Orientation helps new staff adjust more quickly and feel like welcome members of the organization. Orientation processes include activities such as introductions and important information that new employees need to understand their new jobs, company culture, policy and procedures. In some companies, different staff may conduct parts of the orientation. A checklist ensures that all aspects of the orientation process are carried out and provides a record of the activity.
Prepare for Orientation
An orientation checklist includes a section for preparing for the new-employee orientation. This section includes reminders to contact appropriate staff to ensure the new employee’s workspace, equipment, building keys and parking permits are ready. The checklist includes reminders to notify staff of the new employee’s start date. This section includes reminders to compile the orientation file, including documents to be signed, personnel handbooks, policies and procedures, training plan, benefits packet and company information.
Introductions and Tour
The checklist includes welcoming activities, such as introductions to staff and a tour of the workplace. Checklist items include the locations of restrooms, lunch rooms, office equipment, file locations, building exits and parking. The tour may include a discussion of safety, escape plans and building access.
An orientation checklist includes details for explaining the organization’s structure. An organization chart helps new employees understand the company’s staffing and management, including how the new employee fits into the structure and the established lines of supervision.
Policies and Procedures
Orientation includes the policy and procedure manual. New employees are required to read and sign company policies for discrimination, harassment, substance abuse, grievance and confidentiality. The checklist includes items to cover in discussing office rules and procedures, and the use of office equipment, telephones and computers. Office procedures include key office staff for specific functions such as mail, equipment malfunctions and ordering supplies. This section may include instructions for reimbursement of expenses.
While much of the orientation may be conducted by a supervisor, confidential personnel matters are often handled by the personnel office or human resources professional. This section of the checklist includes salary, health and other benefits, work schedule, overtime and leave accrual and use. The section lists the documents new employees sign for payroll deductions and income tax. Personnel matters also include performance evaluations, policies and reasons for termination.
Checklists include items that are specific to certain types of employers. A human service organization may include a section for file management or confidentiality. A manufacturer may include a more lengthy section on safety and workplace injuries. The employer may require the new employee to sign documents or policies related to these areas.
The orientation checklist includes a section for signatures and dates. Often, the checklist requires the signatures of the person conducting the orientation and the new employee. The new employee may have been required to initial each section to certify that it was completed.
List the names of documents to be signed in the corresponding section and add a space for the new employee to initial. Include instructions on the orientation checklist for its use and what to do with the form after the orientation.
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