Get started with employee forms and onboarding
Making a good first impression when you onboard any new employee is vital. You only have one chance to get it right, so make it count.
A good employee onboarding process is key to engaging your new hire and getting their commitment from the start. It helps a new employee feel welcome and valued as part of your team. Employee onboarding is more than just inductions and orientations. It’s setting expectations, building relationships, and providing support for employees to perform at their best.
Employee onboarding made easy with these checklists
Getting an employee on board can mean working through lots of to-do items. We’ve made a few handy checklists to make the process easier for you.
You’ll need certain details from your new employee before you can pay them, and also for record keeping and as required by law.
Here are the new employee forms that need to be completed:
🗹 I-9 employment eligibility verification form
🗹 W-4 federal income tax withholding form
🗹 Send a new hire report to the state to which you reporting your employee’s wages and taxes
Employee onboarding begins before your new hire’s first day at work. Here are some key tasks to complete before your employee starts.
Documents you’ll need
🗹 If applicable, a copy of the license required for the job (for example, a driver’s license or forklift license)
🗹 A copy of their working visa (for non-citizens)
Start their personnel record
🗹 Salary record or wage and time record
🗹 Leave and holiday record
Employee details you’ll need
🗹 Full name, address, contact number, and email address
🗹 Emergency contact details
🗹 Any special medical needs
🗹 Bank account details (if this is the method of payment for salary or wages)
Details to provide to your employee
🗹 Any documents that can be read beforehand, such as training materials, code of conduct, and information about work hours, break times, benefits, and holidays and leave
🗹 Where to go on day one and who to ask for on arrival
🗹 The dress code
🗹 Any tools, equipment, or other materials they’ll need to bring
🗹 Give them keys, an access card, or anything they’ll need to enter your workplace.
🗹 Set up their workstation and any equipment they’ll need.
🗹 Organize time for key team members to meet with the new employee.
🗹 Make sure any special medical needs are met.
Employee onboarding doesn’t have to all be done on an employee’s first day. Too much information can be overwhelming, so try to space it over a few days or a week.
Make your employee welcome and get them set up
🗹 Think about how you can make your new employee feel welcome. Have morning tea to celebrate them starting or organize a lunch to introduce them to the team.
🗹 Show them their workstation. A welcome card on their desk or a welcome package containing sweet treats and other goodies adds a personal touch and makes for a positive first day experience.
🗹 Give them any tools or equipment they need and show them how to use it.
🗹 Show them how to log in, set up, or access any resources they need.
Show them around your workplace
🗹 Organize a tour of the workplace, including facilities and amenities like the kitchen, toilets, and lockers.
🗹 Give them a health and safety briefing.
Help your employee become fully engaged with your business
🗹 Give them a snapshot of the history of your business.
🗹 Describe the products or services you offer.
🗹 Educate them about your customers.
🗹 Share the company’s culture and values.
Help them become successful at their job
🗹 Explain why your employee’s role is important and how it fits into your business.
🗹 Go over the specifics of the job, including a clear explanation of duties and responsibilities and any expectations that need to be set from day one.
🗹 Describe any goals they need to meet.
Let your employee in on the inner workings of your business
Ensure your employee understands:
🗹 workplace policies and practices
🗹 the pay process
🗹 the performance review process
🗹 the trial or probation period
🗹 any employee benefits and perks
🗹 the process for resolving employee problems
Check on your new employee for the first few days and weeks. See how they’re settling in and get them the information and tools they need to be a productive member of your team.
🗹 Chat with them regularly to see how they’re going, answer any questions they have, and address any difficulties they’re experiencing.
🗹 Assign them a buddy, partner, or mentor who can help them get acquainted with the role.
Top tips for a great employee onboarding experience
A great employee onboarding experience makes all the difference. Here are five tips to set your employee up for success from day one:
Start early: Make sure everything’s ready before your employee’s first day.
Clarity is key: Give them a clear roadmap of how they can succeed at their job.
Constant communication: Let them know you’re always available to answer any questions, lend a helping hand, or even just for a casual chat.
Make it personal: Adding a personal touch to the employee onboarding experience can make your new employee feel valued.
The little things count: From where the lunch area is to how to use the printer, providing your new employee with all the information they need – no matter how small – will help them succeed.
6. Get started with employee forms and onboarding