Ensure Success From Day 1 With This IT Onboarding Checklist

What Is IT Onboarding?

IT onboarding is the process of introducing new employees to your company's technology environment. It involves not just setting up their work computers and providing login credentials but also educating them on software, networks, and IT policies. The goal is to get your new hires up and running efficiently and make them feel comfortable and capable with the tools they will use daily.

Think of it as rolling out the red carpet for your tech-savvy new team members.

Giving a thorough orientation on everything from hardware devices like printers and monitors to software apps and cybersecurity measures ensures that they won’t just survive but thrive.

Beyond the basics, it's also about creating a welcoming digital environment, helping your new hires to connect with their team and understand the tech tools available that they’ll come to rely on every day.

What are the Objectives of IT Onboarding

While it might seem like setting up tech is a straightforward task, the true objectives of IT onboarding go much deeper than that. This process aims to:

Reduce First-Day Anxieties

Starting a new job can be stressful, and first-day jitters are common. A structured IT onboarding helps alleviate these feelings by ensuring everything is set up and ready to go. This can include configuring their computer, email, and access to necessary tools before they even arrive. When employees don't have to worry about these details, they can focus more on integrating into the team and their roles.

Facilitate Quick Acclimation

Speed up the integration process by quickly familiarizing the newbies with the organizational culture and their specific job functions. Clear explanations about using software, understanding IT support protocols, and how to handle common troubleshooting can support their success swiftly. By moving past the basic IT setup, you pave the way for a comfortable and confident start.

Encourage Engagement and Collaborative Work

IT onboarding encourages new hires to interact with colleagues and superiors right from the start. This interaction not only helps them get to know their team but also shows them how technology can ensure collaboration.

Participating in team meetings, accessing shared files, and contributing to projects using company tools are all examples of how IT onboarding leads to greater inclusion in the workforce.

How To Create An IT Onboarding Checklist

Here are a few pointers to help you create an effective IT onboarding checklist:

• Prepare Early. Make sure everything is ready before the first day. This means setting up computers, access credentials, and necessary software installations in advance.
• Customize the Experience. Tweak the onboarding process to meet the specific needs of each new hire. Understand their role and provide them with the relevant tools and information.
• Provide Complete Documentation. Always provide new hires with guides, manuals, and resources. This encourages autonomous learning and faster problem-solving without the need to always seek help.
• Implement a Buddy System. Pair new employees with seasoned colleagues. These buddies can provide insider tips and much-needed support as they navigate the new digital landscape.
• Align with the HR department to ensure that IT onboarding is in sync with the overall onboarding goals. New hires should understand not only technical details but also company culture and policies from day one.
• Regular Follow-ups. Schedule periodic check-ins to review the new hire’s progress and address any issues they may encounter. These follow-ups help ensure that they are comfortable with the technology and are integrating well into the company.

What To Include On Your IT Onboarding Checklist

A well-structured IT onboarding checklist can guide IT managers and teams through a comprehensive and streamlined onboarding cycle. Let’s explore what elements are essential:

Key Components of the IT Onboarding Checklist

• Hardware and Software Requirements: Detailed list of what tools are needed per role.
• Network Access: Guidelines for usernames, email set-up, and internet policies.
• Security Protocols: Education on compliance standards, VPN, password policies, and security software.
• Troubleshooting Resources: Information on IT support lines, system guide documentation, and feedback mechanisms.

A Quick IT Onboarding Checklist For You To Use

Need a headstart? Here’s a quick checklist you can adapt according to your specific IT department's needs.

Step 1: Ensure all onboarding processes start with HR confirmation. This includes:

• Names
• Contact details
• Job title
• Departments
• Starting dates
• Software required
• Hardware requirements
  
  

Step 2: Collect all necessary personal information through the external form and have HR verify it before proceeding. This includes:

• Legal and shipping addresses for equipment
• Personal and preferred email addresses
  
  

Step 3: Utilize Power Automate to automatically generate records in SharePoint for HR and IT access upon submission of the HR form. Alternatives to Power Automate include Zapier, Automator, IFTTT (If This Then That), Integromat, or Nintex.

Step 4: Implement a mechanism in the people system to automate account creation and access upon completion of the HR process. This includes:

• Automated profile creation in the Identity Provider (IdP)
• Automated assignment of group memberships based on employee details
• Provisioning of essential applications according to roles
  
  

Step 5: Automate the generation of an Onboarding ticket when the SharePoint list is updated by HR. This ticket should include:

• Communication initiation with the hiring manager via email
• Introduction email linking to IT Onboarding Add-on Form
• Option for additional credentials and access via Onboarding Add-on Form
  
  

Step 6: Establish automation for processing the addition of requested manager add-ons through workflow activation, which includes:

• Tagging and ticket categorization based on selected Add-ons
• Rapid ticket distribution to appropriate departments for efficient resolution
  
  

Step 7: Ensure that tracking information and temporary passwords are automated and distributed timely to new hires. This process also includes:

• Dispatch of Welcome Letters and IT guides
• Links and resources for IT support in the Welcome Letter

Workwize: The Zero-Touch Platform for Hassle-Free IT Onboarding

Enhance your onboarding experience with Workwize, the optimal solution for IT managers handling multiple onboarding sequences.

Benefits of Using Workwize

• Streamlined Procurement and Delivery: Order and deliver IT hardware like laptops, computers, and other peripherals directly to remote offices within 5-7 days (thanks to our warehouses in 100+ countries).
• MDM-configured: All devices come ready with Mobile Device Management configurations.