Workflow Templates for Employee Onboarding
Onboarding a New Software Developer
Before Day One
Enter start date
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
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
Onboarding New Remote Employees
WELCOMING REMOTE EMPLOYEES
Send a welcome email wishing the new hires all the best with their new career at your organization.
Conduct an online meeting to give an overview of the organization, how it started, where it is heading, the culture, organizational chart, work ethics, as well as the HR policies and procedures.
Give a virtual tour of your office showcasing the facilities available to the new hires when physical work resumes.
ORIENTING THE NEW HIRES
Schedule a video conference to introduce the new hires to their team members.
Bonus tip: Make sure to allow quality time for the new hires to speak and connect with their colleagues.
Arrange a one-to-one session with the immediate supervisor and the HR Manager.
Bonus tip: The initial meeting could focus on understanding the new hires better so that the orientation program could be customized to enhance its effectiveness.
Review the onboarding schedule with the new hires to ensure they are prepared for it.
Discuss the career objectives, communication preferences, working styles, and the challenges faced by the new hires.
Explain the sources of support available to the new employees to perform their job successfully along with their contact details.
Clearly explain the tasks, duties, and responsibilities of the remote work position.
Introduce the first assignment and give them a chance to attempt simple tasks.
Bonus tip: Start with simple assignments and go over them step by step. This will make them more doable and interesting, thereby uplifting the confidence of the new hires.
Communicate precisely what your organization expects from the new hires.
NEW HIRE TRAINING
Commence the online training sessions to enhance job-related knowledge and skills.
Bonus tip: You can get different organizational members to conduct the training so that the new employees would not get bored. This would also grant the new hires an opportunity to meet and interact with different employees.
Provide specific tasks to complete at the end of each training program with the opportunity to receive feedback from the trainer.
Assign work to the new hires with deadlines to complete.
Provide a comprehensive and precise overview of the performance review process including the measurement criteria and the Key Performance Indicators (KPIs).
Assign a mentor to support the new hires with job-related tasks and to address any challenges they might face in adjusting to the organization.
Devise a networking plan that matches the personality of the remote employees. Below are some ideas that you can consider.
An in-person event with the team such as a dinner, or a coffee out.
Virtual team-building games.
Job rotation across departments.
Have regular manager check-in meetings to examine and assess the new hires’ job fit and organizational fit.
Communicate the impact that new hire’s responsibilities have on the organizational outcomes.
Have a formal interview to provide constructive feedback to the new hires and to review the performance objectives.