Onboarding Checklist Overview

Office of Human ResourcesVirginia Department of Health

For Supervisors

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Your Critical RoleResearch shows that your employees’ relationship with you is one of the most significant in their work life.

Most employee turnover is ultimately caused by supervisors’ relationships with employees (or lack of it).

The ability to assimilate new employees is a core competence of supervisors.

Learn MoreTake a look at the Office of Human Resources Webpage that further explains your role in employee onboarding and why it is so critical.

http://vdhweb/qihr/managers/effective-onboarding.asp

3 ChecklistsThe Office of Human Resources has developed 3 checklists to assist you in onboarding new employees.

1 2 3

HR AnalystSupervisor Employee

3 ChecklistsThere’s a checklist for you, the supervisor, the human resource analyst and the employee.

Quality AssuranceWe want to ensure that each new employee gets the same information in a timely manner.

High PerformanceWe hope that these tools will ensure that each supervisor meets the same level of performance.

Structure and Components

Implementation

Reminders

Basic StructureLet’s review the basic structure of the checklist you would use if you had a new employee.

NoteThere is a note at the top of the checklist.

Note to Supervisor: Research shows that an employee’s relationship with his/her supervisor is one of the most significant in the employee’s work life. Most employee turnover is ultimately caused by that relationship (or lack of it), which makes the ability to assimilate new employees a core competence of supervisors.

The Office of Human Resources designed this checklist to assist supervisors as they orient each new employee to the Virginia Department of Health and their work unit. It serves as a structure for communicating all relevant agency and work unit policies, administrative procedures, position responsibilities and expectations, and other essential information.

SUPERVISOR CHECKLIST FOR NEW EMPLOYEES

Supervisor’s NoteThis note explains the important role that you play in employee retention and the purpose of the checklist.

BEFORE THE FIRST DAY

Before the First DayAfter the note, there’s a section that lists tasks to complete before the employee’s first day.

BEFORE THE FIRST DAY

NOTES

Your NotesThere’s a section for your notes below each section.

FIRST DAY

ADMINISTRATIVE TASKS

REVIEW WITH THE EMPLOYEE

[See Points to Emphasize - XXXXXX]

First DayThe next section lists administrative tasks and information to review with the new employee on his/her first day.

FIRST DAY

ADMINISTRATIVE TASKS

REVIEW WITH THE EMPLOYEE

[See Points to Emphasize - XXXXXX]

Points to EmphasizeNotice the “See Points to Emphasize” in blue italics beside certain items. These points are on the last few pages of the checklist.

FIRST DAY

ADMINISTRATIVE TASKS

REVIEW WITH THE EMPLOYEE

[See Points to Emphasize - XXXXXX]

Points to EmphasizeIt is critical to review these points with the new employee. You can even add your own. Just be sure to review all of the points provided.

FIRST WEEK

ADMINISTRATIVE TASKS

REVIEW WITH THE EMPLOYEE

[See Points to Emphasize - XXXXXX]

First WeekThe next section lists activities to be completed during the first week.

SECOND WEEK

FIRST MONTH

FIRST 90 DAYS

6TH MONTH

FIRST YEAR

Additional CheckpointsThere are also sections for activities to be completed in the 2nd week, 1st month, 1st 90 days, 6th month and 1st year.

Employee’s ChecklistThe employee’s checklist has a similar structure.

NEW EMPLOYEE ONBOARDING CHECKLIST

Instructions: Check the boxes to indicate that the appropriate person reviewed the items on the checklist with you. At the end of your first month of employment, you, your supervisor and your Human Resources Representative should sign this checklist and store it in your personnel file.

Each work unit is organized differently. If there are any items on this checklist that are not your responsibility, please coordinate their completion for your new employee.

NEW EMPLOYEE ONBOARDING CHECKLIST

InstructionsIt begins with instructions that explain what the everyone should do, in what time period and how the checklist should be stored.

ON MY FIRST DAY, MY SUPERVISOR

ON MY FIRST DAY, MY HUMAN RESOURCE REPRESENTATIVE

CheckpointsIt starts with the first day and lists what you and human resource representative did and reviewed.

ON MY FIRST WEEK, MY SUPERVISOR

ON MY FIRST WEEK, MY HUMAN RESOURCE REPRESENTATIVE

CheckpointsIt lists the same sections for the first week.

DURING MY SECOND WEEK, MY SUPERVISOR

DURING MY FIRST MONTH, MY SUPERVISOR

CheckpointsFor the second week and first month, it lists items that you should have completed.

SignaturesAt the end, there are spaces for your signature, the employee’s signature and the human resources representative’s signature.

Structure and Components

Implementation

Reminders

Next StepsNow that you know why we developed the checklist and explored the various components of each, let’s review the next steps.

I accept

your offer!

Checklist ReviewAs soon as you know the employee’s start date, you and the human resource representative should review the checklist and complete “Before the First Day” tasks.

Regular ReviewOnce the employee begins, you should review the checklist weekly to identify what you’ll need to do or review the following week or month.

CompletionAt the end of the employee’s first month, everyone signs the checklist. The human resource rep places the original in the employee’s file and give him/her a copy.

September

1

Implementation DateThese checklists are not mandatory. However, we would like all work units to begin using them by September 1.

1. Did you have a new employee in the past 30 days?

2. Did you use the checklist?

3. How many supervisors had a new employee in the past 30 days?

4. How many used the checklist?

5. Did you find it helpful?

6. Did your supervisors find it helpful?

SurveysApproximately one month after you’ve used the checklists, we will survey each HR Rep so we can determine if the checklists were helpful and how we should move forward.

Structure and Components

Implementation

Reminders

Don’t ForgetFollowing are a few reminders...

The checklist includes basic information and tasks, nothing superfluous.

The checklist is a tool that was designed to help you be more successful and more effective supervisors.

Put yourself in your new employees’ shoes so you can see the value of the activities on the checklist.

Remember to review the checklist as soon as you know a new employee is joining your team.

For More Information, Contact Michelle E. Johnson

Agency Training Resources Coordinatormichelle.johnson@vdh.virginia.gov

Thank you for your attention!