Onboarding Planning Tool

7/26/2019 Onboarding Planning Tool

1/5

Onboarding Planning Tool

WHO/WH

EN

Prepare Welcome/Orient Connect/Integrate

Upon hire decisionAfter Kerberos

creation

Close to start

dateirst da!"s# irst $ee%"s# irst month"s#

&onths

'()

&ont

*(+,

Local HR

Contact

Finalize start date1

Submit hire or change

transaction in Atlas

Confrm onboarding roles

& responsibilities

Confrm employees

receipt o e! Hire

Letter

"mail e! Hire Letter to

manager

"mail employee !ith

additional local

instructions #

Send $erberos

username to

those !ho need

it

Communicate frst

day logistics%

Communicate

socialpractical

norms & ino'

Assist !ith completing

any outstanding

e! Hire Acti(ities

Chec) in !ith employee

Chec) in !ith manager

Confrm

understanding o

)ey department

policies &

procedures

*n(ite to !elcome

brea)ast

+erorm

',

month

inter(ie

! -

Send -,

month

notice

./ce

Administra

tor

Re0uest technology

e0uipment 1

Create personnel fle

.rder personalized

supplies2

*dentiy o/ce location

*dentiy orientation

buddy

3pdate department

documents and

databases 4

Arrange par)ing5 i

needed

Re0uest phone set

up

6anager *dentiy peer buddy 7

8loc) o9 time or

employee on calendar

Add to standing

meetings

Re0uest

authorizations :;

.rient peer buddy

Announce hire to

departmenttea

marea ::

+lace !elcome

call to

employee

Create schedule

or frst e!

!ee)s12

.rient to role5

responsibilities &

eiscuss communication15

?i(e o(er(ie! o

department area16

.rient to 6*= as an

*nstitution :2

>iscuss & set goals:4

+erorm %,month

chec) in

*ntroduce to

clientscolleagues

rom other

>LCssites :7

+erorm

1,

month

re(ie!#;

+erorm

:,ye

re(ie#:

.rientation

8uddy

8loc) o9 time to

spend !ith

employee

+repare !elcome

Accompany employee

to @#;

?i(e tour o local !or)

en(ironmentsB #'

.rient to local *= systems #-

"


2/5

WHO/WH

EN

Prepare Welcome/Orient Connect/Integrate

Upon hire decisionAfter Kerberos

creation

Close to start

dateirst da!"s# irst $ee%"s# irst month"s#

&onths

'()

&ont

*(+,

pac)et22

+repare o/ce23 *ntroduce employee to

local co,!or)ers

resources #2 employment #7

+eer 8uddy *ntroduce sel =a)e employee to lunch

Suggest mailing

listsammer groups o

possible interest

Local *=

pro(ider

Confgureset up

e0uipment

Assist !ith phone and

technology

e0uipment set,up

and basic use30


3/5

: @hen determining a start date5 ma)e sure the manager !ill be a(ailable to spend time

!ith the ne! hire5 and that there !ill be su/cient time to prepare or himher

# Could include electronic (ersion o the HR e! Hire Letter5 local orms5 pre,hire

chec)lists

% Confrm start date & time5 and !here they should go frstD par)ingtransportationD !hat

to bringprepare eEgE *,7 documentationBD basic schedule or the day

' =his could include ino about )itchen acilities and lunch optionsD ino about o/ce

spaceD guidelines on clothing !hat to !earbring5 espE i climate control is an issueB

- 6ight !ant to re(ie! this grid to identiy any incomplete items

1 *ncludes hard!are laptop5 tablet5 phoneBD sot!are

2 +ersonalized supplies might include 8usiness cards5 name plate5 nametag5 badge5

uniorm

4 =hese might include org charts5 local sta9 directoriesdatabases!ebsites5 online

department directory5 Goor plans

7 See 8uddy ?uidelines at http!elcomeEmitEedumanagerstoolsbuddy

:; Authorizations might include access to department ser(ers5 printers5 intranets5

databases5 buildings5 copiers5 etcE Add to mailing listsD add authorizations in Roles

databaseD re0uest tra(el card

:: Announcements should include start date5 employees role5 and a short bioE Copy the

ne! employee5 i appropriateE

:# *dentiy standing meetings to attend5 people to meeteat !ith in frst !ee)sD could

include !elcome brea)ast or other local ne! hire e(entD :: meetings !ith area

directors5 peers5 direct reports5 clients5 colleaguesD HR e! Hire .rientation and othertrainingsD campus tourD etcE

:% >iscuss ob descriptionD perormance re(ie! processD set e


4/5

:' Could be standard sot!are eEgE 6icrosot ./ceBD e0uipmentD 6*=,specifc tools or

proceduresD business s)illsD membership eesD reerence materialsE =raining options

include :: training by a colleague5 open enrollment courses5 lyndaS)illsot5 readingsel,

study5 etcE

:- *nclude ho!5 !hen5 ho! oten to communicateD specifc meeting schedule both

regular meetings and specifc onboarding chec),ins or assessmenteedbac)B

:1 .(er(ie! might include org structure5 subgroups5 teams5 methods o communication

internal and e


5/5

adust temperature

#- Local *= orientation might include !ebsites5 intranet5 standard programs5 older

structure5 security protocols

#1 Administrati(e and fnancial procedures might include =ime o9 re0uestsD time sheetsD(acation trac)ingD emergency closingsD freemergency protocolD *= securityD ordering

materials5 boo)s5 membershipsD tra(el re0uestsD trainingD reimbursement proceduresD etcE

ideally also let them )no! !here to fnd this ino in !ritingB

#2 For e

Documents

Onboarding Planning Tool