Manager Preparation Checklist for New Employee


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NameManager Preparation Checklist for New Employee
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Employee Name:




Employee#:




Title/Status:




Start Date:





Manager Preparation Checklist for New Employee

Overview: This tool provides direct managers of new employees with a checklist of steps that should be taken prior to each new employee’s first day.


  • Confirm new employee’s start date with HR

  • Verify the following tasks have been completed by HR:

  • Sent letter with position, title, and salary to new employee after offer acceptance

  • Sent orientation schedule, map, and parking information to new employee

  • Verified new employee’s licensure and certification prior to offer (if applicable)

  • Mail to new employee’s home (or e-mail) unit/department welcome letter one to two weeks prior to start date

  • Call new employee one week prior to start date

  • Congratulate new employee and welcome him or her to the team

  • Provide an overview of the first week on the job (schedule, tasks, dress code, etc.)

  • Ensure new employee understands instructions for the first day (directions to the new location, parking arrangements, where to report, identification to bring, etc.)

  • Provide a contact for additional questions/issues that arise prior to start date

  • Remind new employee where the unit is located (how to get to the unit)

  • Assign staff buddy

  • Alert IT department of new employee’s start date to arrange for computer access, e-mail account, and voicemail account

  • Add new employee to unit/department organizational chart and telephone/e-mail directory

  • Announce new employee’s position and scheduled start date to unit/department staff, either at staff meeting or via e-mail

  • Prepare new employee’s workspace (ensure completion of all applicable tasks)

  • Clean work area

  • Order/install telephone

  • Confirm employee’s telephone extension is working and extension is correct

  • Assign departmental mailbox

  • Order supplies, business cards, and name plate

  • Arrange for keys or passcode access

  • Set up cell phone or pager account (if applicable)

  • Set up travel account (if applicable)

  • Draft unit/department onboarding schedule

  • Prepare unit/department welcome packet for first day (if buddy program established, assign task to new employee’s buddy):

  • Welcome note from the unit/department

  • Copy of job description (if not given at transition meeting)

  • Department mission and goals

  • Department organizational chart and leadership bios

  • List of current department projects and related materials

  • Department staff work schedule and scheduling procedures (including weekend & holiday rotation) and call-in process

  • Calendar of unit/department meetings and events

  • Department dress code, break policy, and other policy and procedure highlights

  • Department phone and e-mail directory (including new employee’s contact information)

  • Phone and e-mail directory of primary contacts in other units/departments

  • Department map

  • List of who to contact for help with specific challenges

  • Department security and building access procedures (if applicable)

  • Arrange for unit/department first day welcome gestures (suggestions: welcome sign on new employee’s work station, snack/luncheon welcoming new employee to unit/department, etc.)

  • Watch for the 30/60/90 day check-in reminders from Talent Selection

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