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This workflow was created by Nicole Legault, https://nlegault.ca
Send welcome email to new hire including...
Complete the background check
Add new hire to HRIS/Personnel systems
Prepare forms and documents
Provide employee handbook
Provide benefits information
Announce new hire and start date
Schedule a first day check in with HR
Schedule team lunch
Schedule lunch with CEO
Schedule check-in meetings
Provide new hire information about
Assign a peer mentor
Send a welcome email
Introduce to the team
Introduce to stakeholders and key contacts
Prepare training schedule
Set goals for new hire
Schedule day 1 meeting and discuss
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
Provide instructions to
Schedule a first day IT check in with new hire
Order company swag
Setup desk and workspace
Take employee photo
Create security ID badge
Create parking pass
Provide tour of office
Add new hire to payroll
Provide training on how to submit expenses
Send welcome email to new hire
Schedule day 1 meeting
Schedule week 1 meeting
Schedule month 1 meeting
Schedule month 2 meeting
Apartment Turnover Maintenance Checklist
Tile and hardwood floors (loosening, scuffs, scratches, cracks)
Carpeting (stains, tears, holes, burn marks)
Walls and ceilings (nails, hooks, holes, marks, chipping paint)
Ceiling fan (loosening)
Windows, screens, and tracks (cracks, tears)
Blinds and shades (tears, damage)
Doors, conventional and sliding (tracks, dents, scuffs)
Sinks and drain (signs of leakage)
Garbage disposal (signs of leakage)
Countertops (scratches, burns, marks)
Pantry, cabinetry, and drawers, inside and out (shelving, handles/knobs, scratches, scuffs)
Stovetop and oven
Exhaust fan and light (filter)
Refrigerator and icemaker (door seal, drawer and platform cracks, signs of leakage)
Dishwasher (signs of leakage)
Sink and drain (signs of leakage)
Bath and shower (signs of leakage)
Grout (signs of leakage)
Cabinets and drawers, inside and out (shelving, handles/knobs, scratches, scuffs)
Exhaust fan (filter)
Vanity top and mirror
Wall Base/Base Trim
Smoke detectors (batteries)
Carbon monoxide (batteries)
Light fixtures and bulbs
Applicant Review (Tenant Screening)
Email rental application
Employment & Previous Landlord Confirmation
Reach out to previous landlord to ask questions about prospective tenant.
Send a landlord verification form for them to fill out and fax back to you.
Send employment verification to employer to complete
Credit Report & Background Check
Run credit check
Applicant credit score
Eviction record check
Lawsuit record check
Liens, bankruptcy and judgments check
Death index check
Criminal record search
Sex Offender Report
Name and Address Validation
Relationship to Applicant
Co-signer contact details
If accepted, use the New Tenant Checklist
If declined, send denial letter and attach to this step
Turn off building access
Shutdown and archive email
Remove server and system access
End access to any company credit card accounts
End access to other cloud software systems
Change passwords to shared systems if necessary
Secure ID badge, key card, and similar items
Retrieve company car, keys, etc.
Check with IT for inventory of smartphones, laptops, and tablets you need returned
Make sure employee returns actual company credit cards
Ask for company uniforms and any other company accessories you ideally would like back
Provide all necessary health insurance information, especially COBRA forms.
Present severance package details and agreement forms to sign
Give information on options for 401K and any other savings plans.
Bring all government forms needed to file for unemployment
Address remaining wages or salary to be paid
Update employee payroll and other important company records to reflect the termination
Onboarding a New Software Developer
Before Day One
Review internal wikis to ensure all tool and internal process explanations are up to date.
Prepare physical equipment the developer will need, such as:
Create accounts for the developer on any external services, such as:
Create accounts for the developer on any internal services, such as:
Send the developer invites to team meetings
Assign a developer or project manager to guide and mentor the new developer
Day One (and possibly Day Two)
Gather employee information for payroll and other benefits
Introduce the developer to everyone on their team (the whole team, if it’s small, or their specific product team), including remote members, and make sure they know what each person does
Introduce the developer to any company resources, such as tech support and human resources
Introduce the developer to daily standups or scrums and explain how to participate
Take the developer out to lunch with their team (the whole team, if it’s small, or their specific product team) or arrange a team bonding time over video call
New Client Onboarding
Send welcome letter
Send new client questionnaire
Connect on social media platforms
Create dropbox or Google folder for storing internal client documents
Create shareable folder with client
Ensure you have necessary assets of client - logo, colors, design guide
Establish billing information
Obtain primary email address for your newsletter
Obtain primary address for postal correspondence
Update CRM with client information
Internal Orientation Meeting
Assemble members of your team
Schedule the initial client meeting
Gather client materials
Determine attendants for both the client and firm
Plan for meeting (conference room, food, cleanliness, etc.)
Schedule the meeting
Prepare materials and coffee/snacks
Post Kick-off meeting
Follow-up phone call next day
Schedule 2-week follow-up phone call
Blog Post Promotion
If originally published to Medium, repost to company blog; and vice-versa
Set up schedule for the first 4 weeks of social media updates using Buffer (Hootsuite/etc)
Pin to Pinterest if appropriate
Ensure people in the organization have recommended the Medium post
Republish on LinkedIn pulse
Make sure all team members have RTd/shared the blog post
Share on sub reddit related to the topic
Reach out to influencers or people mentioned in the post to ensure sharing
Repost as SlideShare
New Tenant (Tenant Move In)
Before Move In
If property is built prior to 1978, forward Lead Paint Addendum to tenant prior to lease signing
Check if HOA requires a lease addendum, if so attach to lease
Prepare Lease Documents
Send Lease documents via DocuSign to tenant
Add to tickler to calendar monitor time of lease signing
Verify receipt of Tenant Signed Lease in DocuSign.
Verify receipt of Reservation Fee. Scan Reservation check and upload to cloud storage
Deposit Tenant Reservation Fee
Sign Lease and upload signed Lease to cloud storage.
Email executed lease to tenant
If on FMLS, change FMLS listing to leased
Remove marketing advertising from Rently
Remove marketing advertising from Craigslist.
Confirm Move In Date with Tenant
SCHEDULING CLEANING AND MAINTENANCE
Email document "Moving into your new home" to tenants
Schedule House Cleaning
IF call box at front gate, contact HOA to add tenant to call box
Verify Security Deposit is bank cashiers check or money order
Complete Move In Inspection
Email inspection to tenant
Verify Receipt of insurance declaration w/ $100K liability
AFTER MOVE IN
Post Security Deposit to Tenant Ledger
Deposit Security Deposit to Bank
Send email to tenant asking if any questions/concerns after move in.
Tenant Move Out
Where does this go?
Receive notice from tenant/or vacancy info from owner
Confirm tenant is providing sufficient notice corresponding to lease
Add move-out date to calendar
Add deposit refund "drop-dead" date to calendar with buffer
Send move-out checklist letter to tenant
Update property management system
Schedule professional photos if needed
Schedule unit and building walk-thru to see what needs to be repaired, updated, or major issues
Send Forwarding Address form letter to tenant
Schedule walk through times with tenant
Inspection, repairs, moveout
Take new photos or video if needed
Schedule repairs if needed
Update tenant's forwarding address
Process charges for tenant
Cut Security Deposit check to tenant
File all docs in property management system
GATHER EMPLOYEE INFORMATION FOR PAYROLL
Name (Full, Legal)
Date of Birth
Date of Hire
Direct Deposit (routing number, bank account number, and voided check) OPTIONAL
Create a GMail account for them
Add to Github Organization
Add to Manifestly
Add to Expensify
Add to Harvest
Share 1Password vault
Add them as a user on the website
Have them write and post their blog post announcing they joined
Add to Flowdock flows as necessary
Create Gravatar or link email to Gravatar account
Tasks and Plans
Review Stretch Goals from last week
Review Pivotal Tracker
Review New Relic
Review customer list (intercom)
Compare customer list with growth targets
Review Google Analytics
Blog & Twitter
Review potential blog articles
Review Twitter Feed
How is the Process?
How are you feeling?
Any updates to this checklist?
Update stretch goals for the coming week
New Hire Checklist
Federal & State Forms
W-4 Form (Federal & State)
Emergency Notification Sheet
Employee Information Sheet
Performance Evaluation Process explained
Employee Permits (food safety certification, if applicable)
Medical Insurance Handbook & Signup Forms
IRS Form 2120 for tip logs (tipped employees only)
Supervisor, manager, key co-workers and support personnel and their locations
Bathroom, break room, smoking room
Lockers or other areas for personal items
Storage closet, cleaning supplies, tools and equipment
Supplies, mail, message board, sign-in and sign-out, time clock
Parking, including restrictions
Building hours, work schedule, lunch and breaks
Employee Sign Off
Supervisor Sign Off
Blog Post Review (Before Publishing)
Title is SEO and social media friendly?
A good use of headings to break up text?
At least one amazing image?
Is there a question at the end to encourage comments and discussion?
At least one huge pull quote?
Have you linked to previous blog posts?
You've clicked every link?
Have you had someone else read it?
Glass is windexed
Exterior finishes are clean and well presented
Signage is clean and properly lit
All exterior lights are in working order
Door hardware is functioning, locks and hinges all work
The trim and window sills are clean and dust free
Plants look as they should for the season
Mulch , ground cover and rock cover are full and debris free
CLEANLINESS AND MOOD
First impression is clean and organized
Music is on and at the right volume, song list is appropriate
Host stand is clean, organized, menus in proper place
Wires from computer, phones, extensions are hidden and contained
Lighting is on, properly adjusted to the proper settings, all bulbs working
Temperature feels right
Wood floors- clean,oiled or finished, not damaged
Rugs are cleaned and spot free
Concrete- clean, without traffic patterns or stains
Stone- clean,sealed, grout intact
Tile- clean, no cracks, full grout
All foors are swept and mopped
All fabric is debris free and stain free
All natural wood tables are oiled or have poly,minimum rings or marks
All leather of leather like material is crack free
All tables are operable, stable, clean and damage free and correctly mounted
All chairs are operable, stable, clean and damage free
All art is dust free with clean glass and frames in one piece.
Server stations are clean and organized
Computer wires are organized for P.O.S.
Server stations are free of personal belongings
If it is a handsink, soap and towels stocked
If there is a sink, it is clean and caulked
There is no sign of leaking or rot
If there is a fridge, its clean with with thermometer
Hallway leading to the restroom is clean, clutter free and well lit
Doors to restrooms are clearly marked
Bathroom sink area is clean, faucets wiped, without stains on counters
Mirrors are polished
Bathrooms smell clean
Bathrooms have wastebaskets and fem disposal
Floors have been swept and cleaned
Toilets have been cleaned, tp stocked
All partitions are sturdy, secure, clean, locks work
Hot water heats quickly
Bar top is clean, oiled if needed/ or poly
Bar shelves and liquor/wine is dust free
There are no obvious leaks, all faucets flow easy, hot and cold work
There are no signs of fruit flies, soda heads soaling, bottles covered
Handsink has soap and towels
All tile is clean and mold free
Glass washers are fully operable and proper temp
Any signage, floorpaln, notes to staff in frames not taped
All display areas are conplete
All duct work is dust fee
All interior plants are watered
All exit signs are in working order
First impression of patio is positive
All patio lights are on
All patio areas clean and swept, no stains
Furniture clean and painted
All drains have screens in them
Tile has been deck brushed , grout looks good, no broken tile
Walls are clean, no broken tile
Heated equipment has all its knobs
All fridges are clean, gaskets looks good, coils clean, shelviing is not chipped or rusted and they have a thermometer reading accurate temps
heated equipment looks clean and maintained
hood filters look clean
date of hood inspection and fire ext
dish area is clean and organized. screen in drain
dish faucets, sprayers are all operational
Walk in cooler is to temp, shelves are clean , closures work, fan is working
BACK OF HOUSE OFFICE AND STORAGE
liquor rooms and offices are locked
dry storage is neat and oganized
breaker panels are accesible
extra furniture is stored properly
employee areas are clean and organized
door properly locks
area is box and debris free or at least organized
ground is power washed
if dumpster area, that is clean and also power washed
propane is properly stored
Floors and Other Areas
Are floors clean and clear of waste?
Are signs posted to warn of wet floors?
Are floors in good condition?
Are there holes, worn or loose planks or carpet sticking up?
Is anti-slip flooring used where spills, moisture or grease are likely?
Are there protruding objects such as nails, sharp corners, open cabinet drawers, trailing electrical wires?
Are personal items, such as clothing and lunch boxes, in assigned lockers or storage areas?
Is the work area congested?
Are floors well-drained?
Aisles and Stairways
Are aisles unobstructed and clearly marked?
Are mirrors installed at blind corners?
Are aisles wide enough to accommodate workers and equipment comfortably?
Are safe loading practices used with hand and power trucks, skids, or pallets?
Is the workplace lighting adequate? Are stairs well lit?
Are stairs covered with an anti-slip tread? Are faulty stair treads repaired?
Are all spills wiped up quickly?
Are procedures followed as indicated on the material safety data sheet?
Are spill absorbents used for greasy, oily, flammable or toxic materials?
Are used rags and absorbents disposed of promptly and safely?
Is a spill area surrounded by a barrier to prevent a spill from spreading?
Equipment and Machinery Maintenance
Is equipment in good working order, with all necessary guards or safety features operational or in place?
Is equipment damaged or outdated?
Are tools and machinery inspected regularly for wear or leaks?
Is equipment repaired promptly?
Are drip pans or absorbent materials used if leaks cannot be stopped at the source?
Is a machine that splashes oil fitted with a screen or splash guard?
Are machines and tools cleaned regularly?
Are there adequate number of containers?
Are there separate and approved containers for toxic and flammable waste?
Are waste containers located where the waste is produced?
Are waste containers emptied regularly?
Are toxic and flammable waste chemicals handled properly?
Are storage areas safe and accessible?
Is material stacked securely, blocked or interlocked if possible?
Are materials stored in areas that do not obstruct stairs, fire escapes, exits or firefighting equipment?
Are materials stored in areas that do not interfere with workers or the flow of materials?
Are bins or racks provided where material cannot be piled?
Are all storage areas clearly marked?
Do workers understand material storage and handling procedures?
Are combustible and flammable materials present only in the quantities needed for the job at hand?
Are combustible and flammable materials kept in safety cans during use?
Are hazardous materials stored in approved containers and away from ignition sources?
Are sprinkler heads clear of stored material?
Are fire extinguishers inspected and located along commonly travelled routes, and close to possible ignition sources?
Are oily or greasy rags placed in metal containers and disposed of regularly?
Manager Daily Walkthrough
Front of house
back of house
Wipe down desk surfaces including keyboards, armrests, and phones with sanitizing wipes
Clean electronic devices and screens using microfiber clothes
Use compressed air to reach the nooks and crannies in keyboards and small spaces
Untangle and label computer cords and cables
Purchase drawer dividers to sort office supplies in neat and easy-to-grab areas.
Re-organize supplies so that they are easily findable to everyone in the organization
The Break Room
Remove expired food from the fridge and clean the shelves
Clean cooked-on food splatters from the inside of the microwave
Clean the coffee maker and spilled grounds in hidden spaces
The Computer Cleanup
Set up email filters to send incoming emails to the right folders based on importance
Back up important files to a network location or external disk
Remove unused icons from your desktop
Remove software from your computers that you no longer use
Review shared storage drives and delete stray, unused files
Defragment your hard drive and/or perform a disk utility cleanup
New Client (New Property to Manage)
SEND MANAGEMENT DOCUMENTS VIA DOCUSIGN
IF US resident send - W9
If foreign investor, send W8-ECI
ACH Authorization Form
Authorization to add as additional insured
Owner HOA Disclosure
Owner Mortgage Disclosure
VERIFY MANAGEMENT DOCUMENTS SIGNED
IF US resident send - W9
If foreign investor, send W8-ECI
ACH Authorization Form
Authorization to add as additional insured
Owner HOA Disclosure
Owner Mortgage Disclosure
Update Management System
Contact Insurance company and add an additional insured
Copy signed documents from Docusign to owner folder
Create New Portfolio in Propertyware
Add owner information to Propertyware
Add building information to Propertyware
Review with owner any repair items
Take photos of home
Take video of home
Before Publishing a Blog Post
Would someone type my headline into Google?
Does my headline evoke curiosity?
Is my headline short and to the point?
Is my headline clear?
Am I using emotions?
Does my headline contain any popular keywords or phrases?
Am I hooking my readers?
It is concise?
Does it provide a detailed overview?
Did I include a picture?
Did I use subheadings?
Are my paragraphs fewer than 5 lines?
Am I creating a conversation?
Did I italicize my questions?
Am I telling a story?
Am I using media to enhance my content?
Is my content concise?
Am I trying to act smart?
Did I tie in any current events?
Which emotion am I appealing to?
Did I format my post correctly?
Did I link out to anyone?
Did I mention any experts in my post?
Did I back up my claims?
Did I end my post with a question?
Was I able to summarize my post within 3 short paragraphs?
Is my summary shorter than 200 words?
Did I leave things open?
Does my conclusion encourage people to read my content?
Am I publishing my post during the ideal time and day?
Should I publish the post on my site or someone else’s?
Am I collecting emails?
Do I have a lead magnet?
Do I have social sharing buttons throughout my post?
Did I create a list of social profiles within my space?
Am I using social media meta tags?
Did I mention my expert sources when sharing?
Have I direct-messaged influencers on LinkedIn?
Have I re-purposed my content?
Have I shared my content more than once?