The step-by-step onboarding checklist for remote employees

Before day 1- Engage new hires before their first day

IT department  

• Ensure that the computers and other devices are work-ready. 

• Provide login access to the necessary tools for the new employee. (e.g., email account, communication apps, etc.)

HR team 

• Make sure the HR-in-charge department sends an onboarding email letter to the new employee. (Confirm their first day in the email)

• Ensure that the necessary documents and training materials are sent to the new employee. (e.g., Employee handbook, New hire launchpad)

• Provide new hire with a contact in the event of any questions.

• Notify the manager about the new employee's first day.

Manager

• Work with the HR team to outline each step of the onboarding process to avoid information overload before being forwarded to the new employee.

• Inform the new employee about their job goals and expectations.

• Ensure a supervisor or mentor is made available to work the new hire through from the first day.

• Prepare a training slide for an one-on-one meeting.

Day 1 - Give new hires a perfect start 

IT department

• Deliver work equipment to the new employee.

• Guide them through a technical setup via an online call or chats.

• Ensure the new employee fully signs up with the accounts your company uses.

• Provide security guidelines to clarify:

  • What steps the new employee should take to protect their password and company’s data.

  • What things they should avoid when posting on social media.

  • Who they should contact if the company's laptop is lost.

HR team 

• Send out an email to your workforce to introduce them to the new employee.

• Record a virtual office tour newcomers can watch from their mobile app.

• Discuss which main communication channel is used for new employees to keep in touch with them.

• Send the new employee a checklist of documents that need to be submitted with due dates. (Preferably using an HRIS to send and track pending tasks automatically. Plus, the data is synced up with the employee record in one place) 

Manager 

• Arrange a one-on-one meeting with the employee to discuss job expectations, goals, and responsibilities.

• Schedule at least one meeting to introduce all the team members.

• Provide the new employee with necessary training materials.

• Invite the new hire to any daily/weekly meeting if any.

• Answer all their questions.

• Check in at the end of the day to see how they're doing.

• A detailed checklist of essential tasks you need to do from before day 1 to the first 30 days.
• Onboarding email template for new hires on day 1.
• New member announcement email template.

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  The template is fair use for your own purposes. Feel free to copy or refer to the structure and guidelines inside.
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  Keep in mind that this template is not a legal document and may not take into account all relevant local or national laws.
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  Print out for easier handling and communication with your team.