What is a new employee checklist?
A new employee checklist in Australia outlines each step of the onboarding process, as per work standards and legal requirements.
Organisations of all sizes and from all sectors can benefit from creating onboarding checklists to ensure new employees get off to the best start in their new job.
Why you need a new employee checklist in Australia
An employee checklist ensures you cover all the information required to onboard a new hire. This includes gathering necessary paperwork and setting them up on computer systems.
A checklist streamlines the onboarding process by making it easier to track complete and incomplete tasks. It also helps create a positive, welcoming atmosphere for new employees by providing additional support during their first few weeks.
How to welcome your new employee
Create a welcome email
Send a welcome email before your new hire’s first day to let them know what to expect and who to contact if they have questions.
Here’s a list of items to cover:
start date reminder
the first-day schedule
work hours
contact numbers
benefits information
You can also prepare a digital or physical welcome pack with important company information and policies.
Explain the training plan
Provide the new employee with a clear training plan to help them feel more comfortable and confident in their new role. Let them know what they’ll learn and how long training will take.
Training can last from a week to several months, depending on the employee’s existing knowledge and the complexity of the company and their role.
Assign a mentor
Pair the new employee with a mentor who can answer questions and guide them; this creates a supportive environment as they begin their new job. Make sure the mentor is familiar with your company culture and procedures so they can provide valuable insights.
Give the mentor clear instructions on how they should support the new employee. They can do this by:
answering questions
recommending resources like online platforms or training programs
providing constructive feedback and encouragement
sharing their experiences, insights and tips on how to succeed.
Introduce the team
Introduce the new employee to their coworkers to build relationships and help them feel more comfortable in their new environment. Arrange a lunch or coffee meetup with the new hire and team members, so they can get to know each other.
For remote teams, you can do introductions via video conferences or virtual team-building activities.
8 steps to take when onboarding a new employee
1. Stay connected
Stay in touch with your new employee throughout the onboarding process. You can do this by:
checking in to see how they’re doing
including them on any company-wide emails
inviting them to face-to-face or virtual social gatherings.
2. Ensure the employee completes all necessary paperwork
Confirm that your new employee has completed any necessary paperwork before beginning their role.
This paperwork can include:
a tax file number (TFN) and withholding declaration
an employment contract
bank and superannuation details
a non-disclosure agreement (NDA)
3. Set up payroll
Ensure you set up the new employee on payroll with the correct bank details and tax information.
A business management platform like MYOB empowers employees to complete onboarding tasks themselves, like submitting their bank, superannuation and tax details online.
4. Arrange the employee’s hardware
Arrange the hardware and supplies that the employee needs. This may include providing:
a laptop
a monitor
office supplies
a phone and headset.
You can offer remote employees a budget or stipend to set up their workspace, or ship them the hardware and supplies.
5. Go over essential information
Review work policies or procedures, like:
attendance and punctuality
conflict resolution
dress code
how to record time
the probation period
workplace safety.
You’ll also need to review remote work policies for employees working from home.
6. Show the employee where to find important information
Make resources like the employee handbook, online training materials and workplace policies easily accessible. If these resources are available through your company’s intranet, show the new hire how to use it.
7. Keep required records
You need to keep the payroll records for your employees for 7 years. This information includes:
employment
pay
superannuation
work hours.
8. Be clear about goals and expectations
Be clear about performance targets and milestones to help the new employee prioritise their work and become more productive. Explain how you’ll evaluate their performance and review any rewards or incentives you may offer.
Plan regular one-on-one meetings to update them on their progress. During these meetings, ask for feedback and questions.
Simplify new employee paperwork with MYOB
Spend more time setting your new hires up for success than chasing their paperwork.
MYOB employee self-onboarding is a feature that allows new employees to complete their onboarding process online. It enables you to send a secure online form to your employee via email or SMS so they can submit their own personal, banking, tax and superannuation details.
No need to manage multiple forms and manually input employee details. And with mandatory fields and required document prompts, no need to chase missing information either. With MYOB, onboarding your employees is as easy as 1,2,3.
Disclaimer: Information provided in this article is of a general nature and does not consider your personal situation. It does not constitute legal, financial, or other professional advice and should not be relied upon as a statement of law, policy or advice. You should consider whether this information is appropriate to your needs and, if necessary, seek independent advice. This information is only accurate at the time of publication. Although every effort has been made to verify the accuracy of the information contained on this webpage, MYOB disclaims, to the extent permitted by law, all liability for the information contained on this webpage or any loss or damage suffered by any person directly or indirectly through relying on this information.