Leader’s Onboarding Checklist

The onboarding process for new employees begins the moment they accept their offer. This checklist is designed to assist Hiring Leader’s with the onboarding process, from preparation for the new employee’s arrival to their successful integration into their department and the Faculty. You may wish to add additional activities and/or delegate tasks to another member of your team as appropriate.

Click on the link ‘Leader’s Onboarding Checklist’ to the right of the page to download your own PDF version.

Leader's Onboarding Checklist

Before Arrival

Outcomes: A welcoming work environment with a fully equipped workspace, prepared to welcome new employee and affirm their decision that the FHS is a great place to work.

Notify HR of successful candidate; provide relevant information for offer (e.g., start date, starting salary, reporting details, position details, job description)
Receive notification from HR regarding acceptance of offer and confirm time for new employee to meet with HR; you will be copied on all HR communications with your new employee regarding enrolment forms, MAC ID details, etc.
Phone/email your new hire to officially welcome them to the FHS and answer any immediate questions they may have (once offer from HR accepted); clarify what time you expect him/her to arrive on their first day, location of department, parking, work attire, etc.; provide a contact number in the event any questions arise prior to first day, confirm any workplace accommodations required
Set up workspace, equipment (computer, phone), office supplies, business cards, keys, security access (as applicable) and any required technology access (Mosaic, shared drives, printers, etc.)
Ensure new hire is added to relevant email distribution lists or other internal communication tools; update Faculty/Staff directory with new employee’s contact information, and update department website as applicable
Assemble a department orientation package that includes job description, key contacts, organizational charts, strategic plans and priorities, specific policies and procedures that pertain to their role, and any other relevant information
Prepare a schedule for the employee’s first 1-2 weeks, including the new hire’s first assignment

First Days

Outcomes: Employee feels welcomed, comfortable, prepared and supported; begins to understand the position and performance expectations.

Clear your schedule for your employee’s first day to greet them personally, and be available to check-in at the end of the day to answer any questions
Send welcome email to team with short bio and what the new employee will be doing as part of your team; copy new hire
Review department orientation package, providing an overview of the department mission, structure and priorities
Provide orientation to role, review job description, duties and expectations, clarify schedule (including break times) and any required training, set some early goals
Discuss procedures for scheduling time off, unexpected absences, what to do if they will be late, work schedule, hours, breaks, overtime, pay schedule, vacation, sick time, statutory holidays, etc.
Provide computer and phone orientation, use of shared drives, voicemail, email (ensure able to activate McMaster email)
Introduce to Mosaic and have a training plan in place if required for role
Review information about what to do in case of emergency, identify any procedures unique to the employee’s work location
Introduce to colleagues, discuss the formal and informal culture, values and practices of the Faculty and department
Give a tour of the employee’s new environment including location of washrooms, kitchen and appliances (if applicable), copy/fax machine, emergency exits, office supplies, cafeteria, fire extinguishers, first aid kit
Distribute assigned key to office
Provide parking chit for first day to allow time to sort out parking
Review the Health Sciences New Employee website with the employee and answer any questions the employee may have
Provide time to attend HR Welcome Meeting to review and complete all necessary new hire documentation
Assign a manageable assignment within the first week, be prepared to help the new hire sort priorities at first
Make performance standards clear and let the associate know how his or her performance will be measured. Discuss any probationary review timing. Give feedback immediately on how he or she is doing
Provide time to meet with FHS Ambassador

First Weeks

Outcomes: New employee builds knowledge of internal processes and performance expectations; feels settled into the new work environment. Employee is cognizant of his/her performance relative to the position and expectations; continues to develop, learn about the organization, and build relationships. Ensure the employee feels part of the team and understands their role and expectations.

Recommend McMaster’s New Employee Orientation program, and provide time for employee to attend
Ensure employee completes required health & safety and AODA training (and any other required)
Review incident/injury reporting, working alone policy, and SOPs related to department and role
Offer an ergonomic assessment of work station, to be provided by FHS Safety Office
Assist and provide any necessary training in Mosaic
Review in detail responsibilities and expectations and explain how the role fits in the team and department
Explain your own responsibilities and current priorities and how the employee’s job supports them
Review department guidelines and any applicable university policies impacting their work
Set expectation for communication with the employee, will you have one on one meetings, how often will they occur, who will schedule them, do you have an open door policy, etc.
Check in regularly with employee, answer questions, review expectations and set performance goals and priorities

First Months

Outcomes: Employee is becoming fully aware of his/her role and responsibilities, beginning to work independently and produce meaningful work. He/she continues to feel acclimated to the environment both functionally and socially. Ensure the employee is engaged and a valued contributor in meeting organizational goals.

Complete 30-day check-in with new employee, in-person, relaxed environment (see Tools & Resources for sample)
Schedule regular meetings to touch base, review and clarify performance objectives, expectations, project updates, and answer questions
Continue to provide regular informal feedback on an ongoing basis
Provide information about university events and activities related to the employee’s interests
Conduct interim/probationary review as appropriate
Explain the performance review process and create written performance goals and professional development goals

First Year

Outcomes: Employee is fully engaged in new role – applies skills and knowledge, makes sound decisions, contributes to team goals, understands how his/her assignments affect others in the organization, and develops effective working relationships. He/she has gained greater confidence in position, begins to take on additional assignments and works with some level of autonomy. Ensure the employee is motivated and performing at full working level, with full support of supervisor and team.

Continue to regularly review and clarify performance objectives and expectations, discuss project updates and answer questions
Provide positive coaching, review issues or challenges, and provide regular, informal feedback
Discuss career development and plans for the future

Recommended Resources

Did you know?

Participants of structured onboarding programs are 58% more likely to be with the organization after 3 years. (Wynhurst Group)

Leader’s Onboarding Checklist