What is an onboarding checklist template?

An onboarding checklist template is a structured document that outlines the essential tasks, resources, and activities necessary to integrate new employees seamlessly into your organization. It serves as a roadmap to guide HR managers, team leaders, and new hires through the onboarding process. A good checklist is one that not only helps new employees get up to speed quickly, but also fosters a positive organizational culture and employee engagement.

The method you choose for presenting your onboarding checklist template will be influenced by your organization's preferences and the tools available. Common formats include word processing documents created using Microsoft Word or Google Docs, as well as utilizing intranet or employee portals. Additionally, authoring tools like Coassemble to create dynamic and interactive checklists with ease can be employed for this purpose — you can even use Coassemble to consolidate your existing Google Doc or PDF onboarding material into an interactive and engaging course.

What to include in your onboarding checklist template

Onboarding checklists usually cover the initial days, weeks, or months of an employee’s tenure. They usually include the following elements: 

1. Complete pre-first day tasks

Send a friendly welcome email to your new hire before their first day. The email should outline their official start date, schedule for the week, and dress code. Make sure they have a clean desk and chair, and whatever other items they need at their workstation. It’s always a nice idea to gather branded swag and office supplies to create a fun welcome kit, if possible.

2. Conduct day one office tour

Assuming your new hire is not a full-time remote employee, give them a tour around the office and introduce them to key personnel such as HR managers and team members. It might be a good idea to provide them with a map of the floor, so they feel comfortable trying to navigate their first few weeks around the office. Use this time to also provide them with access keys or codes, and to explain security protocol.

3. Ensure all paperwork is completed

Make sure all relevant documents are compiled and given to the employee to fill out on their first day. These may include W-4 forms, I-9 forms, and state tax withholding forms. Use Coassemble’s editable checklist screen to list all paperwork that needs to be filled out to avoid follow-ups later on. 

You should also discuss key terms and conditions of their employment, including probationary periods, leave policies, and any additional benefits they may be eligible for (for example, bonuses and employee share plans). 

4. Provide job training and orientation

Training encompasses the practical aspects of the job, including processes, procedures, responsibilities, and performance expectations. The training stage also involves familiarizing employees with the tools, technology, and equipment they’ll be working with, along with ensuring access to essential learning materials.

5. Showcase the organization’s culture

Organizational culture can’t be communicated by documentation alone. Directing new hires to web pages outlining your organization’s mission, vision and values is valuable; however, it’s better to go one step ahead and enhance your new hire’s understanding of your culture through interactive engagements such as social events. Whether you choose to organize a team lunch or a bowling session, these activities promote a sense of camaraderie among team members while providing a tangible experience of the culture in action. 

6. Feedback and communication plan

It’s important to create an open-door policy for questions and concerns. Arrange a time to meet with your new hire, preferably after their first few weeks, to find out how they’re feeling so far. Use this time to also ask them if they have any feedback on the onboarding process — this conversation can help refine your organization’s current processes. 

Unlocking onboarding success

By creating a solid onboarding experience for all, your organization will undoubtedly reap the rewards in the form of a motivated and high-performing workforce. And the good news? You don’t need to create an onboarding checklist from scratch. At Coassemble, we’ve created a free onboarding checklist template to help you get started. You can use it as a guide and tweak each section, as you go along. Happy onboarding!