Run: New Hire Day-1 Onboarding

The HR coordinator verifies the new hire's arrival, confirms the employee name against the onboarding roster, and checks identity using the organization's approved verification process. Record any discrepancy as a non-conformance and escalate to the hiring manager or HR lead before continuing.

The HR coordinator presents all required employment documents, policy acknowledgments, tax or payroll forms, and benefit enrollment materials. The new hire completes each form, and the HR coordinator reviews the packet for completeness, signatures, and missing fields. If any required document is incomplete, the HR coordinator flags the deviation and routes it for correction before the end of the day.

The facilities or office coordinator verifies that the assigned workspace is clean, accessible, and stocked with the required equipment and supplies. The coordinator checks that the chair, monitor, keyboard, mouse, and any site-specific supplies are in place and functional. If the workspace is not ready, the coordinator escalates the issue to the appropriate support owner and records the delay.

The IT support specialist provisions the new hire's user account, email, required applications, and any approved shared drives or system permissions. The specialist verifies login access, password reset capability, and device enrollment if applicable. If access fails or a required system is unavailable, the specialist escalates the incident through the IT service process and documents the deviation.

The supervisor or competent person delivers the safety briefing, covering emergency exits, muster points, incident reporting, hazard communication, PPE requirements, and any location-specific restrictions. For hazardous environments, the supervisor also explains permit-to-work requirements and escalation paths for unsafe conditions. The new hire confirms understanding and asks questions before proceeding.

The hiring manager introduces the new hire to direct teammates, key cross-functional contacts, and the person responsible for day-to-day support. The manager explains reporting lines, communication norms, and who to contact for HR, IT, safety, and operational questions. Keep introductions concise and ensure the new hire can identify the primary point of contact.

The hiring manager and new hire define 3 to 5 measurable first-week goals, including training completion, system access validation, shadowing tasks, and any initial deliverables. The manager states the expected outcome for each goal, the due date, and the escalation path if blockers arise. Record the goals in the onboarding plan and schedule a follow-up check-in before the end of the week.

The HR coordinator or hiring manager reviews the Day-1 checklist, confirms completion of paperwork, workspace setup, IT provisioning, safety briefing, introductions, and goal setting, and records any outstanding items. If any item remains incomplete, assign an owner, due time, and escalation contact. Close the Day-1 onboarding record according to documented information requirements.