Terkel guest blog: 12-step checklist for onboarding IT staff

From handing over computer and account access to finding a mentor, here are 12 answers to the question, “What are the most helpful steps to include in a checklist for onboarding IT staff?”

• Set Up the New Employee’s Computer and Accounts
• Draft Your Big List of “Don’t Touch That”
• Complete Non-disclosure Agreements
• Review Security Policies
• Properly Introduce Them to the Team and Stakeholders
• Assist With their Calendar and Schedule
• Celebrate Milestones
• Explain Where to Reach Out for Technical Help
• Schedule Regular Check-ins
• Provide Cybersecurity Training
• Include a Walkthrough of Company Processes and Workflow
• Assign Them a Mentor

Set Up the New Employee’s Computer and Accounts

The IT department should set up the new employee’s computer and accounts before they start work. This involves configuring their email account, installing any required software, and making sure they have access to all the tools they need to do their job. 

IT leaders‌ should also give the new employee a login and password to allow them to access the company’s systems.

Edward Mellett, Co-founder, Wikijob

Draft Your Big List of “Don’t Touch That”

From pre-boarding through the first half year, I find it fairly important to go back to what I call the big list of “Don’t Touch That.” Not a very catchy name, but I find it gets the message across much better than calling it something more fashionable. 

This is essentially a list of processes, equipment, databases, etc., that I absolutely do not want new joiners to touch because they can be temperamental and can quickly get either the new joiner or the company in trouble. I could always just not give them access, but the goal isn’t so much to forbid it forever as to drive home the point that this is one of those things that you quadruple-check before doing anything with for the first time.

Dragos Badea, CEO, Yarooms

Complete Non-disclosure Agreements (NDAs)

NDAs are a crucial part of the onboarding process for all staff, but especially those working in IT. These technical employees often have access to company servers, databases, and trade processes that are crucial to business success. If that data leaks, it can quickly erode a business’s security, while data or processes taken into new roles can diminish competitive advantages. 

IT employees should sign NDAs to protect your business data and processes before they even begin working.

Anthony Martin, Founder and CEO, Choice Mutual

Review Security Policies

Every teammate should understand your cybersecurity policies before touching any sensitive data or company equipment, but it’s even more critical for IT staff who have access to more than other team members. 

Don’t assume an IT hire understands cybersecurity measures just because they’re an expert. Every organization approaches cybersecurity differently, so the review prevents misunderstandings and helps new employees break out of their old habits. Spell out your expectations clearly, review cybersecurity policies together, and give IT hires plenty of time to ask questions and discuss.

Shawn Plummer, CEO, The Annuity Expert

Properly Introduce Them to the Team and Stakeholders

While it’s common for new hires to be introduced to their immediate team members, it’s important to remember that IT staff frequently collaborate with many departments, including operations, finance, and marketing.

As a result, it’s critical to set aside time for the new IT hire to meet with key stakeholders in order to understand their needs and build relationships. This can help them quickly catch up, better understand the organization’s priorities, and feel more connected to the company culture.

Furthermore, the company should assign a mentor or buddy to the new hire to assist them in navigating the organization’s processes and culture, as well as providing guidance for any technical challenges they may face. This can make the new staff feel supported and valued, leading to increased job satisfaction and productivity.

Johannes Larsson, Founder and CEO, JohannesLarsson.com

Assist With their Calendar and Schedule

Set up the calendar and schedule of your new IT staff to give them an idea of what they will do during the first few weeks. This helps them manage their workload to stay on track and meet the company’s expectations. It also allows them to plan their workday and focus on the most important tasks to reduce the risk of burnout.

When you set the calendar in advance, it will be easier for new hires to share their schedule with their colleagues. This ensures that everyone in their team is on the same page and clearly understands their availability. More importantly, it helps establish trust and improve teamwork within the organization, which is the secret sauce for the business to succeed.

Sam Tabak, Board Member, RMBH Charities

Celebrate Milestones

It’s not all about checking boxes. The onboarding process should make new employees feel valued and appreciated. That’s why it’s important to celebrate milestones beginning with the first week. Send out a friendly note that encourages and provides some positive feedback.

Jarir Mallah, HR Specialist, Ling App

Explain Where to Reach Out for Technical Help

An explanation of where a new hire should reach out if they encounter a technical issue is a must-include in IT onboarding. The chief manager’s email and phone number should be distributed for reference, as well as a general location where they can be found during the workday. The same goes for network usernames and messaging app handles, along with any rules in the company policy. If there is any specific requirement necessary for an external tech assistance request, that procedure should be explained as well.

Alexandre Robicquet, Co-founder and CEO, Crossing Minds

Schedule Regular Check-ins

During the onboarding phase, I believe it’s essential for HR managers to organize periodic check-ins with the new hire. These meetings, which can take place in person or online, provide the new hire with a chance to voice questions they may have. Human Resources managers might use this time to give input and check in on the new hire to make sure they’re on track.

Tim Allen, Director, Oberheiden P.C.

Provide Cybersecurity Training

As we know, cyberattacks are becoming more sophisticated and frequent, and companies are at risk of data breaches and other security incidents. Therefore, new IT staff must be trained on cybersecurity best practices to ensure the safety of the company’s sensitive information. This training should include password management, phishing attacks, and network security. 

An alarming statistic is that human error causes 95% of cyberattacks (Source: Cybint Solutions). Even the most secure IT systems can be compromised if employees are not adequately trained in cybersecurity. 

HR leaders can provide cybersecurity training during onboarding to empower new IT staff to recognize potential threats and take proactive steps to mitigate them. This protects the company from cyber threats and shows to new hires that the company values their safety and security.

Pete Evering, Vice President of Operations, Utopia Management

Include a Walkthrough of Company Processes and Workflow

When I onboard a new IT staff member into the company, one step in my checklist is to do a project deep dive. I believe it’s important for all team members to understand their roles relative to the overall project, and for this reason, I like to include a deep dive, even for IT assignments. 

It helps them better understand how best to proceed with the task at hand and how their work fits in with the larger visibility of the project. My colleague also offers additional insight into our methods of data collection, while I focus on more technical instruction. This combination of approaches helps ensure that all new hires are up-to-date with our processes and are well-equipped to take on their next assignment.

Haya Subhan, General Manager, Leeds First Aid Courses

Assign Them a Mentor

An important part of the onboarding process for IT team members is to assign a mentor or more experienced employee for them to lean on if needed. This is a better route than having the new employee go to a manager or company leader when they have a question. It provides a self-sufficient workforce and even builds relationships within departments.

If you can create a “buddy system” within your company, it can pay off in a big way. Team members will come together as a team to assist each other as needed, and will learn from those people who have actual experience and do it every day.

This is an important part of the onboarding checklist, especially for departments like IT where the work they do is niche and requires proper training. Having a team member to lean on when questions arise, rather than going through upper management, will get more effective results when questions arise. It’s an important part of the onboarding checklist.

Dr. Willy Portier, Co-founder, Concerty