The Essentials New Hire Checklist

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A well thought-out new hire onboarding checklist is a must-have for every HR team. When done properly, onboarding ensures new hires are engaged in their new role and are ready to hit the ground running on day one. 

Onboarding a new hire can be a complex process, and involves many important facets – from completed documentation and workplace assimilation to ongoing employee engagement. 

Fear not! So, we have compiled the ultimate checklist to ensure you don’t miss a beat when onboarding a new employee.

1. Submit a job requisition form to HR.

First, you have to prepare a job requisition form. A job requisition is a formal organizational document that department managers use to request to hire a new employee. The job requisition document serves as the formal request for the new position. The document outlines the organizational need of the new position and details the budget required to make the new hire.

Job requisitions generally include the following items:

  • Job Title
  • Hiring Manager’s Name
  • Indication of whether the job is contract-based or permanent
  • Indication of whether the job is part-time or full-time
  • Salary Range, when applicable
  • Hourly Rate, when applicable
  • Start Date
  • Indication of whether the hire is a new hire, replacement, or a reallocation
  • Reasoning for making a new hire
  • New Job Description
  • Budgeting for role

2. Complete a background check.

Although most businesses have high talent standards, they also are challenged by limited resources. In addition, they frequently need to move quickly when the time comes to make a hire. Yet each applicant and employee adds business and security risk.

However, performing background checks on applicants and employees is an effective way to discover potential issues that could affect your business.

background check is a process a person or company uses to verify that a person is who they claim to be. Background checks provide an opportunity for someone to check a person’s criminal record, education, employment history, and other past activities in order to confirm their validity. Whether you’re applying for a job, looking for a new apartment, or purchasing a firearm, you may have to undergo a background check.

3. Review job descriptions and duties.

Job descriptions are a boring but basic workforce management tool. When written well and regularly updated you have to help everyone from candidates, to employees, to human resources know where they stand.

This is a chance to contact the employee and clarify the first week’s schedule, provide a timesheet if necessary, and supply basic info, like parking rules and dress code.

Email the employee a copy of the job description, answer any questions, provide an overview of the functional area, and describe how the employee fits into the department. In addition, you can make this part of your new employee welcome letter.

4. Complete all new hire forms.

Temporary employees offer a business the advantage of extra manpower for specific tasks or times when a current project exceeds the capabilities of the existing manpower.  The administrative procedures are minimised as there is no requirement to layoff the employee. It is often a good way to assess if the business would benefit in the long term from the extra assistance or as a way to determine the fit of the employee. Moreover, don’t forget that you have to fill out the forms based on the regulation on your country!

For Singapore, the relationship between employers and employees is regulated by contracts. Parties are free to include any terms that they see fit subject to requirements found in the Employment Act. This employment agreement may alternatively be called an offer letter, terms of engagement, appointment letter or employment contract.

Although this agreement can be in writing, verbal, express or implied, it is highly recommended that the agreement be in writing setting out the terms of employment. A well drafted employment agreement will help minimise potential disputes of the terms and conditions. However, you can also automate all the new hire forms process with HRMLabs!

5. Prepare team introductions.

Help integrate new employees into your organizational culture. Above all, email their team to introduce the new hire, set up necessary meetings with key staff members, setup a workplace tour, and arrange social lunches or coffee dates.

6. Prepare their work environment.

This includes cleaning their new space, getting business cards, access badges, and IT equipment such as computers, phones, etc.

7. Prepare for new hire training.

Schedule any training or on-boarding and arrange for trainers, equipment, and space as necessary. You can also using training management with HRMLabs, so no more headache and you can more focus on your business!

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