Take the following steps to ensure smooth onboarding of all new employees:

1. Schedule new hire orientation.

2. Prepare the following new hire documents:

Form I-9. ❍

Form W-4. ❍

Confidentiality agreement. ❍

Emergency contact information. ❍

Benefit forms. ❍

Employee handbook. ❍

Offer letter and job description. ❍

Direct deposit form. ❍

Organizational chart. ❍

Phone list and office map. ❍

Safety instructions. ❍

Personnel action form. ❍

State-required new hire pamphlets. ❍

Other state or local documentation requirements. ❍

Any other material a new hire would find useful on the first day.

3. Conduct new hire orientation/onboarding process with the following steps:

Review and discuss new hire paperwork. ❍

Schedule or conduct safety training. ❍

Provide tour and introductions with the manager. ❍

Provide information on company logistics, including work station location, break rooms, and restrooms. ❍

Provide instructions for phone and computer access. ❍

Sign agreements for security access and keys. ❍

Explain timekeeping requirements. ❍

Explain organization structure (provide organization chart and job description). ❍

Discuss company mission, vision, values, and goals. ❍

Describe company products and services. ❍

Describe benefits of working at the company (employee benefits, job opportunities, etc.).

4. Upon completion, review new hire paperwork for completeness and accuracy.

5. Create personnel and confidential file folders.

6. Process new hire paperwork as needed and update the human resource information system.

7. Provide payroll with a copy of the employee’s Form W-4, direct deposit information (if applicable), and other necessary information.

8. Provide new employees with a “welcome package,” schedule first-day lunch with the manager or coworkers, and assign an onboarding “buddy” to help the new employee get acquainted with the company.