Hiring a new employee can be challenging, not just for HR managers who need to get a lot of paperwork done in a short time, but also for a new hire who might be feeling anxious about their first day at work.
Thankfully, we offer a standardized solution in the form of a pre-boarding checklist of things-to-do in the time between a new hire accepting an offer and their joining date. Our template is a structured tool HR professionals can use to integrate new employees and ensure their smooth transition into the company, as it lists up the most essential tasks that need to be completed before an employee’s arrival.
With this template, we guide you through every step of the onboarding journey, ensuring that no important detail is missed.
New Employee Details
In this part of the template, we seek to identify the new hire (Name and Contact Details), their date of joining, as well as their position within the overall organizational hierarchy, such as names of the relevant Head of Department or the person they will be reporting to (say, a line manager or supervisor).
Documentation and Compliance
Pre-boarding involves a significant amount of paperwork. Our list covers the most common documentary requirements to be met before the official joining date, such as:
Sending the offer letter and employment contract
The HR must send an offer letter to engage employment interest. After any negotiations, once an agreement is reached between the prospective hire and the employee, an employment contract is signed by both to finalize details such as working hours and remuneration.
Collect signed offer letter & relevant documents
Once an employment contract has been signed by both parties, the HR department must archive a signed copy of the offer letter and a copy of the signed contract, and archive these in a new file. For most hires, a series of other documents may also be needed such as copies of educational degrees or experience letters from past jobs.
Collect scanned photos
A professional, passport-size picture is a common HR requirement during the pre-boarding process. Photos of new hires may be used by a company for their digital profiles, to add to the company website, or for employee identification badges to be used during official events or conferences.
Collect identification copies
In this step, HR must confirm that an individual’s identity credentials are authentic and they are who they claim to be. This means collecting government-issued identification documents, such as passports or driver’s licenses, thus ensuring regulatory compliance, preventing fraud, and maintaining workplace safety.
Obtain verification consent
HR must obtain prior consent from the new hire to run any background checks deemed necessary in light of their specific job role. A formal consent form typically includes the employee’s full name, date of birth and Social Security Number. Written consent ensures that a new hire fully authorizes former employers, schools, and other entities to release information about them.
Verify background checks
Once you have consent from your prospective employee, it’s time to dig deeper into their personal, professional, and criminal history by running background checks. These may be related to the new starter’s identity, say, running their details through government databases, or professional background checks (also known as reference checks) in which case, an HR official contacts their previous employers. For roles that involve finances or handling money, you may need to run credit checks.
Set up the employee profile in the HR system
Most HR systems now use digital software to create a profile for each employee. These profiles are living documents detailing key information about an employee, such as their skills, experience, goals, and interests. Centralizing all employee profiles into a single system can help HR professionals simplify employee data management.
IT Set Up
The modern workplace relies on the use of digital platforms and devices. In this part of our checklist, we help you navigate the various IT-related needs of new hires during preboarding, such as:
Emails and other necessary accounts
Most organizations assign an official email address to their employees, helping them keep track of all electronic communication conducted on the company’s behalf. Ensure all accounts are ready at least three days before the new hire’s first day – giving the new hire enough chance to know their way around them.
Provide necessary hardware
In a tech-based world, most jobs now require the use of digital devices such as laptops or smartphones. HR professionals must ensure new employees have all the hardware or equipment they need to get on with their new roles. A record of the hardware (say, the serial number of a laptop) must be kept by the HR department. A new hire must also be formally reminded of their responsibility to use company gadgets in a safe manner, and any liabilities they may incur in case of damage.
Install software
In this step, HR is responsible for installing and setting up any software systems a company uses to get work done. These may be team management software such as SLACK or more industry-specific software such as Finacle (for banking), Zendesk (used in customer service) or ADOBE (for photo and video editing).
Set up access to relevant systems & networks
Make sure the new hire has access to any systems or networks relevant to their work duties. These may include cloud-based team communication platforms such as Slack, Chanty, or ZOOM. In some cases, these may be non-digital networks, such as membership in a club where the employee is expected to attend key networking events or dinners in an official capacity.
Workspace Preparation
An organized workspace is a sign of a healthy work environment. To this end, HR must ensure that all necessary arrangements regarding the employee’s workplace have been made, such as:
Reserve a desk or workspace
HR must ensure the new entrant to the team has their own working space. This could be a separate desk, cubicle area, or a new room altogether. Make sure the workspace is comfortable, well-lit, and functional, ensuring the drawers are empty, the desk surface is clear, and the furniture is in good condition.
Order necessary office supplies
Check this box once you have ordered and placed all necessary stationery items and office supplies a new hire will need such as pens and penholders, notepads, sticky notes, and push pins. In some cases, you may also need a whiteboard and erasable markers for brainstorming or presentations.
Set up phone and other communication tools
Despite the popularity of digital communication, many offices – especially large companies spread out over multiple floors in the same building, use internal phone networks to facilitate communication within and across teams. HR must ensure that a new hire has ready access to any telephonic, fax, or other communication tools they will need to coordinate within or outside the company.
Training and Orientation Materials
Proper training and orientation are crucial as they help new hires feel valued while setting a positive tone for their employment. While this is usually done during the first few day or week of joining, HR must prepare in advance with all the necessary materials, resources, and schedules needed to bring a new hire on board.
Prepare a welcome package
Prepare a comprehensive package for new hires containing materials such as policy handbooks that provide information about the organization’s policies, Standard Operating Procedures (SOPs), and core value posters. These help a new employee gain confidence and feel valued as they know the company’s system, people, and expectations.
Prepare ID cards & entry badges
Based on the identification details verified earlier, HR may need to prepare Employee ID cards or entry badges. These may be needed to gain access to the office or the office building.
Set up a training schedule for the first week
Most onsite jobs require a certain amount of training before an employee can be productive. Preboarding is a good time to develop a training schedule which may include components such as technical training, leadership training, diversity training, and compliance training. A training schedule developed during this time is expected to include training objectives and the mode of delivery, helping new hires acquire basic skills, and improve their productivity.
Compile orientation resources
The purpose of orientation is to introduce new employees to the company, its products, services, and the job they will be performing. Carefully compile all relevant resources for new hires such as product manuals, safety briefings, and annual reports. These may be available in the form of documents, videos, or presentations.
Team Introductions
Teamwork is key to achieving organizational goals and creating a positive work environment. To ensure every new hire is well integrated into the existing team and work culture, an HR professional must do the following:
Inform the team about the new hire
A welcome email is a great way to introduce a new member of your team. This shall include the employee’s name, the position they are hired for, and their relevant background. Such an announcement is important for employee engagement as it helps older team members establish a professional connection with new hires. Add a touch of personality to your email with a quote from your new team member (say, why they want to work here, or what they are looking forward to the most).
Schedule introductory meetings
While an email announcement is usually sent out to the entire staff list, in case of key team members – you may need to coordinate and set up introductory meetings during the preboarding period. This may include meetings with a supervisor you will be directly reporting to or an assistant who will help you discharge your duties. One-on-one meetings ensure employees who are expected to engage with each other more frequently, are afforded a chance to get to know each other in person.
Schedule a team lunch or welcome event
Human connection is the secret sauce that holds teams together. To break the ice, it may be a good idea to organize a team lunch where new hires can interact with the rest of the team in person. Another fun idea is to organize a scavenger hunt where the new employee goes through different departments to find items and meet new colleagues in the process. Ice-breakers are a great way to welcome a new employee as they allow for casual conversation and strengthen social connections.
Who Is This Template For?
A pre-boarding checklist template like ours is primarily used by HR professionals and hiring managers responsible for preparing the new employee’s workspace, resources, and initial paperwork. Team leaders can also use it to ensure their teams are ready to welcome the new hire.
The Bottom Line
To sum up, the pre-boarding process aims to help new hires feel connected to the company and tee up an excellent first day. The right kind of checklist can help you reduce employee turnover while setting the right expectations and tone for new starters when they join your company.
Our template helps solve the problem of unpreparedness on the part of new hires, helping them avoid a chaotic or overwhelming first day by ensuring all necessary preparations, such as equipment setup, access to software, and necessary documentation, are completed ahead of time, reducing anxiety and confusion for the new hire.
Our fillable Pre-boarding Checklist is available in Word and PDF formats.
