HR Skills

Creating a Customized Onboarding Checklist




An onboarding checklist helps ensure that new hires have a smooth, organized, and engaging transition into their roles. A customized checklist can address role-specific tasks, company culture, and departmental needs, helping new employees become productive and feel welcomed from day one.

Below is a guide to creating a customized onboarding checklist, with examples and templates for various roles.


1. What is an Onboarding Checklist?

An onboarding checklist is a structured list of tasks and activities designed to integrate new hires into their roles, teams, and the organization. It ensures no critical steps are missed and provides a consistent experience for all employees.

Purpose: - Streamline onboarding for HR, managers, and new hires.
- Help new hires feel prepared, engaged, and connected.
- Provide clarity on expectations, responsibilities, and goals.


2. Key Sections of an Onboarding Checklist

| Section | Description |
|-------------------------------|-------------------------------------------------------------------------------|
| Pre-Onboarding | Activities before the employee’s first day to prepare them and their workspace. |
| First Day Activities | Tasks to welcome and familiarize the new hire with the team and organization. |
| First Week Orientation | Training, policies, and tools needed for their role. |
| First Month Development | Role-specific tasks, initial projects, and setting performance goals. |
| Ongoing Support (90 Days) | Check-ins, feedback, and long-term development planning. |


3. Steps to Create a Customized Checklist

Step 1: Identify Key Stakeholders

  • Objective: Determine who is responsible for each task.
  • Key Stakeholders:
  • HR: Handles paperwork, benefits enrollment, and compliance training.
  • Manager: Sets role-specific expectations, assigns mentors, and oversees tasks.
  • IT Team: Prepares tools, equipment, and system access.
  • Buddy/Mentor: Guides the new hire through day-to-day activities.

Step 2: Tailor the Checklist to the Role

  • Objective: Customize onboarding based on the role, department, and seniority level.

| Role Type | Unique Onboarding Elements |
|----------------------------|-------------------------------------------------------------------------------------|
| Technical Role (IT, Engineering) | Training on tools, software, and coding practices. |
| Leadership Role | Focus on strategy, decision-making, and leadership team introductions. |
| Customer-Facing Role | Training on communication skills, customer service protocols, and CRM tools. |
| Remote Employee | Emphasize virtual tools, communication guidelines, and regular check-ins. |


Step 3: Add Timeline and Milestones

  • Objective: Structure tasks over specific timeframes (e.g., Day 1, Week 1, Month 1).

Sample Timeline: - Day 1: Welcome, introductions, and basic setup.
- Week 1: Complete orientation and begin training.
- Month 1: Start projects, receive feedback, and set performance goals.
- 90 Days: Evaluate progress and finalize long-term development plans.


Step 4: Incorporate Tools and Resources

  • Objective: Ensure new hires have access to all necessary tools, systems, and training materials.

Example Resources: - Employee handbook.
- Links to onboarding portals (e.g., BambooHR, Workday).
- Login credentials for tools (e.g., email, Slack, CRM systems).
- Training modules (e.g., LinkedIn Learning, Coursera).


Step 5: Build Checkpoints and Feedback Opportunities

  • Objective: Include regular touchpoints for managers and new hires to track progress and address concerns.

Examples: - Weekly check-ins during the first month.
- Feedback survey after the onboarding program.
- Midpoint review to discuss goals and performance.


4. Sample Customized Onboarding Checklist

General Onboarding Checklist

| Phase | Task | Owner | Due Date | Status |
|----------------------|------------------------------------------------------|------------------|---------------|-------------|
| Pre-Onboarding | Send welcome email with first-day instructions. | HR | [Insert Date] | |
| | Prepare workspace (laptop, phone, access cards). | IT Team | [Insert Date] | |
| | Provide access to onboarding portal. | HR | [Insert Date] | |
| Day 1 | Welcome meeting with manager. | Manager | [Insert Date] | |
| | Conduct team introductions. | Manager | [Insert Date] | |
| | Office/virtual tour (tools, platforms, resources). | Manager | [Insert Date] | |
| | Provide employee handbook and policies. | HR | [Insert Date] | |
| Week 1 | Complete compliance training (e.g., anti-harassment).| Employee | [Insert Date] | |
| | Begin role-specific training. | Manager | [Insert Date] | |
| | Schedule first 1:1 check-in with manager. | Manager | [Insert Date] | |
| | Shadow a team member for hands-on learning. | Mentor/Buddy | [Insert Date] | |
| First Month | Assign first project and set performance goals. | Manager | [Insert Date] | |
| | Provide training on advanced tools (e.g., CRM, ERP).| Manager/Trainer | [Insert Date] | |
| | Schedule feedback meeting to review progress. | Manager | [Insert Date] | |
| 90 Days | Conduct formal performance review. | Manager | [Insert Date] | |
| | Gather feedback on onboarding experience. | HR | [Insert Date] | |
| | Finalize long-term development plan. | Manager | [Insert Date] | |


Technical Role Onboarding Checklist Example

| Phase | Task | Owner | Due Date | Status |
|----------------------|------------------------------------------------------|------------------|---------------|-------------|
| Pre-Onboarding | Install required software (e.g., IDEs, DevOps tools).| IT Team | [Insert Date] | |
| | Provide access to GitHub repositories. | IT Team | [Insert Date] | |
| Day 1 | Set up coding environment and test tools. | Employee | [Insert Date] | |
| | Share codebase documentation. | Manager | [Insert Date] | |
| Week 1 | Introduce team to current projects and workflows. | Manager | [Insert Date] | |
| | Assign a mentor for technical support. | Manager | [Insert Date] | |
| | Review cybersecurity policies. | HR/IT Team | [Insert Date] | |
| Month 1 | Assign a minor feature or task to develop. | Manager | [Insert Date] | |
| 90 Days | Conduct technical skill evaluation. | Manager | [Insert Date] | |


5. Best Practices for a Customized Onboarding Checklist

  1. Make It Role-Specific:
  2. Include tasks tailored to the new hire’s job function.

  3. Provide Clarity:

  4. Clearly define deadlines, responsibilities, and expectations.

  5. Automate Where Possible:

  6. Use onboarding software like BambooHR, Gusto, or Workday to streamline tasks.

  7. Include Cultural Integration:

  8. Highlight company values, traditions, and team-building opportunities.

  9. Seek Feedback:

  10. Continuously refine the checklist based on feedback from new hires and managers.

6. Tools to Support Onboarding

| Tool | Purpose | Examples |
|---------------------------|-----------------------------------------------|----------------------------------|
| Onboarding Software | Automate and manage onboarding checklists. | BambooHR, Workday, Gusto. |
| Collaboration Tools | Facilitate communication and introductions. | Slack, Microsoft Teams, Zoom. |
| Training Platforms | Provide e-learning modules. | SAP Litmos, Coursera, Udemy. |
| Knowledge Repositories | Share company policies and resources. | SharePoint, Google Drive. |


7. Conclusion

A customized onboarding checklist ensures new hires feel welcomed, supported, and prepared for their roles. By tailoring the checklist to specific roles and teams, you’ll create a seamless onboarding experience that boosts employee engagement and productivity.


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