How to Create an Onboarding Checklist That Saves Time and Improves Employee Experience

An employee onboarding checklist will improve retention and productivity, while saving you time on training your new team members.

You’ve already put in the hours posting the job, interviewing, and choosing your top candidate. Once they accept the offer, though, your work isn’t done. A new hire may know the basics of the role, but they haven’t yet experienced what it means to actually work with you.

Here’s where the stakes are high: if their first impression is disorganized, they may become apprehensive about what it means to work at your company long-term. That’s not the story you want told.

An onboarding checklist helps you set the tone, reduce confusion, and avoid costly turnover. Employees, contractors, part-time staff, and interns all deserve a thoughtful introduction. They are your walking, talking billboards of what it’s like to start at your company—so let’s make sure they only have positive things to share.

Key Takeaways:

• Learn what an onboarding checklist is

• Discover 7 key elements to include in your onboarding checklist

• Follow a step-by-step guide to start building your own checklist

What Is An Onboarding Checklist?

To me, an onboarding checklist is simply a comprehensive list of tasks that guide the welcome and transition of your new hire. It covers responsibilities for managers, supporting team members, and the new hire themselves.

The checklist keeps everyone on the same page. It creates consistency, ensures no one skips the basics, and serves as a roadmap through the first 90 days. It’s not rigid—it should evolve with feedback—but it gives your team structure. There’s a method, not madness.

Benefits of Using an Onboarding Checklist

• Saves time: Stop racking your brain every time someone new starts. Document once, reuse forever.

• Improves confidence and engagement: When you show up prepared, they feel supported—and stay more engaged.

• Reduces overwhelm: A checklist builds clarity and transparency. No more “I don’t know what I’m supposed to be doing.”

• Creates belonging: You’re showing them they matter by building in moments for connection, questions, and feedback.

7 Key Elements to Include in Your Onboarding Checklist

1.Pre-boarding tasks

Why it matters: The time between offer acceptance and day one sets the tone. Pre-boarding shows you’re organized and ready, while avoiding the overwhelm of cramming everything into the first morning.

• Prepare and organize new hire paperwork (W-4, I-9, tax forms, etc.) so it’s ready to for week one.

• Request account creation and system permissions in advance.

• Order and test technology and equipment (laptop, phone, desk setup).

• Coordinate with HR, IT, or managers to confirm what will be ready before arrival.

2. Welcome email and first-day schedule

Why it matters: The first day can be nerve-wracking. A clear agenda and warm welcome reduce uncertainty and build trust.

• Send a personalized welcome email with logistics (where to go, what to bring, dress code).

• Share the day-one agenda: meetings, training, downtime for setup.

• Highlight who they’ll be meeting and why those introductions matter.

• Want inspiration? See 5 Examples of Welcome Emails That Make New Employees Feel Valued.

3. Office tour or virtual orientation

Why it matters: People perform better when they know where to find things—whether that’s a bathroom, a Slack channel, or your SOP library.

• Physical: Show them workspaces, private call areas, break rooms, and where to grab lunch or coffee nearby.

• Virtual: Walk through communication platforms, project management tools, and your knowledge base.

• Culture cues: Share team rituals (like Friday donuts or online “watercooler” chats).

4. Introduction to team members and managers

Why it matters: Relationships drive belonging. Thoughtful introductions help new hires feel included instead of like outsiders.

• Send a team-wide announcement introducing the new hire’s background and role.

• Schedule 1:1s with teammates, cross-functional partners, and leaders.

• Include them in recurring meetings ahead of time so they aren’t left out.

• Model how to introduce them to clients, vendors, or other stakeholders.

5. Access to systems, software and tools

Why it matters: Delays in access = frustration and wasted time. Smooth setup shows you’ve thought of everything.

• Set up email, calendar, shared drives, and role-specific tools before day one.

• Document who grants permissions and when they need to be requested.

• Provide a quick-use overview—your way of using tools may differ from their past jobs.

• Keep a record of access to avoid security gaps when employees transition.

6. Overview of values, culture, and policies

Why it matters: Policies protect your organization, but values and culture engage your people. Set expectations early.

• Share your mission, values, and “how we do things here.”

• Provide a central hub (internal wiki, knowledge base, or handbook) for reference.

• Clarify which policies require acknowledgment (harassment, confidentiality, etc.).

• Give them context—why these values and rules exist, not just the rules themselves.

7. Check-in’s and feedback opportunities

Why it matters: Early feedback loops catch issues before they snowball and show employees their voice matters.

• Pre-schedule check-ins at 1 week, 2 weeks, 30 days, 60 days, and 90 days.

• Use agendas and forms so new hires can prep questions or concerns.

• Ask about progress: what’s working, what feels unclear, where do they need more support.

• Adjust responsibilities as they grow in confidence and competence.

How to Build Your Employee Onboarding Checklist Step-by-Step

Now that you have an understanding of the 7 key elements, let’s start putting it all together so you can build your own.

Step 1: Outline the Employee Journey (Pre-boarding through 90 Days)

Why it matters: A big-picture roadmap prevents gaps and keeps everyone aligned.

• Sketch the full journey: before arrival, first day, first week, and first three months.

• Map meetings, trainings, role responsibilities, and touchpoints.

• Use sticky notes or a whiteboard to visualize the flow.

• Ask another coworker to review and call out gaps.

Step 2: Identify Common Needs Across Roles

Why it matters: Start with a baseline that every hire completes before layering role specifics.

• Gather universal HR requirements (tax forms, I-9, background checks).

• Confirm organization-wide compliance steps.

• Standardize access to core tools: email, calendar, shared drives, timekeeping.

• Prep hardware and office basics: computer, phone, headset, desk setup.

Think of this as your “everyone, no matter what” checklist.

Step 3: Customize for Role-Specific Tasks

Why it matters: Customization ensures onboarding is relevant and meaningful to the role.

• Add department systems (e.g., CRM for sales; clinical software for therapists).

• Include certifications, role-specific compliance, and specialized training.

• Schedule tailored shadowing and practice tasks.

• Clarify ownership: who trains and signs off on each item.

This layers on top of the foundation so it’s consistent and personalized.

👉 Not convinced the effort is worth it? See The Cost of Poor Onboarding and Why an Operations Playbook Matters.

Step 4: Choose a Format for the Checklist

Why it matters: A checklist only works if it’s easy to find, use, and update.

• Decide where it lives: Google Doc, spreadsheet, HRIS, or project management tool.

• Ensure managers and new hires can view their respective tasks.

• Create a fresh copy per hire so it feels personalized.

Step 5: Automate Reminders Where Possible

Why it matters: Automation prevents missed steps and reduces mental load.

• Send calendar invites for trainings and feedback meetings.

• Assign due dates and owners in your PM tool.

• Use auto-reminders for key milestones (IT setup, orientation modules).

• Let the system nudge people instead of relying on memory.

Step 6: Gather Feedback and Refine

Why it matters: Continuous improvement keeps your onboarding relevant and effective.

• Ask what worked, what was confusing, and what may have been missing.

• Capture feedback via a short survey or check-in agenda prompts.

• Update the checklist regularly—don’t let it go stale.

• Close the loop by sharing changes you made based on their input.

Conclusion

Your onboarding checklist may start as a brain dump—and that’s okay. Over time, you’ll refine it into a clear, repeatable process that saves time and sets every new hire up for success. Properly onboarded employees stick around longer, perform better, and become advocates for your workplace.

Want a head start? Download my Pre-Onboarding Checklist to hit the ground running with your next hire. Think you need more personalized support? That’s what I’m here for and can help you design your onboarding journey. Reach out to me today at hello@katelynhyrkas.com or submit a contact inquiry. I’m running a promotional price on any projects booked by the end of the year, even if they begin in 2026!

FAQs About Creating an Onboarding Checklist

What are 30-60-90 day check-in questions for new hires?

Try asking: Does the job match your expectations? What resources do you still need? What is an opportunity area we can work together on? How can I best support you in being successful on this project?

How do I onboard a new employee?

Thoughtfully and with intention so that they feel supported and welcomed. Bring structure and organization to how they are being exposed to new information, learning your systems, and taking on more responsibilities.

What is a new hire checklist?

It’s a task list that encompasses everything the new hire and employer need to do within the first several months. This acts as your reference for what needs to be done when—and who owns each task.