How to Write a Successful IT Onboarding Checklist

Studies have found that the first 45 days of employment account for up to 20% of worker turnover, according to the Society of Human Resource Management (SHRM).

If you are looking to retain employees, reduce turnover and maximize productivity – an onboarding plan can help! A comprehensive onboarding plan will also assist in acclimating new employees into your organizational culture.

Give your new hires a positive start to their career with your organization by creating an onboarding plan that includes an IT onboarding checklist.

What Is IT Onboarding?

Onboarding is the process of integrating new hires into your organization. Standardizing this process will help to achieve your goal of educating new employees about your organization’s mission, culture, procedures and policies. It also provides a solid foundation for new employees to build their careers.

This process commonly starts with a “Welcome” preboarding email with information about where and when the new hire should report for their first day. Wage deduction forms, payroll information and employee introductions are typically part of the onboarding process.

IT onboarding is the part of this process that introduces the technology the employee will use on the job. This may include items such as your computer network, email addresses, virtual desktops, apps, phones and more. 

Why Should IT Be a Part of My New Employee Onboarding Process? 

Technology and data are key parts of most businesses. That’s why training new employees not only how to use your organization’s hardware and software, but also how to do so as safely as possible – is so very important.

Cybersecurity training should be a part of every employee’s onboarding process. This should include information about the antivirus software update process and endpoint detection and response technology that your organization uses as well as employee security practices to keep phishing attempts and other attacks at bay.   

IT Onboarding Checklist

Every organization is a little different and each of your employees may have specific job functions, but here’s a general outline of what you’ll need in an IT onboarding checklist. 

1. Collect New Employee Information and Technology Requirements for Their Position 
   Get a head start by starting to collect information before the employee’s first day, in order to enable your IT staff to have technology readily available for training and use when they arrive. Some of the information you’ll need to gather could include the employee’s name, job title, contact information, start date, hardware/software required, and any modifications needed to accommodate a disability (e.g. alternate desk height, screen size, phone handset, etc.)
   
   
2. Order Necessary Hardware and Configure Software
   Send the collected information to your IT Staff along with all details about which software packages they will need to access (e.g. email, CRM, network servers, etc.) Will your new hire be working a hybrid schedule or need to travel frequently for work? Consider a laptop, virtual desktop or a thin client, instead of a desktop computer.
   
   
3. Conduct IT Onboarding Training
   In-person, written documentation, video call or recorded video with online tests are all popular methods used to train new employees in the proper procedures of how to access and use workplace technology. Tailor this training to meet the needs of the employee and their job function.
   
   
4. Complete Cybersecurity and Privacy Training
   Be sure to include cybersecurity awareness, privacy training and any additional industry training (e.g. HIPAA for healthcare-related organizations) for all of your employees who will have access to technology at your organization. Also follow up with them after training to answer any additional questions that they may have – this could be done by a supervisor or through a mentor.
   
   
5. Inform About Ongoing Training
   When concluding your IT onboarding training, notify your employee that they will be expected to continue IT training on an ongoing basis as software or security threats evolve. This may also include automated phishing simulations to keep everyone on their toes. You never know when a cyberattack might be waiting around a corner. 

Need Help to Construct Your IT Onboarding Checklist? 

Contact Elevity to learn more about our Virtual Chief Information Officer (vCIO) and Managed IT services. We offer both fully managed and co-managed IT services to fit the needs of any organization – from small to large.

Is your team trained on what to look out for in the event of a cyberattack? Use our helpful infographic to inform and motivate employees to stay vigilant and follow best practices for internal threats, email security, password protection, personal devices and more. Click the link below to download your free copy, today!