Employee Onboarding

This workflow was created by Nicole Legault, https://nlegault.ca
HUMAN RESOURCES
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 orientation
Schedule team lunch
Schedule lunch with CEO
Schedule check-in meetings
Provide new hire information about
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
Schedule day 1 meeting and discuss
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
Provide instructions to
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
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

Job Interview Checklist for Employers

Before the interview
Define the ideal candidate for the position; what type of qualifications, experience, and skills should the candidate possess.
Map out the interview process; the number of interviews and how you are going to conduct them.
Decide the time frame for the interview process.
Familiarize yourself with the candidates’ resumes; their background, work history, career goals, etc.
Mark any areas in the resume that is vague or unclear so that you can ask the candidate to elaborate on them during the interview.
Compile a structured interview questionnaire. Here are some best tips that are worth checking out.
Develop an interview scorecard with a rating scale so that you can easily compare interviewees while avoiding any biases.
Assemble the hiring team to have an initial discussion about the interview so that it can run smoothly.
Schedule the interview and inform the candidates about the time, venue, and method of contact.
Communicate to the candidate how to prepare for the interview, guidelines to follow, dress code so that they can demonstrate their best at the interview.
Assign a responsible person to answer any queries that the prospects might have about the interview.
Get all materials required for the interview in handy; applicant resumes, interview questionnaire, scorecards, a notebook to take notes, etc.
Assemble the interview panel to the scheduled venue at least 15 minutes before and get ready.
Send meeting invites to all involved
During the interview
Introduce yourself and the interview panel.
Have a short informal chat to make the candidate feel at ease without jumping directly to the questions.
Explain the interview process, its objectives, and the intended duration.
Sell your company by giving an overview of your organization.
Sell the position that needs to be filled explaining what the job role entails and the benefits that the candidate can reap if selected.
Commence the interview by asking more general questions first.
Give the candidate the opportunity to elaborate on his/her ambitions, interests, and opinions so that you can pinpoint certain behaviors that may have an effect on job performance and identify if their personality traits match your culture.
Next, ask personalized questions that help you clarify anything about the candidate.
Behavioral and context-based questions that let the candidate shine.
Welcome questions from the candidate to show them that you genuinely care.
Explain the next steps of the interview process. This should cover the following.
Conclude the interview in a way that appreciates the candidate’s time and interest in the job.
After the interview
Schedule time with the panel to review the notes taken during the interview.
Assess which candidates stood out the most and discuss why they can be a great addition to your organization.
Discuss everyone’s opinion about which candidate to be hired supported by evaluations.
Make the final decision.
Debrief with your interview panel to see what worked well and what did not and discuss suitable measures to improve the interview process in the future.
Convey the good news to the selected candidate while congratulating him/her.
Notify the other candidates politely that your organization has decided not to proceed with their applications.

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.
ROLE CLARIFICATION
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.
TASK DELEGATION
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.
PERFORMANCE APPRAISAL
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.

Recruiting Remote Workers Checklist

HIRING NEED
First of all, understand the hiring requirement. Is it to fill a vacated position or is it a new position created due to business expansion initiatives?
If it is a new position, decide how to align the job with the organizational goals.
Compile a comprehensive recruitment plan that covers the following.
JOB ANALYSIS
Conduct a thorough job analysis to gather information about the job activities, and responsibilities attached to the position, and the persona of the most suitable candidate.
Prepare a job description for the new position or update the existing one considering the requirements for a remote working position. This should include the following.
Decide what you need to look for in a remote employee and map out the skills and qualities that a candidate should ideally possess to be effective in the role.
Devise the job specification for the remote position. This should cover the following in order to ensure job-fit and organization-fit.
CANDIDATE EVALUATION STRATEGIES
Determine the strategies that you can adopt to evaluate the candidates.
Get the test questions and the interview questionnaire ready.
Craft a rubric, customized for each job position, with measurable indicators to assess the candidates on core competencies.
JOB ADVERTISEMENT
Identify alternative advertising platforms and choose the most feasible ones for your business to advertise remote jobs.
Get the videos, visuals, and content ready for the job advertisement.
Create a professional and attractive job advertisement highlighting the remote employee value proposition (EVP).
Advertise the position on selected platforms.
Directly reach out to potential candidates via social media platforms.

Employee Termination

Update Systems
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
Retrieve Items
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 Information
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

The importance of checklists in Human Resources

Increased Productivity

Checklists are one of the most valuable tools for human resource professionals to increase productivity. When used properly, checklists can help ensure that tasks are completed on time, with efficient use of resources. By ensuring that each task is completed in order, it eliminates the need for backtracking and reworking tasks that were not done correctly the first time. This saves time, reduces frustration, and allows the HR professional to focus on more important tasks. Additionally, checklists can help reduce the possibility of mistakes being made due to missed steps. This is especially important when it comes to tasks that require a high level of accuracy or have potential legal or financial repercussions.

Improved Processes

Checklists can also help HR professionals to improve their processes. Checklists provide an organized way to track progress and identify areas for improvement. For example, if a task is taking longer than expected to complete, the checklist can help identify what is causing the delay. This allows the HR professional to make changes to the process to help speed up completion times. Additionally, checklists can help ensure that tasks are being completed in the same order and with the same level of quality each time they are done, which helps to ensure that the process remains consistent and efficient.

Improved Communication

Checklists are also beneficial for improving communication between HR professionals and their team. By providing a clear set of instructions for each task, checklists can help eliminate confusion and ensure that everyone is on the same page. This helps to ensure that tasks are completed correctly the first time, with fewer errors and delays. Additionally, checklists can help to provide a standard way for team members to communicate progress and updates. This helps to keep everyone informed and allows for better collaboration.

Increased Accountability

Checklists can also help to increase accountability within the HR department. By providing a clear set of instructions and tracking progress, checklists can help ensure that tasks are completed in a timely manner. This can help to reduce delays, missed deadlines, and miscommunication. Additionally, checklists can provide HR professionals with a way to quickly review tasks and identify any areas where there might be issues. This helps to ensure that any issues are quickly addressed and that tasks are completed correctly the first time.

Examples of Checklists

HR professionals can use checklists for a variety of tasks and processes. Some examples of checklists that HR professionals might use include: onboarding checklist, employee performance review checklist, compensation and benefits checklist, and employee engagement survey checklist. Each of these checklists would provide the HR professional with a clear set of steps to follow and help ensure that tasks are completed correctly and on time.

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