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Appointment & Onboarding

Once you have received a signed employee agreement from your new hire, it is time to start preparing for the appointment and onboarding process. Appointment refers to collecting all of the critical information to set them up as an employee within your organization. Onboarding is the process of equipping new employees with the knowledge and skills necessary to become an effective team member.

A seamless and thoughtful appointment and onboarding process is critical for setting the individual and the organization up for success. As a senior leader, make sure you carve out the time required to do this process effectively. This early investment will pay dividends in the future. Being prepared shows that you are committed to supporting your new hire in quickly gaining confidence and becoming productive in their role. 

This section outlines the critical steps required for a successful appointment and onboarding process. It also highlights best practices and other considerations organizations should make when welcoming a new employee.

If you have additional questions or concerns, please consult your Engagement Partner.

PRIOR TO THE FIRST DAY

Must:

  • Follow the Onboarding Checklist. Key steps include:
    • Setting up IT requirements
    • Setting up a workstation
    • Creating a personnel file
    • Sending an announcement to key stakeholders introducing the new employee and sharing details about their role, background, work schedule and start date
    • Contacting new hire with first day details

Best Practice:

  • Do not communicate any information to key stakeholders until you have received a signed employee agreement confirming the candidate’s acceptance of the position.
  • Contact the new employee no less than one (1) week prior to their first day to review schedule, start time and any other expectations.
  • Set up a meeting on the employee’s first day with relevant staff individually and/or as a team.
  • Ensure all pre-boarding documentation has been received from the employee.
  • Review the Onboarding Checklist to guide and inform the onboarding process.
  • Update the Onboarding Checklist as required for your organization.

Resources:

FIRST DAY

Must:

  • Welcome the new employee upon arrival and review the schedule for the day.
  • Ensure the schedule includes the following:
    • Building/site tour
    • Introduction to staff and colleagues
    • Introduction to the organization, its mission, values, organizational structure, programs and services
    • Health and safety orientation, including emergency response protocols
    • Review of IT, telephone, filing and email systems
    • Review of key human resources and financial policies and procedures
    • Direction to key background or contextual documents and processes specific to the organization
  • Collect the employee’s personal and appointment information for payroll purposes which can be recorded on a Staff Appointment Form. Key information to collect is:
    • Full name
    • Address (current and/or permanent)
    • Birthdate
    • Social Insurance Number (SIN)
    • Direct deposit information
    • Title of position
    • Full-time or part-time (FTE)
    • Term: fixed or on-going
    • Salary
    • Budget source
  • Send an organization-wide announcement welcoming the new employee and introducing them to the team. Encourage staff to stop by and say hello to the new employee.
  • If not included in the employee agreement package, and as applicable, review and have the new employee sign the following documents:

Best Practice:

  • Use an Onboarding Checklist and Health & Safety Orientation Checklist to ensure all key items are covered. Require that the new employee and their manager sign the document upon completion to ensure both parties agree that key discussions were had and understood.
  • Use the Employee File Checklist & Guidelines to ensure all key items and relevant appointment documents have been signed and included in the employee’s CONFIDENTIAL personnel file.
  • Provide an opportunity at the end of the first workday to debrief with the new employee and discuss the plans and work priorities for the remainder of the week.

Consider:

  • Scheduling parts of the day with other key stakeholders and/or staff, so the new hire has the opportunity to interact with different people.

Resources:

FIRST WEEK

Must:

  • Discuss work priorities, timelines and deliverables.
  • Ensure new employee is properly set up on payroll, as well as in other systems as required.
  • Update:
    • Office phone list
    • Website and phone messaging
    • Calendar invitations

Consider:

  • Reviewing business expense claims and the petty cash process, as required.
  • Ordering business cards, as required.

FIRST 1-3 MONTHS

Must:

  • Schedule weekly check-ins.
  • Schedule and conduct a performance review in the first 6 to 8 weeks.
  • Schedule and conduct a final probation review before the end of the probation period – generally around the 10-week mark.

Best Practice:

  • Revise the probationary goals in the performance plan, if required.
  • Suggest relevant learning resources (e.g., websites, newsletters).
  • Provide opportunities for knowledge sharing with other team members.
  • Identify potential learning opportunities for the new employee to attend.

Consider:

  • Consulting your Engagement Partner for additional suggestions and support where required.

PROBATIONARY REVIEW

Must:

Best Practice:

  • Schedule a performance review before the end of the probationary period.
  • Establish at least one performance goal for the probation period using the Performance Review - Probation Period form.

Resources:

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