Your essential checklist for onboarding new staff

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So, you’ve scouted some top talent, negotiated a fair salary and received their signed offer of employment – the hard part is over, right? While it’s true that hunting for good staff is a tremendous investment of your time and money, it’s only the beginning of your new employee’s journey. To start them off on the right foot – and ensure they hit the ground running – make sure your onboarding process is solid.

Before they start

Before your new team member arrives for their first day, there are a few things you should prepare ahead of time. First impressions count – set the scene so that your new employee not only feels welcome, but is empowered to succeed.

  • Collect the tools and equipment your employee will need to succeed in their new role. This may include a dedicated workspace with a desk, chair and essential office equipment (computer, phone etc). Include a staff handbook or employee induction kit.
  • Put together a ‘first week agenda’ that your new employee can lean on to get to know their colleagues, working environment and key company priorities.  
  • Collate any handover notes, details of priority tasks and a rundown of where to find key documentation, to allow your employee to hit the ground running
  • Give your Bookkeeper a heads up so they can set-up payroll, and send through key documentation you’ll need your employee to complete during their first week.

First day

The first day is often a whirlwind for new employees, so it’s important not to overwhelm them with a million different tasks they need to master by close-of-business. Instead, gently introduce them to the business and their co-workers before throwing them in the deep end. Your day-one onboarding checklist may include:

  • Send a company-wide email welcoming the new employee and asking staff to introduce themselves throughout the day.
  • Partner the new employee with an existing staff member who is familiar with their role and responsibilities.
  • Have a manager or team leader take the new employee on a tour of the office, making sure to include safety information like fire escapes.
  • Set aside time during the day to walk them through a company presentation – this should include what they can expect from the role, employee perks, company culture, and your expectations for them.

First week

By now they will be familiar with their environment but perhaps not completely entrenched in their new role. Throughout their first week, they should:

  • Meet with leadership and department heads
  • Sit in on relevant training sessions, brainstorming stand-ups and other company-wide meetings.
  • Take care of any and all paperwork relating to their position in the company. This includes payroll priorities like the Tax File Declaration form, Superannuation Nomination and their bank details (so you can pay them)!
  • Have an end-of-week check-in with either you or their manager to see how they are settling in and to discuss goals for the coming weeks.

First month

Your new employee should be a competent member of the team by now, familiar with what’s required of them and able to be autonomous in their day-to-day tasks. But that doesn’t mean the onboarding process is complete. Make sure their first month involves:

  • Their first monthly check-in with leadership to evaluate their progress and hear any feedback that could improve their role.
  • A communication workshop or meeting that explains the company’s tone of voice and how they should represent the business outside of work.
  • A quick chat about how they are finding their co-workers, whether they are enjoying their work and how they could be even more collaborative.
  • Discuss their short- and long-term goals. Where do they want to be in 12 months or five years? How can they help the business spot opportunities for growth? What existing processes have they spotted that could be improved? This will help create a clear path forward and build company loyalty for the future.

“If you want to not only attract, but retain top talent, look at streamlining your onboarding policy,” says Sarah Cook, Managing Director at Elev8 Business Services. “Having things organised makes for a fantastic first impression, particularly when it comes to work-essentials like a ready-to-use workspace, valuable team interactions and of course – that first paycheck! A bit of prep work can go a long way to setting your employees up for success.” 

Ready to introduce a new employee to your team? Contact Elev8 Business Services or call 1300 588 527 to find out about our payroll services included in our Premium Bookkeeping Package.