Onboarding Guide: For Day One

Onboarding Guide: For Day One

Though the Onboarding process varies organization wise, department wise, trend wise etc, but new employee’s expectation and the excitement of first day always remain same everywhere. It’s important to design an Onboarding guide 50% as per new employee’s expectation & requirements rather than giving him heavy organizational download.

Creating an Onboarding guide is the most important tool to assist a new employee with all important to do’s, company culture, contacts, cutoffs etc.

Let’s make an employee requirement list to start with:

(A) Welcome message by organization’s HR Head

(B) Important To Do’s/ Info like:

1. How and When he’ll get his Employee ID, Email ID, Workstation, Laptop/desktop, Visiting Card/Access Card, VPN Connection, LAN Cord, all application accesses, Office stationary, any corporate SIM connection etc…

2. Office Premises Tour; like parking procedure, Pantry coupon procedure, Coffee area, how to avail shuttle services (if applicable)

3. Team Introduction

4. Where to update PAN Account

5. How to open/ continue Salary A/c

6. How/ where to mark attendance

7. How/ where to do goal settings

8. How to do office travel bookings/ hotel stay arrangements/ meeting room bookings etc…

9. Why and how to fill statutory documents like Employee Provident Fund, PF Transfer-in Form 13, PF Nomination Form 2, Form 12B, Gratuity, Nomination Form F

10. Working days, reporting hours and dress codes

11. Leave details (under probation, post confirmation and others)

12. Provide Employee Handbook or HR Manual for all type of entitlements, eligibilities Company Policy, Career path, Employee Benefits, Talent Acquisition, Customer Regulatory Compliance, Code of Conduct, Behavioral Competency, IT etc…

13. How & where to mention Health insurance nominations.

14. When and how Induction will happen

(C) Explain list of HR applications which he needs to use frequently like Peoplesoft (Employee Self Service/ Manager Self Service), online Income Tax declaration, update dependent details for Mediclaim insurance, setting goals in Performance Management System, online leave requests, online attendance marking system, about Internal Job Postings, etc…

(D) List of important Contacts like all type of helpdesk, reception, Cafeteria, Security/ gate room, building management system etc…

(E) List of important Cutoff dates: IT Declaration, Mediclaim, attendance regularization, KRA Setting, Mid Yr review, Annual review etc…

(F) List of Glossary: full form of all type of abbreviations used in the organization/ processes.

This Onboarding guide will help an employee to resolve his maximum queries which tend to happened/ rose on Day One; simultaneously it also includes many other details which he need to use later. This kind guide can be given in the form of hardcopy or with welcome email. But it’s advisable to give in both ways.