First impressions aren't just for interviews. Building stellar rapport is essential as your new teammates find their footing. It's well supported that onboarding is the most important step in the employee journey. This is your chance to make a great first impression, ensure a seamless transition into new roles, and create long-term employee engagement and brand loyalty.
A smooth, engaging onboarding experience sets the tone for your new hire’s journey, directly influencing retention, productivity, and culture alignment. In fact, strong onboarding can improve employee retention by 82% and productivity by over 70%, according to Glassdoor. Prioritizing onboarding and going into those first few months with a solid gameplan is the best way to strategically create a positive employee culture while ensuring a successful ramp up.
This checklist is designed to help you streamline administrative tasks, embed company culture, and wow your new hires from day one. Let’s get started!
Pre-Arrival: Setting the Stage
Your new hire’s onboarding experience begins before they even step through the door.
- Send a welcome packet that includes their first-week schedule, key contacts, parking or arrival instructions, and IT setup guidance. This helps reduce first-day nerves and demonstrates your organized approach.
- Set up hardware, software accounts, and permissions before their arrival, ensuring their email, Slack, project management tools, and any required software licenses are active.
- Share company culture assets such as a welcome video from leadership, your employee handbook, team bios, and links to your mission and values. It gives your new hire a sense of belonging early on.
- Confirm day-one logistics, including workspace setup (clean desk, chair, and monitors ready), parking or building access, and security credentials if applicable.
A seamless pre-arrival phase reduces admin stress, prevents first-day delays, and sets the expectation that you value your employees’ time and comfort.
Day One: First Impressions Matter
The first day is your golden opportunity to validate your new hire’s decision to join your organization. Make it a great one with the following ideas!
- Welcome activities: Ensure the new hire is greeted by their manager and introduced to the team with warmth.
- Office tour and facilities overview to help them feel comfortable and oriented.
- Role overview and performance expectations should be communicated clearly, including short-term goals and how success will be measured.
- IT setup walkthrough to confirm all systems, accounts, and tools are accessible.
- Provide a first-day checklist so your new hire can track completed steps and note any questions, making the process interactive and organized.
Taking these steps on day one fosters immediate engagement and removes uncertainty, allowing your new hire to start contributing confidently.
Week One: Building Momentum
Once your new hire has settled in, keep the momentum going to deepen their integration.
- Schedule key trainings and compliance sessions, covering mandatory policies and initial role-specific learning.
- Assign a peer buddy or mentor to guide your new hire through informal questions and cultural nuances while building connections.
- Introduce cross-functional teams they will collaborate with, helping them understand workflows and team dynamics.
- Host a welcome lunch or informal meet-and-greet with the team, building camaraderie and personal connections early.
- Provide early feedback/input points, letting your new hire know what they’re doing well and where to focus next.
An intentional first week helps your new hire feel supported while reinforcing their purpose within your organization.
First 30/60/90 Days: Continued Engagement
Onboarding doesn’t end after the first week. It’s a journey that grows alongside your employees as they continue to ramp up, build expertise, and feel comfortable in their roles. A structured 30/60/90-day plan ensures continued growth and alignment.
- Map out a training timeline, including advanced system tutorials, shadowing opportunities, and check-in points.
- Launch learning modules or e-learning through your LMS to support self-paced development alongside on-the-job training.
- Conduct regular check-ins with your new hire, starting with weekly one-on-ones, then moving to bi-weekly as they become more independent.
- Track progress using a shared checklist that can be updated by the manager and new hire, ensuring alignment on priorities and progress.
- Collect feedback from both the new hire and their manager to refine your onboarding process continually.
Structured engagement across the first 90 days builds confidence, boosts productivity, and demonstrates your commitment to employee development.
Top Administrative Essentials for Onboarding with Ease
While the human side of onboarding is critical, administrative tasks ensure compliance and smooth HR operations. Loc
- Complete I-9, E-Verify, and compliance forms digitally for secure, efficient record-keeping.
- Sign PTO, benefits, payroll, and policies agreements, ensuring your new hire understands their entitlements and responsibilities.
- Document onboarding progress in your HR system for accurate reporting and audit readiness.
Utilizing a human capital management system like isolved, offered by Platinum Group, can streamline these processes, reducing manual tasks for your HR team.
Wrapping Up Onboarding
At the end of the onboarding period, it’s important to formally recognize your new hire’s progress and gather feedback.
- Conduct a final 90-day review, discussing accomplishments, challenges, and development plans moving forward.
- Solicit feedback on the onboarding experience to identify opportunities to improve and enhance future onboarding processes.
- Recognize the completion of onboarding publicly, whether through a company-wide email, Slack announcement, or team meeting, to celebrate their successful integration.
This final step solidifies your new hire’s sense of belonging and motivates continued engagement in their role.
Bringing Together Training and Talent
A thoughtful onboarding process isn’t just about paperwork; it’s about creating an experience that makes new hires feel seen, supported, and excited to contribute to your organization’s mission. When you blend clear role training with a warm, engaging welcome, you help your new team members build confidence and connect their work to your company’s larger purpose.
By following this onboarding checklist, you can reduce turnover, boost productivity, and build a culture where employees feel valued from day one. In turn, you’ll foster loyalty and inspire your new hires to bring their best ideas and energy to your business—laying the foundation for long-term success for both your people and your organization.
About Platinum Group
Platinum Group is your partner in human capital management, offering solutions that streamline your operations and empower your teams to succeed. We’re here for you every step of the way so you can support the people that matter most. Reach out to our team of experts to schedule a complimentary HR/Payroll Assessment to start building a thriving company today.