Onboarding of Employees in Organizations

Every company needs to make a good first impression for people when they join. This is usually part of the hiring process called onboarding. So how can companies ensure they give a consistent and positive onboarding experience? Well, one way could be with checklists.

Onboarding checklist templates

If your HR team is already using Jira and/or Confluence to manage their onboarding process, Didit Checklists is a great fit to start honing and improving that process. You can choose to install our app for Jira, our app for Confluence, or both. If you are able to use both, the checklists from both systems will stay in sync.

Once you have the apps installed, navigate to the Didit hub at the top of Jira or Confluence to create or add your onboarding checklist. From here, you have a few options.

The first option is to create a new checklist template from scratch and add your own tasks. If you already have a streamlined onboarding process, it might make sense to do this. If you have the template in another document, it’s quite easy to bulk copy and paste the content into a new checklist.

The second option is to add the onboarding checklist template that comes with Didit. Go to “Add Templates” amd choose “Human Resources,” and you will see a predefined onboarding checklist template which you can use.

Finally, if you have your onboarding steps already defined in a Confluence page, you can use the Didit for Confluence app to generate a checklist from the page content.

No matter the option you choose, you can still edit your checklist once you are finished, so don’t worry about making mistakes or fielding more feedback for changes later.

Customized onboarding checklists

Now that you have a template for your onboarding process, you can decide whether this is sufficient for all newcomers or if you need different versions for different departments. A great aspect about Didit Checklists is that the templates are fully customizable. You could take the template that you created in our first part and edit it directly in a Jira issue to make it suit your newcomer.

In this sense, you can use the template you created above as a baseline and make edits depending on who you are onboarding. If you are going to use those edits more than once, it makes sense to add it as a template. If you are working in HR in a larger organization, it could make sense to copy the template you created above and create new templates with different tasks depending on the department. To copy a template, navigate to the Didit hub, hover over the template you would like to copy, click the ellipses menu, and select “Copy template.”

You could have an onboarding checklist for finance, IT, HR, legal, software, etc. All in all, it’s important to remember that Didit checklists are not stringent. They do not require you to follow the same process over and over again. You can customize each of your onboarding checklists to be slightly different for each hire, if you want.

Automating different checklists based on department

In a larger organization the process for onboarding employees could be different depending on what department the employee is joining. If someone is joining the engineering department, their onboarding process will be significantly different than someone joining the finance or legal department. In this case, no matter where your onboarding process kicks off (in a Jira software project or a Jira Service Management project), you will want to collect the “Department” as an input from whoever is creating the initial request. From there, you should use automation within Jira to add the correct onboarding template depending on which department the requestor selects. Instead of using labels in the page linked above, you would use your “Department” field. If you are having trouble with the JSON for each “Set entity property” action, consider using our automation wizard. In the end, your automation rule could look like this.

Real world onboarding checklist examples

Link to this page: https://seibert.biz/checklistsonboarding