A Detailed Guidance for Smooth Onboarding Process

1. Employee Onboarding Checklist A guide for new employees and their managers

2. Table of Contents: Index 01 Developing a sound on-boarding process : A checklist 3 02 Things to do before the first day 3 03 Things to do on the first day 3 04 Things to do in the first week 3 05 Things to do-The first 30, 60, 90 days 3 EMP Trust HR I The EMP Trust HR advantage 2

3. Developing a sound on-boarding process : A checklist The onboarding process from start to finish with a new hire is critical, right from pre-boarding, the first day through the first month, to the successful completion of their first year. With an aim towards helping the new hire succeed and providing the guidance necessary for new hires to successfully integrate to the new workplace, we provide critical inputs that give a step-by-step guide and checklist for HR managers to manage this process. The benefits of a sound onboarding process applies to not just the employee, but the manager and the company. The costs and numbers involved in employee turnover makes sense only for managers and companies to look into the process of onboarding with more vigour. About 33% of new hires lookout for a new job within 6 months of joining. New hire cost averages around $65,000 and the learning curve to full productivity can take upto 5 months of full employment. It is estimated that even a $8/hour employee can result in a company around $3,500 in turnover costs, both direct and indirect. This makes developing and investing in a sound onboarding process imperative. Research and experience point out that on an average an employee takes upto 90 days to prove himself in a new position. People are very excited and quite vulnerable when they take new jobs, so it’s a time in which you can have a big impact,” Michael Watkins, author of the bestselling book, The First 90 Days. “Often the people who get the least attention are those making internal moves,” says Watkins, but those transitions, “can be terribly challenging.” Here’s a guideline to helps you build and develop your onboarding process within these first and crucial 90 days. 2 EMP Trust HR I The EMP Trust HR advantage

4. 1. Things to do before the first day An effective onboarding process, prepares the new hire for the first day and this process of onboarding starts from the moment the candidate accepts the offer. Companies provide a preview and flavour of things at work and take care of paperwork, prior to joining. Some of the best practices includes Contact the new hire • Confirm whether the new hire has received the offer letter. • Confirm Date of Joining. • Communicate location details of office along with accommodation details. • Clarify any doubts with regard to organisation, policies, culture, dress code etc. • Remind new hire to bring the necessary documents on the date of joining. • Arrange for general requirements including hardware, tools and related needs of new hire. Keep the paperwork ready • Keep the paperwork ready with all the forms prior to the employee's first day. Begin by recording the employee's basic information such as name, address, contact information. • Keep the most important forms ready such as I-9. W4, Direct deposit and Tax forms. 3 EMP Trust HR I The EMP Trust HR advantage

5. Account Creation • Setup the new hire email account configured with Company Email and password. • Setup official new hire phone connection. • Create accounts on all official social channels. • Provide Access to employee portal. Provide access for the new hire to complete and submit paperwork and compliance related forms Send a copy of the employee handbook Get the new hire ready for the first day • Provide details including the “when, where and how” of reporting to work. This could include even the office dress code, parking instructions, other unofficial norms at works. • Indicate any material that must be brought to work to complete paperwork. • Describe the first day/ week itinerary. Prepare Employee’s Work station • Prepare the new hire’s work station with all the tools in place, ready and available. • Assign a buddy at work for the new hire, and brief that employee of his role. • Inform team members and other stakeholders of new hire joining details, and get them on board in making the new employee feel welcome. 4 EMP Trust HR I The EMP Trust HR advantage

6. 2. Things to do on the first day First impressions matter, so make the first day special. What to do on the first day at work. • A welcome letter / email. Keep the letter personalized, welcoming and engaging. • Outline the company goals, its mission and ethos. • Connect the employee to the manager and HR personnel. • Brief about the employee orientation program. • Reiterate benefits and package, and explain roles and responsibilities providing a more detail job description. • A customised welcome gift. • Provide the itinerary for the first day and first week. • Describe the onboarding program, providing a written timeline and schedule of goals, training, support and responsibilities for the new employee. Introductions and connections – Keep the introductions personal and customised as much as possible • Introduce the new hire to the manager and team. • Connect the new hire to the assigned buddy at work. • Connect the new hire to the HR contact for queries and clarifications. 5 EMP Trust HR I The EMP Trust HR advantage

7. • Introduce the employee to related teams and functional units. • Set up meetings for conversations with skip level managers and CXO level executives, where ever necessary. Provide an overview • Employee Related Overview – Review the job description, roles and duties, goals and expectations. Explain policies and procedures, and job specific guidelines. • Job Related Overview – Introduce the personal work and goals, initiate them on tools and job related specifics. • Team/ Function Related Overview - Describe the roles of the team, its responsibilities and goals. • Organization Related Overview – Provide an overview of the company vision and mission, its culture and ethos. Describe the organization structure and the key people in the company. Connect the employee, and the role to its contribution to the organizational goal. An office/ campus tour •Take the new hire around office facilities such as cafeteria, HR area, support desk, gyms, lounges. • Provide parking access, and discuss transportation options. Compliance • Standard legal information and guidance on rules and regulations. • Information on Working hours, dress code, resource allocation. 6 EMP Trust HR I The EMP Trust HR advantage

8. Get them started • Show them the work station, and provide contacts for additional support such as services or office supplies. Provide necessary access such as access card, employee cards. • Setup email, voicemail and computer. Start the employee on work, at least in part. • Provide necessary information about safety and emergency guidelines. A lunch out with the manager/buddy/skip level manager. Review the day with the manager before end of day and let the employee know what’s in store the next day. 7 EMP Trust HR I The EMP Trust HR advantage

9. 3. Things to do in the first week By the end of the first week, a new hire must be familiar with the people and the place. The goal should be to ensure the new employee understands the essential work processes and has a clear idea of the expectations and responsibilities of his role. A guideline for the first week includes: Start them on the work • Give a first assignment. • Set goals both short term and long term. • Provide more information with regard to teams and department to understand the value generation with respect to the larger organizational goals. • Provide training on systems, procedures and job specific needs. • Provide an overview of the performance review system, the reward system, development and career growth in the organization. • Provide opportunities for job shadowing, realistic job previews. Debrief and Feedback • Provide immediate, but meaningful feedback, so that the new hire is quick to grasp and understand norms and expectations in the team. • Debrief and connect with the employee each day of the first week. Facilitate meetings with HR, skip level managers, other related team managers, coaches and mentors, and CXO level managers. Facilitate meetings with business line managers and executive level leaders to reinforce company goals, organization values and vision. 8 EMP Trust HR I The EMP Trust HR advantage

10. 4. Things to do-The first 30, 60, 90 days A well-developed onboarding process builds in processes to handhold, review and equip the new hire not just in the first week, but usually up to 90 days to a year. Best in class companies believe that onboarding is a continual process, not restricted to the first year. What to do in 30- 45 days of joining. At this stage, the employee is expected to have fully understood the performance expectations with regard to his role, and the organization continues to handhold and equip the employee, building connections, and facilitating relationship building. • Get feedback from the employee with regard to his “settling in” – in the organization. • Review the new hire performance and provide feedback on specific tasks. • Provide relevant feedback - regularly and consistently. • Review performance and development goals. • Facilitate one on one meetings with managers, skip level managers and HR. • Facilitate relationship building across business and functions. • Review the employee with their buddy with regard to any queries. • Facilitate socialization with the new hire taking an active part in office events, work related and otherwise. • Ensure the employee has attended the new hire orientation program. 9 EMP Trust HR I The EMP Trust HR advantage

11. First 60 – 90 days By 90 days the employee should feel a part of the organization, able to work and produce results independently. • Review and discuss performance and development goals. • Provide meaningful feedback, and facilitate necessary training. • Get employee feedback on the onboarding and new hire orientation program. • Continue one on one meetings. • Set realistic performance goals. • Review the employee with the assigned buddy for feedback. • Continue facilitating relationship building and socialization in the organization. • Facilitate job shadowing. 10 EMP Trust HR I The EMP Trust HR advantage

12. EMP Trust Solutions provides Human Capital Management (HCM) and Talent Management solutions and services for a global workforce. Our core HR solutions help companies to create great onboarding experiences for new hires with new hire portals, forms, and task management with advanced tools. To learn more, visit emptrust.com