should new employees know about company culture and work?
  • What are new employee goals and first assignments?
  • Who will be their “buddy” during their initial months?
  • How will the onboarding process measure success?
  • What space, tools, software, access to networks, email, security clearances are needed?

The answers to these questions, and executing them throughout the employee onboarding process, drives the successful engagement and retention of new hires.

How Improper Employee Onboarding Can Lead to Issues

Onboarding helps employees feel welcome and work effectively — a faulty program will lead to issues down the line. Some mistakes to avoid at all costs include:

  • Unprepared employee workspace, or lack of access to tools and software
  • No welcoming gesture, team lunch or small gift
  • No peer, buddy or manager present on the first day
  • Incorrect employee name spelling
  • Unsympathetic or unhelpful mentors and coaches
  • No direction, or a first assignment for which they cannot quickly succeed

It’s hard to imagine any professional environment would make these mistakes, but it does happen. Combat these issues and make employees feel welcome, appreciated and part of the team with a simple welcome sign, organized work with helpful hints. Using an efficient checklist like those available from TeamworkIQ keeps everyone involved in the process on-track, engaged, proactive and helpful.

It Takes A Team to Onboard New Employees

Another mistake many onboarding checklists make is that the checklist is designed for the new employee’s manager to follow. Certainly, the manager has a strong role to play in this process, but many other people are involved.

  • Managers need to make sure things are ready, welcome and guide their new team member, inspire and support them to do their best work advancing the company vision as part of a broader team
  • Facilities staff need to get their workspace assigned and ready. Perhaps a security badge too. If they have special accessibility needs, those must be handled too.
  • IT teams need to set up their email, security access to networks. Maybe they need to be assigned a computer, phone or other tools for their trade.
  • Human resources (HR) needs them to complete some forms for payroll, acknowledge they have a company handbook and get them signed up for any benefits offered by the company.
  • Training specialists may need to get new hires scheduled for formal orientation and skills development sessions.

These are just a few of the possible roles involved. Every business is unique and may have more or fewer people involved, but onboarding is a process that involves many people.

How TeamworkIQ’s Smart Checklists Can Help Employee Onboarding

Creating the right checklist for your business is easy with TeamworkIQ. It’s just like typing up a document outlining your onboarding process–except, TeamworkIQ turns that document into actual live workflows which coordinate who needs to do what when.

Employee Onboarding Checklist

Click here to customize and use this template.


For example, here’s a checklist, organized into the generally accepted best practice for the stages of an onboarding process, combined with the assignments for different people for each of those stages.

Create an automated checklist like this to meet your needs. Add or remove roles as needed and for each, add subtasks that need to get done.

In TeamworkIQ you can even adapt instances of your own checklist templates to meet the needs of individual new hires. For example, someone may need a riser for their computer monitor to meet their ergonomic needs, or, a senior executive hire may need to also meet with the CEO or Board of Directors. Whatever your needs are TeamworkIQ’s ease of use quickly meets them. Simply edit the checklist, and type up who needs to do what. It’s that easy.

Automated Checklists Free Up Your Time, Get Things Done Faster, and Eliminate Errors

Automating your process in this way not only lets the manager and others have a clear understanding of the process, it frees up the manager and others from wasting their time trying to coordinate the work less efficiently. Manually delegating tasks by email and following up on them is a pain. Having to track things in a separate spreadsheet takes even more time.

TeamworkIQ’s smart onboarding checklist intelligently assigns the right work at the right time to the manager, facilities, IT, human resources, and others thus streamlining the process and making sure nothing gets overlooked.

Employee onboarding is now a snap instead of a complex, time-consuming coordination hassle.

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