The ‘purpose’ element of onboarding is where you begin to lay the foundation of success for your new team member.Mitch Gray, How to Hire and Keep Great People
In this topic, we will examine the required administration tasks and arrangements that will be required for the commencement of employment of a new employee including pay and employee record keeping. We will also examine the various tasks that are required to coordinate the various aspects of the onboarding processes.
By the end of this topic, you will understand:
- Ways to advise stakeholders of new appointments and make necessary administrative arrangements
- How to coordinate successful candidate’s onboarding according to organisational policies and procedures.
Before the commencement of a new employee, the relevant manager, supervisor or stakeholder must be informed of the new appointment, including the start date and be provided with the appropriate onboarding and induction information and associated documentation.
Administrative arrangements included in the onboarding process and program may consist of various activities and required documentation that needs to occur before a new employee starts work, such as:
- Ensuring that all payroll information has been received and processed, including tax file declarations, superannuation choice of fund details and deductions requests such as union fees or extra tax.
- Ensuring that all human resources documentation (policies and procedures) has been handed out.
- Scheduling all necessary training in policies and procedures before commencement.
Organising and providing information on aspects of working at the organisation, such as:
- Useable car parks
- Personal belongings storage
- Security and access arrangements
- Computer arrangements
- Amenities (e.g. toilets, tea rooms) locations
- The replenishment of personal stationaery, office supplies, equipment, tools, tec.
- Administrative assistance
- A schedule of where and when to meet the manager on the first day
- SCheduling on site induction, emergency and evacuation procedures
- Organising site specific online inductions (if required)
- Organising any medicals (if required)
- Organising police checks and working with children checks (if required)
Think
Think about the onboarding process. What would make an ideal onboarding process for a new team member?
Important Readings
Read the following article by LivePlan titled ‘The Complete Guide to Successful Onboarding and Training’.
Watch the following video by The Human Resources Tips titled ‘5 tips for training new employees 2019 | New hire training tips 2019’
Check your understanding of the content so far!
Onboarding aims to provide the necessary support and training that allows the new employee to become familiar with their roles and responsibilities. The onboarding process can last over a set period, and checklists are recommended to ensure that the required information has been covered. Consistent onboarding processes should be followed across an organisation, and managers should be provided with the required training in the onboarding process and standard tools and checklists to ensure consistency. An onboarding/induction schedule should be developed to complement any onboarding or induction checklists used.
The time frames for onboarding will vary depending on the position and organisational complexities and requirements. An example of an induction/onboarding time framework is outlined in the table below:
Onboarding/Induction timeline |
What occurs |
|---|---|
| First week |
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| First month |
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| First three months |
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An induction/onboarding time framework may also be aligned to an employee probation period.
A probation is a set period of time that allows both an employer and an employee to assess each other and the position. If, for any reason, it is deemed that the employee is not suited to the position or the business (or vice versa), either the employer or employee can end the employment within the probationary period.
An induction/onboarding time framework may also align with an employee probation period.
Probation is a set period that allows both an employer and an employee to assess each other and the position. If, for any reason, it is deemed that the employee is not suited to the role or the business (or vice versa), either the employer or employee can end the employment within the probationary period.
Probationary periods can vary in organisations, last from a few weeks up to 12 months, and are conducted alongside the onboarding process. It also includes the provision of feedback to the new employee on progress. Documentation that should be provided as part of the onboarding and probation periods usually consists of setting out role expectations and any key performance indicators for the staff member to achieve. Regular meetings are scheduled with the new staff member and clear and achievable goals are set for the position. Probationary periods apply to both part-time and full-time workers.
Most organisations will use onboarding or induction checklists to document the various activities required as part of the onboarding process.
Here is an example of an onboarding checklist adapted from a template created by Southern Cross University:
Induction Checklist
This checklist will be initiated and tailored to the department and the employee's requirements. The employee's supervisor should complete it.
| Employees name: | |||
| Proposed start date: | Department or work area: | ||
| Induction task | Person responsible | Initial & date of completion | |
| Prior to commencement | |||
| Confirmation of offer acceptance | |||
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| Phone extension organised: | |||
| Work space and desk organised | |||
| Computer/laptop and IT access arrange | |||
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| Day one of commencement | |||
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Important Readings
Read the following article by People Fluent titled ‘9 Steps to a Better Onboarding Program’.
Read more information from Fair Work Ombudsman about Probation
Check your understanding of the content so far!
Prior to moving on to the next topic, have a conversation with someone that is not in Human Resources or studying this qualification and in your own words:
- Using three examples, explain the various aspects of working at the organisation that may need to be organised prior to the commencement of a new employee.
- Describe the administrative activities and required documentation that needs to occur in your organisation prior to a new employee starting work.
- Explain the aims of onboarding processes and procedures.
- Describe some of the tasks or actions that could be undertaken in the first week of the onboarding and induction process.
- Using four examples, explain some the tasks or actions that could be included in an onboarding and induction checklist.
