How to create the perfect checklist for the career entry of new employees

Finally, the new position is filled and the first working day of the new employee begins. Nervousness is inevitable, especially on the part of the employee. But the HR department is also confronted with special circumstances with every new hire and naturally wants the start of the job to be particularly easy and smooth. We have created a checklist for your HR department that makes the career entry of new colleagues as easy as possible for both sides.

Why is a successful onboarding process so important?

Newly hired employees are usually euphoric and motivated. After all, they have voluntarily chosen your company and are ready for a new phase in their lives.

As a member of the HR department, you should take advantage of this euphoria and familiarise the employee with the processes and structure of the company in a structured way and at the right pace. Jumping in at the deep end can be overwhelming for many newcomers. With our onboarding checklist, everyone knows what needs to be done and the status of the individual steps can be better understood, both by the new employee and by your HR department.

Structure of our template for employee onboarding

Our template consists of three interlinked tables. We have created our employee onboarding template from a start-up perspective, but the flexibility of our templates makes it easily adaptable to any size of business. As an HR department, simply add relevant aspects and give the template exactly the structure that suits your company.

In the following we describe the structure of our template:

1. onboarding checklist for new employees

The first table is a structured and comprehensive checklist. Put yourself back in time to your first days in your new job. You were probably very excited and didn't know what to expect at first. To give structure to the first days, a checklist is useful. In our example, you see 7 steps that have to be completed by the new employee. Of course, you as the HR department determine these steps yourself, exactly in such a way that the steps correspond to the structures and requirements of your company. You can add as many steps as necessary. To fill the checklist with even more useful information, we have also added a column for the time when the step must be completed. This gives the employee a rough time frame and takes away the nervousness in the beginning. In addition, there is a note field where you can specify relevant information for the respective step once again. Another column serves the relevant resources the employee needs for the step. For example, as a human resources department you can insert an office map so that the new employee can easily orientate himself in the new premises. Finally, we have added two columns for the relevant contact person and their e-mail address.

2. team members

The table "Team members" is equally relevant for the HR department and the new employee himself. The HR department can see here which persons have been newly hired, to which team they are assigned and which steps of the onboarding process have already been completed. But this spreadsheet is also useful for the new employee. As a new employee, it is not uncommon to have an idle time in between. Be it because you are waiting for the next step or because the person in charge just had to interpose an important call. This time can be used wisely to associate names with faces and to learn who of your new colleagues works in which position.

3. onboarding resources

The Onboarding Resources table serves as a repository for the various onboarding resources. As the HR department, you add to this table in good time all the resources that the employee might need in his or her first days. An office map, for example, is useful as an orientation aid in larger companies. But also information for the employee about the software and devices used can be compiled in advance and filed as a document in the table. Even the employment contract finds a permanent place here and can be viewed by the employee and the HR department at any time. Of course, you as the HR department know best which resources are relevant in your company and can adapt our template accordingly.

Start the career entry checklist in good time

To ensure that everything runs smoothly on the first working day of the new employee, it is important for you as an HR department to start with the checklist for career entry in good time and to structure the entire process. Take a closer look at our template for employee onboarding and get inspired. We recommend creating a separate base for each employee by simply duplicating the already designed base. It is also advisable to name the base with the full name of the respective employee, so that you as the HR department can find your way around more easily.

Complete tasks together with the team

It makes sense for the new employee to share their own onboarding spreadsheet with their own team. For example, HR staff can add new items to the list. Imagine, for example, that the new employee needs individual training on software that they had not considered before. This can easily be added to the checklist afterwards. With the comment function, you can briefly let the new employee know what has changed or why the new item has been added. Using the comment function, the employee can also ask specific questions about an item or the status can be queried by the HR department.

To add a comment, simply click with the right mouse button on the row to which you would like to add a comment. The command "comment row" now appears here. By clicking on it, the comment column appears on the right and a small 1 in the corresponding field, so that the new comment is immediately visible. With the @ function you can address specific persons and they will receive a message about the comment.

Involve the HR department in the process from the beginning

What makes our career entry checklist so special? Clearly: The HR department is involved from the very beginning and always keeps track of the new employee's progress. Thanks to the interactive element of the comment function, the employee feels immediately involved and can ask questions about specific points at any time. The HR department can respond individually to special requirements of individual employees and subsequently customise the checklists. For example, if you notice that an employee needs certain training, you can add these points to the checklist later. The list is therefore not only suitable for career starters, but can also be used for the personnel development of your employees.

Employee entry made easy

Our new employee onboarding checklist is therefore ideal for simplifying and operationalising the onboarding process for new employees. This way, nothing stands in the way of the new employee getting started right from the start!

Ricarda Bucher
Ricarda is a working student at SeaTable in the marketing department. Her hobbyhorse is visual communication on Pinterest and Instagram, because no one knows how to tell stories with good pictures like she does.