Manager's Onboarding Checklist: What to Do Before, During, and After a New Hire Starts

Onboarding Is the Manager’s Job

HR handles paperwork. But onboarding — actually getting a new hire productive and comfortable — that’s on you, the manager.

And most managers wing it. “I’ll figure it out when they start.” Then the new hire arrives and it’s chaos: no desk set up, no accounts created, no plan for the first week. The new hire sits awkwardly while you scramble.

This checklist prevents that. Print it, save it, use it for every new hire.

One Week Before They Start

• Confirm start date, time, and location (or remote setup details)
• Send welcome email with first-day logistics (where to park, who to ask for, what to bring, dress code)
• Order equipment: computer, monitor, phone, headset, any role-specific tools
• Set up their desk/workspace (chair, supplies, welcome note)
• Create accounts: email, Slack/Teams, software logins, building access badge
• Request IT setup: VPN access, shared drive permissions, printer access
• Prepare a first-week schedule (don’t wing it)
• Assign an onboarding buddy (a peer, not you — someone they can ask “dumb” questions to)
• Notify the team: “We have a new person starting Monday. Here’s their name, role, and a bit about them.”
• Gather training materials: process docs, training guides, org chart, team directory
• Schedule key meetings for their first week: 1:1 with you, intro meetings with cross-functional partners

Day One

Morning

• Meet them at the entrance (don’t make them wander and ask for you)
• Tour the space: their desk, bathroom, kitchen, emergency exits, parking
• Introduce them to the immediate team (names and roles — keep it brief)
• Give them their equipment and verify everything works
• Walk through all account logins together — make sure they can access everything
• Go through the first-week schedule so they know what to expect

Midday

• Take them to lunch (or arrange for the onboarding buddy to do it)
• Keep it social, not work-focused — help them feel welcome

Afternoon

• Start with low-pressure tasks: reading documentation, exploring tools, setting up their workspace
• Give them the training materials and process guides for their role
• Don’t dump everything on them — today is about setup and comfort, not productivity

End of Day

• Check in: “How was your first day? Any questions? Anything you need?”
• Preview tomorrow’s plan so they’re not anxious overnight

First Week

Day 2-3: Core Training

• Begin training on the 3-5 primary tasks for their role
• Provide step-by-step process guides for each task (not verbal explanations)
• Let them attempt tasks with guidance, then independently
• Track questions they ask — every question is a documentation gap

Day 4-5: Expanding Context

• Explain how their role fits into the bigger picture
• Introduce them to key people outside their immediate team
• Share context they need: team norms, communication preferences, meeting cadences
• Start including them in team meetings (let them observe at first)

End of Week 1

• 30-minute 1:1 check-in: What’s going well? What’s confusing? What do they need?
• Adjust week 2 plan based on their feedback
• Confirm they can independently complete at least 1-2 basic tasks

First Month (Days 8-30)

• Continue training on remaining tasks and responsibilities
• Shift from “watch and learn” to “do with support”
• Schedule weekly 1:1s (30 minutes minimum)
• Give small, low-risk assignments they can own completely
• Introduce them to company-wide meetings and processes
• Start giving feedback — don’t wait until the 90-day review
• Check if they’re connecting socially with the team
• By end of month: they should handle daily tasks independently

Second Month (Days 31-60)

• Increase responsibility and complexity of assignments
• Reduce check-in frequency if they’re performing well
• Include them in planning and decision discussions
• Ask for their perspective — new eyes catch things veterans miss
• Document any process improvements they suggest (fresh hires often see inefficiencies)
• Check in on job satisfaction: “Is this what you expected? Anything surprising?”

Third Month (Days 61-90)

• They should be fully independent on all core tasks
• Formal 90-day review: performance against expectations, areas for growth
• Set goals for the next quarter
• Ask: “What could we do better for the next new hire?” — update your onboarding based on their answer
• If it’s working: celebrate the milestone
• If there are concerns: address them directly and create an improvement plan

Common Manager Mistakes

Not having a plan

“We’ll figure it out when they get here” guarantees a chaotic first day. The new hire interprets chaos as “they weren’t ready for me” or “they don’t care.” Always have a written first-week plan before they arrive.

Dumping everything on Day 1

The new hire’s brain is already overloaded — new place, new people, new everything. Don’t add a firehose of information. Day 1 should be about comfort and setup. Training starts Day 2.

Disappearing after the first day

“Let me know if you need anything” followed by being unreachable for three days. Schedule the check-ins. Show up to them. The first two weeks require your active involvement.

Not providing documentation

If your training method is “shadow someone for a few days,” the quality of training depends entirely on who’s available. Give them written process guides they can reference independently. See our guide on how to create a training manual.

Waiting 90 days to give feedback

If something isn’t working at week 2, say something at week 2. Don’t let problems compound for months. Early, direct feedback is a kindness — it gives people time to adjust.

Make It Repeatable

This checklist should work for every new hire, not just the next one. After each onboarding:

1. Ask the new hire what worked and what didn’t
2. Update the checklist based on their feedback
3. Update your training documentation based on questions they asked
4. Save the improved version for the next hire

Over time, your onboarding gets smoother with each person you bring on.

What’s the Process For can turn this entire checklist into an interactive onboarding experience — step-by-step guides your new hire follows from their phone. No more “I forgot what you told me yesterday.” Start free.

Related reading:

• Employee Onboarding Checklist
• How to Build a New Employee Training Plan
• How to Reduce Employee Turnover