The Ultimate Onboarding Checklist

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The onboarding process is a critical experience that shapes a new hires vision and expectations of their new job and workplace. It’s important that organizations make a good first impression and implement a thorough onboarding process.

This ultimate onboarding checklist covers onboarding tasks across multiple departments: Human Resources, IT/Security, Facilities, Hiring Managers, and more.

Human Resources

  • Send welcome email to new hire including:
    • Where to go on day 1
    • Arrival time
    • Parking instructions
    • Dress code
    • Day 1 schedule
  • Complete the background check
  • Add new hire to HRIS/Personnel systems
  • Prepare forms and documents
    • Official offer letter
    • Contract or work agreement
    • Tax forms
    • Health and benefits forms
    • Payroll forms
    • Work permits or visas
    • Additional documentation
  • Provide employee handbook
  • Provide benefits information
  • Announce new hire and start date
  • Schedule a first day check in with HR
  • Schedule orientation
  • Schedule team lunch
  • Schedule lunch with CEO
  • Schedule check-in meetings:
    • 1 week
    • 30 day
    • 90 day
    • 6 month
    • 1 year
  • Provide new hire information about:
    • Pay schedule
    • Holidays
    • Sick leave
    • Vacation time
    • Dress code
    • Benefits
    • Employee purchase policy
    • Performance reviews
    • Mandatory compliance training

Hiring Manager

  • Assign a peer mentor
  • Send a welcome email
  • Introduce to the team
  • Introduce to stakeholders and key contacts
  • Schedule one-on-ones
  • Prepare training schedule
  • Set goals for new hire:
    • 1st month
    • 3 months
    • 6 months
    • 1 year
  • Schedule day 1 meeting and discuss:
    • Hours of work and schedule
    • Company culture
    • Job expectations
    • Role and responsibilities
    • First project or assignment

IT/Security

  • Order any required IT hardware
  • Create Active Directory User ID
  • Create email account
  • Provide access to shared networks
  • Provide security system access (physical and virtual)
  • Provide access to distribution lists
  • Provide access to databases
  • Provide access to company system
  • Provide access to company accounts
  • Setup and configure computer
  • Deliver IT equipment (remote)
  • Setup and configure office phone
  • Setup and configure mobile device
  • Provide login credentials
  • Provide training on:
    • Web Security
    • Email
    • Password security tool (Okta, LastPass, etc.)
    • Messaging systems (Slack, Teams,etc.)
    • Company website and intranet
    • Company systems
  • Provide instructions to:
    • Reset initial network password
    • Access the VPN
    • Get IT Support
    • Use printers and scanners
  • Schedule a first day IT check in with new hire

Facilities

  • Order company swag
  • Setup desk and workspace
  • Take employee photo
  • Create security ID badge
  • Create biometrics
  • Create parking pass
  • Provide tour of office:
    • Desk
    • Elevators/Stairs
    • Washrooms
    • Fire exits
    • Parking
    • Kitchen/Cafeteria
    • Meeting rooms

Finance

  • Add new hire to payroll
  • Provide training on how to submit expenses

Peer Mentor/Buddy

  • Send welcome email to new hire
  • Schedule day 1 meeting
  • Schedule week 1 meeting
  • Schedule month 1 meeting
  • Schedule month 2 meeting

Did I miss any steps in the onboarding process in this checklist? Please let me know in the comments, and follow me on Twitter for more training tips and tricks.

Change Management Tips for Instructional Designers

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Fatima has been working at a company for over 3 years and she’s very comfortable doing her job. She’s familiar with the systems and applications she uses to get her tasks done. Suddenly, her employer announces the company is implementing a brand-new computer system that will completely change how Fatima does her job. To top if off, the new system will be launched at the busiest time of year when Fatima is already stressed about work. Now she has to take training to re-learn everything, and she’s expected to be excited about the new system.

We all know that change is hard and humans are creatures of habit. We tend to be attached to daily routines and to our tried-and-tested ways of getting things done. How we do our jobs is no exception. 

Instructional designers often find themselves in situations where they have to act as agents of change. Reason being: training often involves teaching people new information, policies, or processes. Sometimes when we ask someone to change the way they’re doing their job, we can be met with an unwillingness or a disinclination to do so. This is when it’s handy to know basic change management techniques.

According to Prosci “Change management is the discipline that guides how we prepare, equip, and support individuals to successfully adopt change in order to drive organizational success and outcomes.” Since the goal of training is to drive organizational success and improve performance outcomes, we can see where there is a clear intersection between training and change management. Knowing some change management best practices can help you message your training in a way that gets employees on board and excited about it.

These are a few basic techniques to keep in in mind:

Communicate the Changes

This is an important point. It’s not a good idea to spring changes on people at the last minute; this leaves them feeling surprised and stressed out. It’s crucial to communicate that change (and training) is coming as far in advance as you can. This lets employees get used to the idea, and comfortable with the fact that changes are coming. You should communicate updates regularly as you get closer to implementing the changes and the training.

Explain the Why

Understanding why a change is happening is a big part of getting people on-side. Often, this isn’t communicated, and people are left wondering why a change even had to happen in the first place. They might wonder “What was wrong with the old way of doing things?”. This is why it’s a good idea to spell it out for them. For example: perhaps the old system or processes were slow and outdated, which caused employees to make mistakes or take longer to do their jobs. Or, perhaps a new law was passed, that made this change or training necessary. Communicating the why of the change is an important best practice.

Highlight the Benefits

Usually changes are made to improve the business bottom line, and hopefully there are benefits associated with those changes. Whether it be saving time, making a task easier, or improving the quality of an output, it’s important to highlight the benefits that the change and the training will bring to the employee affected by it. If an employee realizes they can do a task in half the time because of a change or new process, this may help them accept it more willingly.

Time Changes Appropriately

Timing a change is critical to it’s success. If the Accounting team is stressed to the max and working overtime hours in the last quarter of the year to make their annual deadlines, launching a new system at that time will lead to a lot of extra frustration and workplace tension. Be considerate of factors that affect employees and their productivity, such as peak seasons, when you time changes and execute training.

Implementing a training program that requires employees to change how they do their jobs can be a daunting task. If you keep these four change management best practices in mind the next time you implement a training program, you’ll be well on your way to getting employees to embrace the change.

Do you have any tips of your own for implementing change management techniques in the context of training? Let me know in the comments, and follow me on Twitter for more training tips and tricks.