New to HR? Need Help with Employee Onboarding Formalities and Record-Keeping?

Hi, I am Leema, working as an HR officer. I do not have much knowledge about HR policies because I am very new to this field. There is an assignment that has been handed over to me. It's about formalities and requirements that have to be fulfilled when a new employee joins. I want to maintain an Excel sheet so that I can keep all the records of the employees properly.

Please suggest some good rules and policies for the same.

Hi Leema,

I don't know which industry you hail from, but I am sure the basic process for all is almost the same.

First of all, prepare the file of the new joinee. It should contain his resume, candidate sheet if any, interview sheet, offer letter, and any other papers that you might have for that joinee.

Inform the reception and the concerned departments a couple of days before about the new joinee so they are aware of the same.

See to it that the new joinee receives a warm welcome and is made comfortable. Don't make the new joinees wait for too long.

Once in the HR dept, collect the papers as mentioned in the offer letter which they need to furnish at the time of joining (relieving letter, certificates, salary slips, photos, etc.).

Induction, introducing them to the various departments, and finishing all the paperwork, organize for their food on that day, tour of the organization, introducing them to the colleagues, mentors, managers with whom and under whom they will be working.

Lastly, have a checklist so you don't miss out on anything. And this checklist should go in the file of the employee.

Hope the above gets you started. Share with me the process that you come up with for your organization. In case there is any place for improvement, I will suggest the same.

All the best.

Warm regards,

Rupa.

Thank you, Rupa, for the kind response. The points you mentioned will surely help me. I have one more question on my mind – when a new joiner joins, what is the process for explaining company policies such as leave policies, loan policies, etc.?

Hi Leema,

I don't know which industry you are in, but I'm sure the basic process is almost the same for all.

Firstly, prepare the file for the new joiner. It should include their resume, candidate sheet (if applicable), interview sheet, offer letter, and any other relevant documents.

Inform the reception and the relevant departments a couple of days in advance about the new joiner so they can be prepared.

Ensure the new joiner receives a warm welcome and feels comfortable. Avoid making them wait for too long.

When in the HR department, collect the necessary documents as mentioned in the offer letter that they need to provide upon joining (relieving letter, certificates, salary slips, photos, etc.).

Conduct induction, introduce them to various departments, complete paperwork, arrange for their meals, provide a tour of the organization, introduce them to colleagues, mentors, and managers they will be working with.

Lastly, maintain a checklist to ensure nothing is overlooked. This checklist should be kept in the employee's file.

I hope the above information helps you get started. Please share the process you have developed for your organization. If there is room for improvement, I will be happy to provide suggestions.

All the best.

Warm regards,

Rupa.