How To Ensure IT Onboarding Process For New Employees (FREE Checklist)

Caroline Duncan - Aug 27, 2019 6:01:22 PM

it_onboarding_checklist

Developing a consistent process to onboard new employees into your organization ensures that from the very start they feel as though they are part of a cohesive team, while management can also be assured that important information is consistently shared with everyone new.

Many organizations lack a consistent onboarding process and instead leave new hires and/or their managers to navigate their own way through the company’s policies, procedures and processes.  The result is that many employees can feel lost and unsure of what they are supposed to be doing, waste time trying to work out how to access particular tools they need to do their jobs properly, make mistakes because they haven’t been inducted properly, and become frustrated by the company culture and begin looking for employment elsewhere.

In fact, according to the Harvard Business Review, around 33% of new hires begin looking for a new job within the first six months of their appointment and around 23% of new employees will leave a job within the first 12 months.  

A report by Allied HR IQ found that 22% of employees reported they didn’t take part in a formal onboarding program when beginning a new job, and of those who did, only 28% felt that the onboarding program was successful.

Onboarding is important across the organization, but particularly from the IT department’s perspective.  IT plays such a crucial role in most peoples’ work – from hardware and telephony through to accessing systems and software – when onboarding is done ad hoc or left to the employee they may not be able to hit the ground running.

Developing an IT onboarding checklist for new employees in your organization is a good way to ensure that new recruits have a consistent experience when it comes to accessing and using the systems within your organization.

Every organization’s systems and processes are different, but there are many commonalities. We’ve created this checklist for your IT department to use when onboarding new employees:

Before new employee starts:

  • HR department to inform IT department with the new employee’s name, job title, workspace location, starting date and any other relevant information.
  • Establish computer and telephony needs for the new employee. Do they need a laptop? Fixed desktop? Tablet? Mobile phone device? Consider other equipment such as monitors, keyboard, mouse, portable hard drives, cables, USB sticks etc.

(+ 10 more points)

Employee’s first day:

  • Provide employee with login and password details.
  • Ensure computer is set up properly with everything the employee needs.

(+ 12 more points)

Employee’s first week or month

  • Send employee any mandatory online training modules to complete around topics such as cybersecurity, privacy and basic IT systems training.

(+1 more point)

 

Download the full IT onboarding checklist for free:

download free checklist

 

A handy tool for delivering IT onboarding for new hires is DeskAlerts. DeskAlerts is an internal alerting system that works by sending pop-up notifications to employees’ screens in a deliberately intrusive way.  The messages appear on screens regardless of the software application the user is working on at the time, and even appear on screens that are locked, on standby or in screensaver modes.

DeskAlerts can be used to deliver practically any important internal communications and messages can be sent to the entire company, or to niche, pre-defined groups of users – or even just to specific individual employees. The messages can include video, images and HTML links.

As part of the IT onboarding process, many of the items on the checklist can be delivered via DeskAlerts.  For example, send notifications about policies and procedures that contain links to where these documents reside on the company intranet site. Or deliver training modules to new recruits.

DeskAlerts has a surveys, polls and quiz module that will let you test new employees on the information you’ve delivered to determine if they need any further training and support. You can even set up DeskAlerts messages in advance so they send at a specific time in the future, saving the busy IT department time by scheduling new employees’ onboarding in batches in advance.

 

Topics: HR Communications- IT Issues

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