When a checklist is used, the system automatically sends notifications or workflows to the relevant people – with precise information on what needs to be done and when. This ensures that nothing is forgotten and that HR, managers, and cross-functional teams work together effectively to create a professional start for new employees. Onboarding is not just about practical tasks – it is a strategic investment in employee well-being and the company's long-term success.
A well-executed onboarding process can
Increase employee engagement and performance
Improve retention and reduce turnover costs
Create cultural connection and clarity regarding expectations
In the following, we will show you how to use Mindkey to set up the perfect onboarding checklist – with inspiration from best practices and the ability to customize it to your specific organization.
Example of an onboarding checklist in Mindkey
BEFORE THE FIRST DAY (HR / IT / Direct Manager)
Assign an onboarding buddy and inform them (HR)
Collect and register signed contract and relevant documents (HR)
Create employee in the HR system (HR)
Set up email account and system access (IT)
Prepare workspace, equipment, and access card (IT)
Send welcome email with first-day information (HR)
Share introductory material and employee handbook (HR)
ON THE FIRST DAY (Manager / HR / Team)
Welcome the employee and conduct a tour (Manager)
Introduction to the team and buddy (Team)
Review job description and expectations (Manager)
Introduction to company values and culture (HR)
Start induction program / e-learning (HR)
FIRST WEEK (Manager / HR / Colleague)
Conduct onboarding meeting (HR)
Follow up on system access and any issues (Colleague)
Introduce first task/project (Manager)
Book feedback meeting for the end of the week (Manager)
FIRST MONTH (Manager / HR)
Schedule performance review / check-in (HR)
Follow up on learning goals and development needs (Manager)
Provide reading materials or courses for further development (HR)
Collect feedback on the onboarding process (HR)
AFTER 3 MONTHS (Manager / HR)
Hold 3-month performance review (Manager)
Evaluate probation period and decide on continued employment (HR + Manager)
Adjust goals and responsibilities (Manager)
Evaluate cultural fit and well-being (HR)
AFTER 6 MONTHS
Follow-up on goals and learning (Manager)
Collect feedback on the culture and workplace (HR)
Revise development plan (HR)
AFTER 1 YEAR
Conduct 1-year performance review (Manager)
Discuss future projects and career paths (Manager)
Evaluate the onboarding process and template (HR)
Celebrate the anniversary!
