New hire checklist

It's common for newcomers to feel anxious about fitting into a new organization. The culture, policies, colleagues, and team interactions may vary significantly from what they are used to. A thoughtful and welcoming introduction can help alleviate these worries and enable new employees to become familiar with their managers, coworkers, and work environment.

However, employers sometimes hasten the onboarding process, leading to poor first impressions and a potential decline in retention and engagement. Implementing a new hire checklist might be essential to ensure that key milestones are not overlooked as employees integrate into the organization.

Why is a new hire checklist essential?

Organizations that implement a robust onboarding program have the potential to enhance new-hire retention and productivity. Conversely, companies with inadequate programs may struggle to maintain candidate confidence and risk losing new hires within their first year.

A new hire checklist that specifies priorities for new hires, hiring managers, and HR professionals can significantly strengthen an onboarding program. When integrated into a digital onboarding experience, the following positive outcomes may be realized:

• New hires gain access to guided instructions, making the onboarding process easier than traditional paper-based methods.
• HR professionals can oversee onboarding throughout the organization, intervene to address any shortcomings, and tailor the onboarding experience to align with the organization's objectives.
• Hiring managers can fulfill their new-hire onboarding responsibilities while tracking the progress of new hires.

What should the employee onboarding process look like?

Onboarding has historically been a paper-based program that is often unorganized. Successful onboarding programs today use a structured, digital approach that emphasizes the human factors essential for fostering loyalty, retention, and productivity. Using digital tools can streamline administrative tasks, enabling HR personnel to focus more on personal interactions and mentorship. Additionally, incorporating feedback mechanisms throughout the onboarding experience allows organizations to continuously improve the process, ensuring it meets the evolving needs of both employees and the company.

What are the key steps in a new hire checklist?

A new hire checklist template, like the one below, ensures a personal approach to onboarding:

Before the first day

• Ensure the employee is comfortable and connected
• Inform the team about the upcoming new hire
• Complete necessary employee documentation
• HR to establish employee record
• Send a welcome message from the manager
• Manager introduces team members and assigns a “buddy” (if applicable)
• Provide an overview of the company area and directions

During the first two days

• Acknowledge company policies
• Order/set up personalized items (uniforms, equipment, etc.)
• Finish any remaining paperwork and policy acknowledgments
• Introduce new hire to the team and the organization
• Develop an understanding of the company culture, expectations, and success factors
• Manager and new hire discuss career aspirations
• Tour the office/workplace
• Enrol in benefits plan (if applicable)
• Hold a team lunch

After the first two days

• Review the onboarding checklist and confirm completion
• Set goals and establish measurement criteria
• Identify necessary training and learning opportunities
• Gather feedback from the employee regarding their onboarding experience

Note: This list may not cover every task needed for effective onboarding.

Legal requirements for a new hire checklist

Some items on a new hire onboarding checklist may seem basic, but they are essential. For example, in Canada, new employees need to fill out the TD1 form s to determine their tax deductions and provide their Social Insurance Number (SIN) to verify their eligibility to work.

Employers are also required to inform new hires about key employment-related benefits and protections, such as health insurance, disability coverage, paid family leave, and workers' compensation. All such information should be contained in a job offer letter or employment contract. It's important to note that notification requirements can vary depending on provincial or territorial laws.

New hire paperwork

Depending on the province or specific business requirements, new hires in Canada may face an extensive amount of paperwork to review and complete. Here are some of the documents typically found on a new hire paperwork checklist:

• Federal and provincial TD1 forms
• Form T2200, Declaration of Conditions of Employment (if applicable)
• Canada Pension Plan (CPP) and Employment Insurance (EI) information
• Provincial and territorial new hire notices
• Employee handbook or policy acknowledgment
• Receipt of company property if new hires are issued equipment or tools

New hires do not have to be overwhelmed by paperwork. By implementing a digital onboarding system, employers can provide all necessary forms through a self-service portal, streamlining the documentation process.

Frequently asked questions

What is a pre-hire checklist?

A pre-hire checklist outlines all the tasks that need to be completed for onboarding new employees. It serves as a guide to ensure that key milestones are achieved as new hires integrate into the organization.

What are the three phases of onboarding?

Onboarding processes can vary in duration across different companies. One common approach is to break down onboarding into three distinct phases:

1. Before the new hire's first day
2. During the initial two days
3. After the first two days

How do I create a checklist for new hires?

When developing a checklist for new hires intended for both managers and employees, it’s helpful to prioritize compliance-related tasks, such as completing necessary paperwork. Additionally, incorporating a personal touch is essential in the onboarding process. To foster comfort and connection, employers often include company tours, introductions to team members, and goal-setting activities in the new hire checklist.

What are the three key components of effective onboarding

1. Connection – Establish a link between new hires and their manager as well as their colleagues as quickly as possible.
2. Comfort – Ensure new hires feel welcomed and provide clear information regarding job expectations.
3. Culture – Assist new hires in understanding the company culture to help them acclimate swiftly.

Learn More

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Talk to us about your talent challenges, and we’ll walk you through our solutions — including how companies like yours use them. Call 866-622-8153 or start a quote.

This guide is intended to be used as a starting point in analyzing new hire checklists and is not a comprehensive resource of requirements. It offers practical information concerning the subject matter and is provided with the understanding that ADP is not rendering legal or tax advice or other professional services.