The new-hire onboarding checklist for small teams

Onboarding new employees can feel overwhelming, especially for small teams without dedicated HR departments. A structured checklist ensures nothing falls through the cracks and helps new hires feel welcome from day one.

Pre-boarding (Before Day 1)

Week before start date

[ ] Send welcome email with first-day details
[ ] Prepare workspace (desk, computer, equipment)
[ ] Set up email account and necessary software access
[ ] Order business cards and access cards
[ ] Share company handbook and policies
[ ] Schedule first-week meetings with key team members
[ ] Prepare onboarding schedule and timeline

Day before start date

[ ] Confirm start time and location
[ ] Send reminder with parking/transit information
[ ] Prepare welcome package (swag, notebook, etc.)

Day 1: Welcome and orientation

Morning

[ ] Welcome meeting with manager
[ ] Office tour and introductions
[ ] Review company mission, values, and culture
[ ] Set up computer and accounts
[ ] Review employee handbook

Afternoon

[ ] Complete HR paperwork
[ ] Set up payroll and benefits
[ ] Introduction to team members
[ ] Review first-week schedule
[ ] Assign first small task or project

Week 1: Foundation building

Daily check-ins

[ ] Morning check-in with manager
[ ] End-of-day feedback session
[ ] Answer questions and address concerns

Key activities

[ ] Complete all required training modules
[ ] Meet with each team member individually
[ ] Review role responsibilities and expectations
[ ] Set up project management tools
[ ] Attend team meetings and standups
[ ] Review company processes and workflows

Month 1: Integration and growth

Weekly goals

[ ] Complete first independent project
[ ] Attend all relevant team meetings
[ ] Build relationships with colleagues
[ ] Understand company structure and reporting

30-day review

[ ] Manager feedback session
[ ] New hire feedback survey
[ ] Adjust onboarding plan if needed
[ ] Set goals for next 30 days

Essential tools and resources

Communication

Slack/Teams access
Email setup
Calendar sharing
Video conferencing tools

Documentation

Company wiki or knowledge base
Process documentation
Style guides
Project templates

Access and permissions

Code repositories (if applicable)
Design tools
Project management software
Customer support tools
Analytics platforms

Tips for small teams

Keep it simple: Don't overcomplicate the process. Focus on essentials.
Assign a buddy: Pair new hires with experienced team members.
Document everything: Create reusable checklists for future hires.
Regular check-ins: Schedule weekly 1:1s for the first month.
Be flexible: Adjust the process based on role and individual needs.

Common pitfalls to avoid

Information overload: Don't dump everything on day one.
Lack of structure: Have a clear plan, even if it's simple.
Skipping introductions: Help new hires build relationships early.
No feedback loop: Ask for input and improve your process.

Conclusion

A well-structured onboarding checklist helps small teams create a positive first impression and set new hires up for success. Remember, the goal isn't perfection—it's creating a welcoming environment where new employees can thrive.

Start with this checklist and customize it to fit your team's unique needs. The investment in proper onboarding pays dividends in employee satisfaction, productivity, and retention.