Onboarding Checklist SOP

Onboarding Checklist SOP

This is for the Operations Manager to onboard a new employee or intern

Pre-First Day

• Reach out to the new employee.
  • Welcome them to the team.
  • Make sure they know their start date/location for the HUB.
  • Include details of the first day (what they must bring).
• Job Description
  • If it wasn’t established during the hiring process, ensure the new employee knows their general job responsibilities. Once they arrive at the office and settle in, you can create a clearer description.
• Send a company-wide announcement about the new hire, with their name and position.
  • Announce their start date and which office they will be working from.
• Prep workstation (if virtual, confirm they have the necessary equipment).
• Create their new email address (firstname@xscad.de)
  • Add them to Slack, BC, Toggl, and Lastpass with this address.
  • BC: Add them to the Sample Project
    • Slack: Add them to these main channels: general, random, hr, content-seo-social, graphic design, share-your-work, education, floridiansinternal (if they work in FL)
    • Drive: Give them access to all client files
  • Have Marcia create a DJD email for them to log into BC.
• Send them instructions on how to log in to their email before the first day.
• If in person, send a new employee form to the HUB (for their ID + Parking Pass).
• Print HR-related documents.
  • Contact Form
  • Employee Handbook
  • W4 Form
  • Payroll Form

First Day

• Introduce the new employee to the building, the office, and the other employees. Show them the different rooms in the office and their desk.
• Help them log in to the system and skim through the different applications they may be using.
• Let them read + sign all the paperwork.
  • Ask if they have any questions after.
  • Make a copy of all signed forms and scan each one.
  • Save the scanned version for their Personnel File Folder.
  • Hand the physical copies to the CEO.
• Let them shadow another employee for a few minutes to understand the systems.
• Have them log in to their Email, Slack, BC, and Toggl accounts.
• Slack
  • Explain why we use Slack.
  • Show them each of the main channels and explain their usage.
  • Show them the private messages by sending them a personal message.
  • Then have them send their first gif in #general.
• Send them this document to start working through the training process. Staff Onboarding
  • Take any questions as they go.

Start walking them through the rest of the applications.

• Basecamp
  • Explain why we use Basecamp.
  • Show them how a project works, and explain how the “Sample” Project is a sandbox for them to practice using the different tools.
  • Explain how tasks are organized, timelines, Client SOP, etc.
• Toggl
  • Explain why we use Toggl.
  • Have them enter their first toggl time.
  • “Onboarding: First Day” under general-SCAD.
• Drive + Dropbox
  • Make sure they can access both of these properly.
  • If they design, explain How to Sync Google Drive and Dropbox.
• Lastpass
  • Get their email access to the password manager.
  • Walkthrough the process of using Lastpass.
• Slack
  • Go back and help them set their first check-in.
• Payroll and Time Off
  • Go over the holiday calendar, PTO policy, paycheck system, reimbursements, and requests for leave. Also, make it clear what attendance and lunch expectations are and how to send a notice if you are late or sick.

The rest of the week

• Plan a meet-and-greet time (one for Zoom and one for in-person if applicable).
• Ensure any other needs are met (equipment, paperwork, etc).
• Once they have access to the DJD accounts, make sure you explain the connection between SCAD x DJD.
  • How to use their DJD email.
  • How to refer to themselves in a conversation with a DJD client.
• Check-in each day to make sure they are doing well.
  • Make sure they can access the hr documents (PTO requests, Reimbursements, etc.)
• Set an HR meeting to finalize their job description.
  • Ensure their duties and schedule are clear, and they work with you to refine their skills/responsibilities section.
  • Answer any questions about the job description.
  • During this meeting, the company hierarchy and their managerial responsibilities will also be shared.
  • Explain how feedback will be shared and how to request an HR meeting.

Later

• Set up a check-in between 1-3 months after they begin working.
  • Use this time to check on their progress integrating with the systems (especially Basecamp) and the rest of the company.
  • Address any concerns left over from the onboarding process. Schedule any follow-ups if needed.
  • This should be the last step in their onboarding!