Employment Induction Checklist to Improve New Hire Experience

Have you ever felt unsure, as an HR person, about what should happen during employee induction? What do the new employee and the company need to do to help them adjust smoothly on their first day?

In this article, we’ll talk about what an induction program really is, why it’s important, what to include, and how to run it properly. Keep reading until the end!

What Is an Employee Induction?

An employee induction is a step-by-step process to help new staff learn about your company and their job. It usually starts on their first day and includes things like filling out forms, setting up their email, meeting the team, and understanding company rules and culture.

Some people think induction and onboarding are the same, but they are a bit different. Induction focuses on the first few days or weeks. It’s about helping new staff get started. Onboarding takes longer and covers the full journey of helping someone adjust to their new role.

A good induction plan helps new employees feel more comfortable, understand what they need to do, and become productive faster, whether they work in the office or remotely.

Who Is Responsible for Employee Induction?

Employee induction works best when everyone plays their part. In most companies, it’s not just HR’s job. Instead, it’s a shared responsibility between the HR team, the new employee’s direct supervisor, and sometimes even the department head.

The HR team usually handles the basics like preparing documents, setting up systems, and explaining company policies. Meanwhile, the direct supervisor introduces the new hire to their daily tasks, sets expectations, and guides them through their first projects. Department heads might step in to talk about team goals or bigger-picture plans.

When everyone works together, new employees feel more supported and confident from the start. This also reduces confusion and helps them become part of the team more quickly.

Objectives of an Induction Checklist

Starting a new job can be overwhelming for anyone. That’s why having an induction checklist is helpful. Not just for the new employee, but for the company too.

This checklist acts like a guide to help new team members settle in smoothly. It reminds HR and managers of what needs to be shared and when. More importantly, it helps new employees feel welcomed, supported, and clear about their role.

With a good checklist, companies can:

Help new hires adjust faster to the work environment.
Make sure all important company rules and policies are properly explained.
Keep new employees engaged, confident, and motivated to start contributing.

In the end, a well-structured induction checklist helps create a better experience and sets the stage for long-term productivity.

What Should Be Included in an Induction Program?

A proper induction program gives new employees the support they need to feel part of the company. Here are the key parts that every induction program should have:

1. Introduction to company culture

Start by helping new employees understand how your company works beyond the job description. This includes values, team habits, and how people communicate. Let them see the kind of workplace they’re stepping into, whether it’s fast-paced, collaborative, casual, or more formal.

2. Overview of company mission, vision, and goals

Explain why your company exists and what it’s trying to achieve. When new hires understand the big picture, they can see how their role supports the company’s direction. It also gives them a clearer sense of purpose from the beginning.

3. Meet-and-greet with key team members

Introduce the new hire to the people they’ll work with closely. This can be as simple as a team lunch or short introductions on their first day. It helps them feel less alone and gives them a starting point for building connections.

4. Sharing of employee handbook and policies

There’s always a lot of information to share, like leave policies, dress code, working hours, and more. Giving them the employee handbook helps ease the pressure of having to remember everything at once. It also becomes a helpful reference they can return to anytime.

When you cover these basics early on, it sets a strong foundation. New employees feel more ready to take on their job, and they won’t need to guess how things work around the office.

Employee Induction Checklist Sections with Templates

Breaking the induction program into clear sections helps everyone stay on track. Here's how you can structure the induction process, step by step:

1. Pre-Onboarding (Before Day One)

Before the employee shows up, get everything ready. This includes preparing documents, setting up their desk, and making sure their tech, like a laptop, email, and logins, is ready to use. You can also send a welcome email with basic info such as where to go, whom to meet, and what to bring.

Pre-Onboarding Checklist

1. Confirm Employment Details

☐ Send official job offer and signed contract to HR file.

☐ Confirm start date, job title, department, and reporting manager.

2. Prepare Documents

☐ Draft welcome email or letter with key info (start time, location, dress code).
☐ Prepare company handbook, policies, and code of conduct.
☐ Pre-fill required HR forms (e.g. tax, payroll, EPF/SOCSO).

3. Set Up Workstation

☐ Assign desk or workspace.
☐ Arrange necessary equipment: laptop, monitor, mouse, etc.
☐ Order access cards or ID badges.

4. Technology Access Setup

☐ Create email and system logins (HRIS, internal tools, etc.).
☐ Test accounts to make sure they’re working.
☐ Share basic IT guide or login instructions if needed.

5. Internal Notifications

☐ Inform direct team members and key departments (e.g. IT, Security, Admin).
☐ Add new hire to internal communication platforms (Slack, WhatsApp, Teams).

6. Assign a Buddy or Point of Contact

☐ Choose a team member to be the new hire’s buddy for the first week.
☐ Prepare a short intro message to be shared with the new hire.

7. Schedule Day One Activities

☐ Book a welcome session with HR or the hiring manager.
☐ Block calendar for office tour or team introductions.
☐ Send meeting invites for key onboarding sessions.

2. Technology Access

On day one, make sure the employee can use all the tools needed for their job. This means giving them access to their email, HR system, communication apps like Slack or Microsoft Teams, and any job-specific platforms. No one wants to spend their first week stuck waiting for logins.

Technology Access Checklist

1. Set Up Email and Communication Tools

☐ Activate work email address.
☐ Add employee to company communication platforms (Slack, Microsoft Teams, WhatsApp, etc.).
☐ Share basic login details and the startup guide.

2. Grant Access to Internal Systems

☐ HRIS (leave, payroll, claims)
☐ Task or project management tools (Asana, Trello, Notion, etc.)
☐ Company intranet, portals, or knowledge base
☐ Department-specific tools (CRM, POS, inventory systems, etc.)

3. Provide Device and Software

☐ Deliver laptop/desktop with the required software installed.
☐ Activate licensed tools (e.g. Microsoft Office, Adobe, Zoom).
☐ Set up password manager if used.

4. IT Support and Training

☐ Share contact of IT support person.
☐ Provide short guide on using core systems.
☐ Schedule basic IT onboarding or Q&A session if needed.

5. Confirm Cybersecurity Measures

☐ Send IT policy and confidentiality agreements.
☐ Walk through basic do’s and don’ts for data handling and device usage.

3. Day One

The first day should make a good impression. Start with a warm welcome message or even a small welcome kit. Give them a quick office tour, whether in person or virtual. Show them where the restroom, pantry, or key departments are. Then, walk them through basic tasks they’ll handle early on.

Day One Checklist

1. Welcome and Introduction

☐ Greet the new employee personally (in-office or virtually).
☐ Share a welcome message from the company or direct manager.
☐ Hand over a welcome kit (if applicable), include stationery, merchandise, or a welcome letter.

2. Office Tour or Virtual Walkthrough

☐ Show the employee around the office: workstations, meeting rooms, restrooms, and pantry.
☐ If remote, share a digital office map or video walkthrough.
☐ Explain basic rules (entry/exit time, dress code, safety policies).

3. Meet the Team

☐ Introduce the employee to their immediate team members and manager.
☐ Arrange short intro sessions with other departments if relevant.
☐ Assign a buddy or mentor for a smoother adjustment.

4. Job Scope Briefing

☐ Reconfirm job role, title, and reporting line.
☐ Share role expectations and day-to-day tasks.
☐ Clarify short-term and long-term goals.

5. Admin and HR Basics

☐ Revisit company policies and the employee handbook.
☐ Discuss leave policies, claims submission, and performance reviews.
☐ Schedule next steps for onboarding training and check-ins.

4. First Week

During the first week, let them observe how things work. You can arrange job shadowing or short sessions with different departments. Set up one-on-one meetings with team members so they get to know who they’ll work with. Begin assigning simple tasks to help them settle in.

First Week Checklist

1. Team Integration

☐ Schedule one-on-one sessions with team members or key collaborators.
☐ Encourage participation in team lunch, coffee chat, or virtual icebreaker.
☐ Revisit the buddy or mentor system to check how the new hire is adjusting.

2. Role Familiarisation

☐ Assign light tasks that reflect actual job responsibilities.
☐ Observe how the new hire approaches the work and provide guidance where needed.
☐ Begin job shadowing if applicable. Let them observe workflows, meetings, or tools used.

3. Tools and Process Walkthrough

☐ Give a deeper tour of the internal systems, workflows, and tools.
☐ Provide access to company SOPs or process documentation.
☐ Clarify communication protocols (e.g., using Slack, email, or task management tools).

4. Set Expectations

☐ Revisit performance goals and key deliverables for the probation period.
☐ Clarify what success looks like within the first month or quarter.
☐ Open a channel for ongoing feedback and questions.

5. First Month

By this time, the employee should start to feel more confident. Start setting goals for their performance. Help them understand what success in their role looks like. You can also offer more detailed training sessions for processes or tools they’ll use regularly.

First Month Checklist

1. Goal Check-In

☐ Schedule a one-on-one session to review progress on the initial goals set during the first week.
☐ Discuss any roadblocks or areas where the employee may need support.
☐ Adjust expectations if needed based on real-time performance and role clarity.

2. Training Continuation

☐ Provide access to more advanced or role-specific training materials.
☐ Encourage participation in internal workshops, product demos, or relevant meetings.
☐ Track completion of any assigned modules or onboarding tasks.

3. Peer Feedback or Informal Review

☐ Collect feedback from team members or supervisors who’ve worked closely with the new hire.
☐ Share helpful insights with the employee for improvement or encouragement.
☐ Begin documenting strengths, growth areas, or learning gaps for future development.

4. Culture and Belonging

☐ Invite the employee to join social initiatives, internal communities, or volunteering programs.
☐ Encourage participation in casual team hangouts or virtual gatherings.
☐ Reinforce your company’s core values through real work experiences and recognition.

5. Probation Preparation

☐ Briefly introduce the upcoming probation review (if applicable).
☐ Share what metrics, behaviors, or outcomes will be reviewed in the second or third month.
☐ Keep communication open so the employee feels supported, not pressured.

The Five Phases of an Effective Induction Program

A good induction program is a step-by-step journey that helps new employees settle in, understand their job, and feel connected to the company. Below are the five key phases you can follow to guide this process:

Phase 1: Employee Documentation

Prepare all the documents the employee needs to join, including their employment contract, tax and statutory forms, ID cards, and any legal documents required. Doing this early avoids delays and gives the employee peace of mind before their first day.

Phase 2: Introducing the New Environment

Once they’ve joined, help them get familiar with their workspace and the company culture. Walk them through your values, how teams work together, and what the office (or virtual environment) is like. A warm welcome goes a long way in helping them feel included.

Phase 3: Employee Training

Instead of rushing everything at once, give the employee time to learn. Spread the training across the first few weeks. Focus on job tools, processes, safety policies, and anything else they’ll need to do their job well. People learn at different speeds, so regular check-ins are helpful.

Phase 4: Setting Goals

Once the basics are covered, start discussing the employee’s short-term goals. What are their tasks? What does success look like in this role, or KPIs and success metrics? Help them understand their responsibilities and how their work supports the company’s bigger goals.

Phase 5: Performance Feedback

After some time has passed, give the employee feedback through regular check-ins or early performance reviews. Tell them what they’re doing well and where they can improve. It’s also good to ask for their feedback on the induction experience. These conversations help improve their performance and make them feel heard.

What Do New Employees Expect from an Induction Process?

Most new hires expect three main things during induction:

Clear communication

Employees want to know what’s happening and what’s expected of them. From the start, let them know their schedule, who they will meet, and what tasks they’ll be handling. Don’t leave them guessing. When everything is clear, they feel more prepared.

Support and guidance

It’s normal for new employees to have many questions. They’ll appreciate knowing who to talk to when they need help. Assigning a buddy or having regular check-ins during the first few weeks can help them adjust more easily.

A sense of belonging

Joining a new company is also about feeling like part of the team. Introduce them to coworkers, invite them to team lunches or chats, and help them understand the company culture. When employees feel included, they’re more likely to stay and perform well.

A good induction process helps reduce confusion, lowers stress, and builds confidence. It also shows your commitment to supporting your employees from day one.

How to Conduct Remote/Virtual Induction in Malaysia

As remote and hybrid work models become more common in Malaysia, many companies now welcome new employees who are not physically present in the office. This means the induction process must also adapt.

Running a virtual induction should still offer the same level of support and structure as an in-person session. How to do it?

Use reliable tools for communication

Set up video calls using platforms like Zoom, Google Meet, or Microsoft Teams. These tools let you introduce the new employee to the team, go through company presentations, and answer questions in real-time. You can also use messaging apps like Slack or WhatsApp for ongoing communication.

Share digital onboarding documents

Send important files such as contracts, handbooks, policies, and guides through email or your HR software. Make sure everything is easy to open and understand. Use e-signature platforms if documents need to be signed.

Set up virtual introductions

Book short one-on-one video calls between the new hire and key team members to help them learn who's who and who to contact for different matters. You can also arrange a virtual team welcome session so they feel part of the company from day one.

Create a clear online schedule

Just like an office induction, map out what the new employee will do on their first day, week, and month. Include links to training sessions, tasks to complete, and meeting invites.

Provide tech support

Make sure the employee has access to all the systems and tools they need. Send login details, offer guidance for using the tools, and give them a contact person in case they run into tech issues.

FAQs

1. Why is employee induction important for retention?

A strong induction program helps new employees feel welcomed, prepared, and connected to the company. When people understand their roles and feel supported from the beginning, they are more likely to stay longer and perform better.

2. Can induction be fully automated, or should it be personalised?

While some parts of the induction process can be automated, like document sharing or system access setup, it’s still important to maintain a human touch.

Personal interaction, like video calls, team welcomes, and manager check-ins, helps new hires feel like they belong. So, it’s best to combine both: use automation for efficiency, but personalise where it matters.

3. What if an employee misses induction day?

If an employee misses the scheduled induction, HR should reschedule a separate session. It’s important they still receive all the key information, documents, and introductions. For remote hires, this can be done virtually. Keeping a clear checklist helps you catch up on missed steps quickly.

4. How long should the induction process last?

Induction is not just a one-day orientation. A good program usually lasts from the employee’s first day until the end of their first month, and sometimes even longer. The goal is to gradually guide the employee through the company culture, processes, systems, and performance expectations.

5. What are the common mistakes employers make during induction?

Some of the most common mistakes include rushing the process, giving too much information at once, failing to introduce key people, or not setting clear goals. Another mistake is forgetting to follow up after the first week. Regular check-ins and feedback help spot and fix issues early.

Need Help Finding the Right Candidates?

Let AJobThing simplify your hiring process. Post once and reach job seekers across Maukerja, Ricebowl, and Epicareer – all in one place.