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Employee Onboarding Process

Last edited 12 days ago by Adam Schweickert

20/80 Visual Process Map

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Overview

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Screenshot 2024-10-23 at 12.57.11 PM.png
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​Steps

1 - Initial Preparation for New Hire

​HR - Create Employee Folder on Drive
In Google Drive:
Access the "HR" Folder
Create Employee Sub Folder:
Last Name, First Name
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Video Showing how to create folders on Drive
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​HR - Confirm New Hire is covered under Workers Comp Policy
Contact insurance broker to determine if the state is covered on current workers comp policy
If not - work with broker to expand coverage
​Hiring Manager - Create First Week Onboarding Agenda
Create an hour by hour agenda for the new hires first week
Include key staff member intro meetings, department meetings, training module time blocks, etc..
Put into Employee Folder on Drive once complete
​Hiring Manager - Create 30-60-90 Day Plan & Schedule Check Ins
Create 30-60-90 day plan for the new hire using company template
Put into Employee Folder on Drive once complete
Add check in dates to the calendar

2 - Request Hardware Setup

HR - Send IT Provider Email to Request Hardware

Email helpdesk@company.com
Use IT request email template
We must give IT 10 days notice to have devices configured and delivered on time
​IT - Send Email Address + Credentials
Once setup, IT will provide their new email address and temporary login credentials to HR via email
Note: Continue with “Send New Hire Communications”, IT will handle delivery from here

IT - Deliver Configured Hardware

Once configured, IT will either ship to the new employee if they are remote or drop off at the office.
To be completed within 10 days of initial request

IF Candidate will be In Office: ​IT & HR - Setup Desk at Office
IT will set up their hardware at the workspace
HR will add supplies and material: Pens & notepad, Company Calendar, New Hire Welcome Basket

3 - Send New Hire Communications

​HR - Send "How To Prepare" Email
Draft the "How to Prepare" Email template
Fill variable information for the new hire
Start date and time
Direct Supervisor Contact Information
Parking information
Attach First Week Agenda + 30-60-90 Day Plan from Hiring Manager
CC the hiring manager
Schedule email to be sent 14 days before start date or immediately if within 14 days.
​IT - Send "I9 and ID Request" Email
Draft the "I9 and ID Request" Email template
Fill variable information for the new hire
Send Immediately
​IT - Send "Benefits & Payroll" Email
Draft the "Benefits & Payroll" Email template
Fill variable information for the new hire
Schedule email to be sent 14 days before start date or immediately if within 14 days.

4 - Add New Hire to Platforms

​HR - Add to Accountability Chart & L10 Meetings
Review role and department of new hire
Access invitation for L10, add new hire
Open meeting facilitation software > New User > Add new user
​HR - Add to Knowledge Base & Assign Trainings
Access Knowledge base
Share > Add > Type in new employee’s email

IT - Add to Work Management System
Access work management system
New > Users > Add
Setup with new employee’s email
Configure access based on their seniority
​IT - Add to Teams/Slack Channels
Review list of channels employee needs access to (linked externally)
Add to communication channels
​IT - Add to CRM
Access CRM system
Setup the new employee via onboarding menu
​IT - Add to Industry Specific Software
​HR - Add to Payroll System
Access payroll system
Setup the new employee

5 - Start Date

HR - Send Welcome Message

7AM the morning of
Send a message to the entire company to welcome the new hire on their first day.

HR - Hold Welcome Meeting with HR

In Attendance:
New Hire, Hiring Manager, HR
Review the Following:
Expectations
Role based
Training
EOS Material:
V / TO
Accountability Chart
Provide copy of Traction
​Hiring Manager - Give Company Tour
Tour all facilities
Introduce to team members along the way
End at the new hire's workstation
Go over first week schedule
Show them Company Playbook Platform
​New Hire - Begin Training
Access Company Playbook and begin training

6 - Benefits Setup

​HR - Notify New Hire of Benefits Eligibility

Done 2 weeks before 60th day of employment
Email the employee to notify them of upcoming eligibility
Provide paperwork to complete and instructions to send to the benefits Broker

Did New Hire Elect Coverage?
If Yes, Benefits Broker - Setup Benefits
Broker will handle setup and coordination with the employee
​If No, Process Ends
Begin new hire 30, 60, 90 Day Check In Meeting Protocol

20/80 Visual Process Map
Overview
Steps
1 - Initial Preparation for New Hire
2 - Request Hardware Setup
3 - Send New Hire Communications
4 - Add New Hire to Platforms
5 - Start Date
6 - Benefits Setup
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