You've Hired The Perfect Employee, Now What?!

You’ve done it, you have hired what you deem to be the perfect fit for your company. How exciting. So, now it’s time to prepare for their smooth transition into the office, and career with in the company with our new employee checklist! 

Pre-offer Acceptance: 

  • Send offer letter. Should include position, title, salary,etc. (see sample templates on HR website)

Pre-Hire Preparation 

  • Complete Hire Form and submit appropriate hire paperwork to Human Resources and Corporate Payroll Services
  • Send Department Welcome Letter to new employee which should confirm position, title, salary, supervisor and when/where to report. Include union contract if appropriate. Include any other documents you want employee to have in advance of first day of employment.
  • Call new employee to confirm receipt of Department Welcome Letter and confirm start date, place, etc.
  • Send internal memo to department announcing new employee's arrival date and responsibilities (see template New Employee Announcement)
  • Ensure cleanliness and order of work area. Set up office space with phone, computer, supplies, office keys, etc.
  • Order/install telephone, phone number and voicemail access
  • Arrange for computer login and password setup, email setup, and any required software installation
  • Develop department welcome and orientation binder (see template Orientation Binder Suggestions for list of items you may want to include)
  • Select and train an orientation buddy
  • Create a schedule for new employee to include introduction to orientation buddy, required training, meetings with supervisor, meeting with working colleagues within and outside of department, etc.
  • Coordinate a meaningful first work assignment
  • Arrange team lunch with supervisor for first day of work

New Hire Introduction - During First Day: 

  • Greet the employee and introduce to co-workers and work areas
  • Introduce employee to orientation "buddy" and explain role of orientation buddy
  • Review information provided in department orientation binder
  • Review job description and expectations
  • Assign first project/assignment and schedule follow up meeting to discuss any questions employee may have after beginning work on project/assignment
  • Review first week schedule of activities
  • Take staff member to ID office and parking department
  • Welcome lunch with supervisor and orientation buddy

During First Week:

  • Review companies mission, vision and guiding principles
  • Ensure employee understands relationship between their job, the department and the institution
  • Review job responsibilities and expectations (30, 60, 90 days), work relationship with others in the department and department (work rules, work schedule, time away from work, meal break/work breaks, pay policies and procedures, office supply order procedure, severe weather plan, work attire, emergency procedures, parking, building access, telephone/email policies, etc.)
  • Review department priorities/key projects for coming year
  • Employee should complete online workplace safety trainings relative to position and work location
  • Host welcome celebration with department
  • Develop department personnel file for employee.

New Hire Orientation (First day through First Month of Employment) 

  • Ensure employee attends orientation to gain overview of organization, mission, vision, values, total compensation and HR programs.  Benefits representatives will be present to assist in enrolment
  • Follow up with employee after orientation event  to ensure understanding of critical messages and expectations
  • Encourage employee to take advantage of the many cultural events and unique offerings available at your organization.

Department Orientation (First 30,60,90 days of employment)

  • Meet regularly with employee to answer questions and ensure they are becoming acclimated to department and position
  • Conduct 30 and 60 day meetings with supervisor to review employee questions and establish performance expectations/goals. Ensure employee is becoming acclimated to department and position responsibilities
  • Conduct 90 day evaluation meeting and form (end of Orientation and Evaluation (new hire) or Trial (transfer) period). Decision should be made to recommend successful completion, extension of period for 30 days, or discharge because of unsuccessful completion of review period.
  • Assess the department's orientation process, encourage feedback from employee
  • Review and determine employee's professional development plan for coming year