Free Checklist Templates for Human Resources
Human Resources
Data Security Checklist
Data Security Checklist
Ensure that user accounts are only granted access to the data they need.
Implement multi-factor authentication for all user accounts.
Establish a comprehensive data security policy.
Encrypt all sensitive data.
Ensure that all employees understand the data security policy.
Conduct regular security audits to identify and address any potential security vulnerabilities.
Regularly update software and hardware to ensure their compatibility with the latest security protocols.
Implement a system of access controls to restrict unauthorized access to data.
Ensure that all data is backed up regularly and stored in a secure location.
Implement strict data disposal policies to ensure that data is securely deleted when no longer needed.
Monitor user activity to detect any suspicious activity.
Educate employees on the importance of data security and the consequences of data breaches.
Employee Benefit Checklist
Employee Benefits
Health Insurance
Dental Insurance
Vision Insurance
Retirement Plan
Life Insurance
Disability Insurance
Flexible Spending Accounts
Commuter Benefits
Health Savings Accounts
Long-Term Care Insurance
Tuition Reimbursement
Employee Assistance Programs
Wellness Programs
On-Site Child Care
Paid Time Off
Vacation Days
Sick Days
Holidays
Jury Duty Leave
Employee Discounts
Pet Insurance
Relocation Assistance
Employee Stock Purchase Plan
Employee Handbook Checklist
Introduction
Company mission/vision
Company values
Equal opportunity/non-discrimination/harassment policies
Workplace safety policies
Employment Policies
Hours of operation
Time off/vacation/sick leave
Payroll procedures
Expense reimbursement
Workplace safety
Dress code
Benefits
Health insurance
Retirement savings
Life insurance
Other benefits
Miscellaneous
Use of company resources
Social media
Employee conduct
Company property
Conflict of resolution
Termination/separation policies
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
Employee Onboarding Checklist
Pre-Onboarding
Collect and review employee documents such as identification and tax information.
Send employee onboarding materials, such as policies and manual.
Create an employee file and enter employee information into the HR system.
Onboarding Day
Provide a tour of the office and introduce the employee to team members.
Provide a computer and office equipment for the employee to use.
Review company policies and procedures with the employee.
Post-Onboarding
Schedule follow-up meetings with team members.
Provide additional training as needed.
Schedule performance reviews and check-ins with the employee.
Employee Records Checklist
Personal information
Name
Job Title
Date of Birth
Home Address
Contact Information
Tax Information
Employment Information
Hire Date
Contract Details
Salary Details
Benefits
Leave of Absence
Performance Reviews
Professional Development
Training and Education
Certifications
Business Travel
Records of Conduct
Disciplinary Action
Grievance Reports
Internal Investigations
Confidentiality Agreements
Other
Emergency Contact Information
Dependent Information
Job Transfer/Promotion Records
Union Participation Records
Religious Accommodations
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
Hiring Checklist
Job Description
Attracting potential candidates
Posting job description
Reviewing applications
Screening
Reviewing resumes
Phone screening
Conducting interviews
Background Check
Verifying references
Conducting background checks
Hiring Decision
Making offer
Negotiating terms
Preparing contracts
Onboarding
Gathering paperwork
Training
Orientation
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.
Performance Evaluation Checklist
Performance Evaluation Checklist
Attendance: - Regular attendance - Punctuality
Quality of Work: - Accuracy - Attention to detail - Meeting deadlines
Productivity: - Ability to multitask - Ability to work efficiently and effectively
Communication: - Listening skills - Verbal communication - Written communication
Teamwork: - Ability to work with others - Conflict resolution - Collaborative problem-solving
Leadership: - Ability to motivate others - Ability to delegate tasks - Creative problem-solving
Professionalism: - Respect for coworkers - Respect for company policies - Adaptability to change
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.
Recruitment Checklist
Job Posting
Create job posting
Post job online
Post job in job boards
Share job posting on social media
Follow up with job posting
Screening
Review applications
Conduct initial phone screenings
Schedule in-person interviews
Check references
Interviewing
Conduct in-person interviews
Ask behavioral and situational questions
Gauge interest and fit for the role
Provide feedback on the candidate
Evaluation
Evaluate candidates against criteria
Compare candidates against each other
Check references
Conduct background check
Offer
Extend offer
Negotiate salary and benefits
Gather additional information
Present offer to candidate
Termination Checklist
Termination Process
Notify employee of termination
Confirm termination date
Terminate access to all systems
Collect company property
Return access cards
Cancel work email and voicemail
Collect employee keys
Provide final paycheck
Administrative Process
Finalize employee records
Submit COBRA notification
File exit paperwork
Inform department heads
Notify vendors
Legal Process
Review legal requirements
Ensure compliance with state/federal regulations
Submit relevant documents to legal department
Follow up with legal department
Human Resources Process
Conduct exit interview
Review employee handbook
Update employee files
Notify payroll department
Update internal databases
Training and Development Checklist
Training and Development Checklist
Identify the training and development needs of the organization
Develop a training and development plan that meets the organization's goals and objectives
Identify and select training and development professionals to provide the training
Create a budget for training and development
Select appropriate training materials and methods
Develop a schedule for the training
Provide feedback and evaluation of the training
Ensure that the training program is documented and updated regularly
Provide resources for employees to continue their training and development
Monitor the effectiveness of the training and development program
Workplace Safety Checklist
General Guidelines
Ensure that all employees understand the safety protocols established by the company.
Provide employees with proper personal protective equipment (PPE).
Ensure that all employees are adequately trained in safety policies and procedures.
Regularly inspect the work environment to identify potential hazards.
Perform periodic safety audits to ensure compliance with company safety policies.
Ensure that all employees follow established safety protocols.
Safe Work Practices
Establish safe work practices for employees to follow.
Encourage employees to report any safety issues or concerns.
Provide employees with the necessary tools and equipment to perform their job safely.
Ensure that all employees adhere to the proper use of tools and equipment.
Enforce safe work practices and correct any unsafe practices.
Emergency Procedures
Establish emergency procedures in the event of an accident or injury.
Provide employees with emergency contact information.
Train employees on how to respond to emergency situations.
Ensure that employees are aware of the location of fire extinguishers and safety exits.
Reporting Requirements
Ensure that employees know how to properly report injuries, illnesses, and hazardous conditions.
Ensure that all injuries, illnesses, and hazardous conditions are documented and reported to the appropriate authorities.
Ensure that all employees are aware of the company’s reporting requirements.
Equipment Safety
Ensure that all equipment is properly maintained and in safe working condition.
Ensure that employees are properly trained on the proper use of equipment.
Train employees on how to identify potential hazards associated with equipment.
Inspect all equipment frequently and replace any worn or damaged parts.
Hazard Identification
Train employees on how to identify potential hazards in the workplace.
Ensure that employees are aware of the proper procedure for reporting potential hazards.
Inspect the work environment regularly to identify potential hazards.
Encourage employees to report any safety issues or concerns.
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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