A 9-Step Hiring Employee Checklist

When hiring, we all want the most supernatural employee to work and contribute to the company.   

However, the process can be time-consuming and stressful, especially when there are countless resumes and cover letters. That’s where a hiring employee checklist comes in handy.  

Have you ever wondered how successful companies like Google and Apple manage to attract the best talent?   

One of their secrets is having a pre-planned hiring process that includes a well-prepared hiring employee checklist.   

It ensures that all necessary steps are taken to evaluate each candidate’s skills and experience.  

So, let’s stop wasting time and start discussing how you can quickly prepare your own checklist. 

What’s An Employee Checklist  

An employee checklist is a list of responsibilities that HR should complete immediately when a new employee is hired.  

In simpler terms, it’s like a recipe for a perfect onboarding experience that ensures everything is covered and everyone is on the same page.

The checklist helps ensure that all the administrative work is completed before the employee’s start date, such as completing necessary forms and setting up the payroll.  

However, the real reason why I love an employee checklist is that it saves everyone time and headaches.   

No more forgotten paperwork, missed deadlines, or scrambling to find an available computer for the new hire.   

It also shows that the organization values its employees’ time and wants to make their transition into the company as smooth and stress-free as possible.  

Hiring Employee Checklist  

A checklist can help employers avoid common onboarding pitfalls and create a positive and productive work environment.  

Here is an employee checklist that can help you generate some leads.  

Complete All Necessary Paperwork  

Ensure the new employee fills out all essential forms, such as tax and employment documents, and confirm that all the information is accurate.  

Obtain Documentation  

Ensure the employee has the necessary identification, such as a passport, to complete their employment verification.  

Moreover, you should also collect the following documentation required by the state.   

• Direct deposit documents  
• I-9 information and form  
• W-4 information and form  
• State tax withholding document  

Set Up Payroll And Benefits  

Establish payroll accounts, including direct deposit and benefits enrollment, and provide any necessary information about the company’s health and retirement plans.  

Provide An Employee Handbook  

Give the new employee a copy of the employee handbook and review company policies and procedures to ensure they understand what is expected of them.  

Schedule Training Sessions  

Training sessions are highly beneficial for new employees to understand their roles.  

Schedule training sessions and orientations, including safety training and job-specific training.  

Set Up Necessary Equipment  

Workers searching for a spare PC or anything to work on reflects the bad profile of a company.  

Ensure the new employee has all necessary equipment and software, such as a computer, a separate user account (if needed), and access to other required systems.  

Introduce To Team And Colleagues  

Introduce the new employee to their colleagues and team members and provide an overview of their roles and responsibilities.  

Plan First-Day Agenda  

Plan a detailed agenda for the new employee’s first day, including an office tour and meetings with their supervisor and team members.   

This can help them get a brief introduction and overview of the environment in which they will work in the future.  

Conduct Check-Ins  

As the days pass, you can schedule weekly check-ins with the new employees to ensure they settle in well and address any concerns.  

You can also inform the support services department about the new employee and resolve any issues immediately.  

Are New Hire Checklists Worth It?  

Yes! They are worth it.

New hire checklists will always save you from many problems, including the embarrassment of not having free working equipment for the new employee.  

Here are some reasons you should also opt for a new hire checklist.  

Helps To Streamline The Onboarding Process  

With a new hire checklist in hand, the onboarding process can be more streamlined, making it easier for the HR department to ensure that all necessary tasks are completed and nothing is missed.  

Ensures Compliance With Laws And Regulations  

New hire checklists are also a lifesaver in helping companies stay compliant with laws and regulations by ensuring that all necessary paperwork is completed, including tax forms and employment verification.  

Reduces The Risk Of Errors   

Most errors are committed due to the human tendency to forget things.  

However, a new hire checklist can help reduce the risk of errors by ensuring that all tasks are completed accurately and on time.  

Even if you forget anything as a hirer, the hiring checklist will quickly remind you of what you need to do.  

Improves Employee Engagement  

A structured onboarding process can help new employees feel more engaged and valued, leading to higher retention rates.  

Helps To Establish Company Culture  

New hire checklists include tasks such as introducing the new employee to company culture, policies, and values, helping to establish a sense of belonging.  

This will also help the employee become more dedicated and make more friends within the company, fulfilling his role positively.  

How To Do A Background Check For New Hire?  

It is necessary to do a background check before hiring any new employees.  

As briefly explained, employers can collect the security documents from the candidate and then conduct a screen test. 

Here is a detailed explanation of how to do a background check for new hires.

Employers can start by first obtaining written consent from the candidate.

They must then decide which areas to check, such as criminal records, credit history, and employment verification.   

Once this is done, the employer can choose a reputable background screening provider and provide the candidate’s information. Then, it is up to the employer to hire or fire the candidate.  

You, as an employer, can also check other things, such as the candidate’s social platform, to be well-informed about him.  

However, it should be remembered that it is mandatory to get the candidate’s permission before stalking any of his/her social media accounts.  

While the idea of a hiring checklist may sound time-consuming and lengthy, it is actually extremely useful.  

Though a well-designed hiring checklist can benefit both the employer and the new hire, I would advise you not to fill it with too many precautions.   

Moreover, you should also keep updating your employee checklists. Overused checklists aren’t beneficial in most cases as they aren’t flexible nor match the changed environments of the companies.

Frequently Asked Questions