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Checklist For A Successful Onboarding Process [Download Free Template]

3 min read
onboarding process

It’s normal for growing SMEs to focus more on the economic aspects of the company than the human ones. However, making sure your onboarding process is successful is crucial to the well being of any employee in any organisation. New employees should feel welcomed and at home from day one and understand what their responsibilities are to avoid any early turn rate.

What Is an Onboarding Process?

We call the onboarding process, the time it takes for a new employee to be acquainted with all aspects of their new position and the new company. However, the onboarding process starts way before the employee signs their contract or sits on their office chair. For a successful onboarding process, the human resources director must think about making all candidates comfortable, by starting with the recruitment and selection processes.

A successful onboarding process will make the employees feel loved and more motivated. The process also improves the employees’ productivity and working environment, as well as reduces absenteeism and lowers the company’s turnover rate. All these benefits arise by simply making sure a new employee feels comfortable in your company.

There are many different types of onboarding processes, as it depends on how the company is managed and by whom. Nevertheless, there are some really important details to remember that will help you make your new employees feel valued from day one.

Successful Onboarding Process for Your EmployeesUsing Our Checklist!

Before their incorporation:

    • Job offer + recruitment process: This is a preparatory step to consider, as first impressions are very important and what a candidate thinks of our offers can affect their vision of their position, or the company later on.  We don’t want our employees to feel betrayed or lied to. Be honest when describing the job and responsibilities and always treat all candidates with respect and professionalism. It’s good to engage with them during the selection process so they don’t feel left out or forget about you.
    • Proper material: During the selection process you should start considering what the new employee will need to do their job. Where will they be seated in the office? Are there enough chairs and tables? Do they need a new email account or access card? A new computer maybe?
    • Inform the team: This is very important so the new employee feels a warm welcome into the company. Inform the team someone new is joining and what will there work will entail. If the new employee has a manager, inform them too and make sure the contract is ready.
    • Welcome mail and welcome kit: Once you give the candidate the good news, send them a confirmation email. This email can contain information about the company, the employee´s schedule, passwords and how their first day is going to go,  it’s essential to let them know if they need to bring anything (e.g.  photo for their access card). All these will have been spoken about at some point in the past, but it’s good to remind them and have everything in one place.

First day

From the very instant an employee sets foot in the new office, we have to make sure they feel comfortable. If the human resources manager is the only person from the company the employee has had contact with, it’ll be good for them to introduce the new employee to the rest of their colleagues and also show them where everything is, e.g. the bathroom, kitchen, etc. and explain who their manager is (if they have one). You also can prepare a group activity so everyone gets to know each other, or all go to lunch together. But remember balance is key, you don’t want to overwhelm them with too many things, give them a little bit of alone time to settle. Oh! and remember to sign their contract if it hasn’t already been signed! ;)


Take the first couple of days to plan a short one to one meeting with the new employee. This gives you a great opportunity to speak about their first impressions and how they are managing everything. Plan another meeting with their manager after a month has passed. This will help to ensure that everything has gone right and everyone is comfortable with their new responsibilities.


A successful onboarding process has lots of small details that really make a difference, if you don’t want to forget any of them you can access our onboarding and offboarding tool and be ready to welcome all your new employees!

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