Category | Questions | Response |
Current Process | Briefly describe your current onboarding process. When and what initiates the onboarding process e.g. when an employee is hired in ATS or HRIS, a hiring manager submits a form, etc. List the system names involved in the process. What’s working well and what would you like to change?
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People Involved | Who are all the participants in the onboarding process e.g. HR, IT, Manager, Facilities, others? Who is the owner and who are “watchers”? When and how do all the participants get involved in the process? What’s working well and what would you like to change?
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Pre-boarding | What does your pre-boarding process look like? This could involve communication with the new hire before they join. What happens within an application (e.g. HRIS) vs what are you managing through emails, spreadsheets or other processes? Do you have a need to contact them for information such as laptop preference, shipping address, t-shirt size, etc? If yes, how do you do that today? Do you have anyone to send virtual welcome cards or a video message? Are calendar invites sent out for the first week?
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Visibility | How do you get visibility into the status of a new hire’s onboarding? Provide response from the perspective of HR, New Hire, Hiring Manager.
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Compliance | Are there any regulatory or compliance requirements e.g. SOC compliance, required audit trails, approvals, etc for certain tasks? What are typical process times for onboarding? For example, are most hires planned or do you have the need for immediate hiring?
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Scenarios | What scenarios make onboarding in your organization unique and challenging? Do you run into any of these scenarios? New hire start date is well into the future, needs delayed onboarding Change to new hire e.g. start date may change
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Efficiency | Where do you spend most time? What are the repetitive tasks you would like to see automated? Provide response from the perspective of HR, New Hire, Hiring Manager, IT.
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Other | What are other challenges you face with the onboarding process? Provide response from the perspective of HR, New Hire, Hiring Manager, IT.
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