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2021’s best (and free!) employee onboarding checklist for SMBs

by stacy

Take a step forward! Using this helpful employee onboarding checklist, you can help your new hires overcome the nerves that come with their first days in a new office. Getting Started in Your New Office

This guidance will ensure that your human resources duties towards new hires are met in the following areas:

Assistance in locating the nearest (online) drinking establishment

Getting to meet the other members of the team

Signing up for 401k programs is a good idea.

And there’s a whole lot more.

In this playbook, we will outline a slew of tasks that are critical to a seamless employee onboarding process, most of which will entail a significant amount of paperwork. Choosing a dependable and cost-effective eSignature solution (such as SignEasy) that simplifies and makes contactless documents is highly recommended, especially in this remote-first world.

Now, without much ado, here is your employee onboarding checklist

Generation Y and millennial talent will walk through your (virtual) office doors, and they will expect positive recruitment and onboarding experience. If you don’t, you run the danger of losing them to a competitor within the first six months of their employment.

Fortunately, this simple plug-and-play onboarding checklist template will provide you with a clear sense of direction and will assist you in keeping your staff happy.

Pre-onboarding stage

Have you identified and recruited the ideal candidate? With only 1-3 weeks till these new hires begin work, here’s what your human resources staff should be doing to prepare:

  • Conduct a comprehensive background investigation. Becoming acquainted with your potential hire is essential before bringing them on board. This stage allows you to acquire insight into their criminal history, educational background, career history, and other relevant information.
  • SignEasy may be used to submit an offer letter as well as a contract. Shortlisted candidates can then sign and return these documents as soon as they are received.
  • Send a welcome note via email. Send an email to the new hire with information on the company’s employee handbook, what to expect on the first day, a map of the office, and the name and contact information of the person
  • who will be dealing with him or her?
    Gather information on the employees. Personal information, bank account information, copies of certificates and diplomas, and other pertinent information about your employees should be gathered and stored in your digital archives.
  • Administrative and information technology necessities are ready. To ensure that your new hires have a ready workstation on the first day of their employment, you should make sure that things like a company laptop, software access, email id, business cards, and office ID are approved in advance of their arrival.

Onboarding stage – Week 1

Congratulations, your new employees have been entered into the system! Now, to ensure that they are well-adjusted, you must provide them with a warm welcome over the first week, beginning with the induction. This is also an excellent opportunity to assist them in better understanding their future career path inside the firm.

  • Provide a virtual tour of your office. Even if your new employee will be working from home, it might be helpful to give him or her a tour of your facility or office. Employees will get a sense of what your organization stands for if they have the opportunity to observe how vibrant, well-planned, and productive your office space is.
  • Make an introduction between the recruits and their mentor/buddy. When it comes to the first day of work (and beyond), your new employees may require some assistance. For example, they may be interested in learning where to get outstanding coffee or how to apply for a leave of absence. If your human resources department has to deal with such requests regularly, they may become overwhelmed. This is why you require the services of a mentor or a buddy program. Introduce your new employee to a selected mentor or buddy (who is also a tenured employee) throughout the induction process, and they will take care of the rest.
  • Host a great luncheon to get to know everyone in your organization. There is no better approach to assist your new hires in becoming acquainted with their coworkers than by hosting a team lunch. It is possible to organize this casual discussion through a video conference call if your organization is still working from a distance. Allow the firm to cover the cost of lunch and drinks! Over a virtual meal, a lot of interesting conversations and laughter can take place,
  • strengthening new ties and paving the way for deeper collaboration.
    Remind new employees to complete the necessary papers. Assuming that the vast majority of new hires are technologically literate, it would be prudent to digitize most of the paperwork process, including obtaining copies of certificates and diplomas, as well as signing NDA and non-compete agreements. Following each recruit and getting their signature on each document can take a significant amount of time and effort. Alternatives to paper-based reminders include using an eSignature system such as SignEasy to automate the process.
  • Improve your understanding of the policies and procedures of your firm. Send electronic copies of the employee handbook, as well as IT, security, and human resources policies. Make sure that all new employees sign an acknowledgment form stating that they have read and agree with the company’s policies.
    Create a plan for your professional progress. The majority of employees are extremely concerned with having their
  • work performance constantly monitored. To ensure that new hires remain sufficiently motivated, first encourage them to discuss their objectives with their supervisor. Based on their comments, you may construct and share a customized 30-60-90-day professional development plan with each participant. This will give them the confidence that the organization is committed to ensuring their continued development.
  • Employee check-in sessions should be scheduled one-on-one. Nothing conveys the message that “your organization cares” more effectively than regular meetings with HR and team leaders. These check-in sessions can be scheduled for the end of the first week to see how they are adjusting to their new surroundings. They could be held every two weeks to check on the status of existing projects and concerns, as well as to reaffirm team objectives, to improve involvement.

Post-Onboarding stage Your responsibilities to new hires don’t cease after the first few weeks of employment with the company. To keep them interested and loyal throughout the remainder of their employee lifecycle, I would advocate the following four steps:

Post-Onboarding stage

  • Employee onboarding surveys should be conducted. These surveys, which are administered 2-3 weeks following the induction, will assist you in evaluating your existing onboarding strategy. You can learn how to improve the experience of your new employees based on their anonymous feedback, which you can collect.
  • Make time for performance evaluations and course modifications. Execute a six-month performance evaluation and establish goals for the upcoming six months. This is also an excellent opportunity to express gratitude for a job well done.
  • Training and compliance workshops should be made available. You can schedule a large number of training sessions with industry experts as part of your employee’s growth plan. There are numerous new learning curves and risks that arise as a result of the shift to remote employment. As a result, sessions focused on training and compliance are quite important.

Organize town-hall meetings: Engaging new workers in town-hall sessions is a terrific approach to make them feel like they are a part of something bigger than themselves. Every quarter, you might use this space to showcase some of your company’s accomplishments and successes. Town-hall meetings provide an excellent venue for sharing personnel success stories as well as client victories.

Bonus: 16 must-have onboarding documents

To complete onboarding, several digital papers must be seen, sent, signed, counter-signed, and stored electronically.

Your onboarding paperwork will grow exponentially as your hiring levels rise, making it hard to complete the paperwork by hand. You must use the most up-to-date technologies to ensure that new employees are integrated into your organization as quickly as possible.

Here are some examples of documents that SignEasy clients commonly email and sign during the onboarding process for new employees:

  1. a copy of the background investigation certificate
  2. Certified copies of degrees and certificates
  3. Employees can apply.
  4. Offering a letter of acceptance Equal opportunity data form
  5. Job descriptions, contracts, and acceptance letters are all included.
  6. Agreement on non-disclosure of trade secrets
  7. Non-competition agreement (NCA)
  8. Form for direct deposit
  9. Form W-4 (Wage and Tax Statement) (for federal income tax withholding)
  10. Form I-9 (Individual Identification Number) (identifies individuals authorized to work in the US)
  11. Form for registering for benefits
  12. A page for signatures in the employee handbook
  13. ADR stands for Alternative Dispute Resolution. Acknowledgment
  14. Plan your professional development over the next 30, 60, and 90 days.
  15. A poll for new employees is being conducted.
  16. Take use of SignEasy to expedite your onboarding paperwork.

Time to streamline onboarding paperwork with SignEasy

Furthermore, it shares, stores, and automatically reminds you (and your staff) to sign documents, among many other features. You may even try it out for free by visiting this link. What more could you possibly want?

There’s a lot more. SignEasy meets all of these requirements. Our signature features, which make the processing of onboarding papers a snap, are summarised in the following list:

The files about your employees and onboarding are kept safe using this software. As a result, you will never have to be concerned about data breaches.
Because all material is stored on very scalable cloud solutions, you will never have to remove or trash any employee data in your organization. As a result, you may be prepared for any HR or compliance audits at any time.
Allowing you to assign ‘document fields’ minimizes the likelihood of documentation errors occurring in the process. This feature provides suggestions that guide signers through the form and direct them to the appropriate place to sign.
By allowing you to store templates of all of the onboarding documents, you may increase productivity. Such templates can be utilized for each new hiring, with a few minor adjustments, and therefore save time. Consider how much time and work would be saved by not having to manually type out entire documents.
Integrates smoothly with third-party applications such as Freshworks, allowing all employee onboarding paperwork to be submitted and signed directly from the HRIS!
Aragon & G2 has recognized it for its commitment to customer service and user-friendliness, among other things.
With a monthly subscription fee of about $8, it’s a very reasonable option. You won’t have to spend a lot of money on software upfront, and you won’t have to worry about maintenance.
To find out more about how SignEasy may assist your SMB, please contact us here. As a bonus, we would be delighted to do a customized demo session just for you.

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