New Hire Onboarding SOP
Purpose
Define a standardized onboarding process to ensure all new hires receive consistent setup, orientation, and support across departments.
Scope
Applies to all full-time new hires across departments and locations. Contractors and interns follow a separate onboarding flow.
Roles & Responsibilities
Role
Responsibility
HR Manager
Owns end-to-end coordination; ensures all pre-onboarding tasks are complete.
IT Support
Provisions hardware and software; ensures account access is granted on time.
Department Lead
Delivers functional onboarding; sets expectations and early deliverables.
Assigned Buddy
Supports new hire during first 30 days; answers day-to-day, informal questions.
Onboarding Workflow
1. Pre-Onboarding (D–5 to D–1)
Owner: HR + IT
Send welcome email + Day 1 agenda
Create HRIS profile and initiate payroll setup
IT prepares laptop, tools, and creates accounts (email, Slack, project systems)
Desk/workstation prepared (if in-office)
Assign buddy and notify department lead
2. Day 1
Owner: HR + IT + Department Lead
Schedule:
3. Week 1
Owner: Department Lead + HR
Ensure participation in team meetings
Confirm completion of compliance and HR training modules
HR schedules 1:1 check-in (end of week)
4. Week 4
Owner: Department Lead + HR
Conduct 30-day performance check-in
New hire completes onboarding feedback form
Manager and HR align on next 90-day goals
Ongoing Monitoring
Weekly check-ins by buddy
Bi-weekly 1:1 with manager
Monthly pulse surveys (if applicable)
Reference Materials
[Onboarding Tracker Template]
[Training Completion Log]
[Access Provisioning Checklist]
[Feedback Form Template]
Review & Improvement
This SOP is reviewed quarterly by the HR Ops team. Feedback is collected from new hires, managers, and buddies to improve clarity and consistency.
Table
Time
Activity
Owner
09:00 HR Welcome & Policy Overview HR
10:00 Office Tour or Remote Tools Orientation HR
11:00 IT Setup (Hardware, Login, MFA, Security) IT
12:00 Team Lunch or Virtual Meet & Greet Department
13:30 Department Orientation & Key Projects Department
15:00 First Assignment Walkthrough Buddy
16:30 HR Wrap-up & Feedback Prompt HR
