Turn hiring into a simple project

Start by creating a one-page onboarding charter. Clearly define the scope, establish success metrics, and outline potential risks. Assign an owner who will oversee the onboarding journey and designate mentors or subject matter experts to guide and support the new hire throughout the process.

  • Goal: Ensure the new hire delivers their first output by day 10.

  • Scope: Provide access, initial training, a 30-60-90 day plan, and a well-defined starter project.

  • Risks: Possible delays in equipment delivery, unclear job responsibilities, or lack of required data access.

Develop a concise roadmap that includes milestones for day 0, day 5, day 30, and day 90. If you’d like added structure, review these project planning templates such as charters and roadmaps to help organize the work.

Pre-day-one First Startup Employee checklist

  • Send a clear offer letter and a detailed role scorecard.

  • Identify employment type after a legal review to ensure compliance.

  • Select a reliable payroll provider and establish the payroll schedule.

  • Order necessary equipment, including asset tags and return labels.

  • Set up accounts, including email, SSO, and required digital tools.

  • Create a secure, private onboarding page in your knowledge base.

  • Draft a results-driven 30-60-90 day plan with specific, measurable outcomes.

  • Assign a buddy and make the hiring manager responsible for onboarding ownership.

Compliance and paperwork for U.S. startups

This guidance is general and not legal advice. Regulations differ by state, you should always verify current forms and requirements with your legal counsel.

  1. Verify the worker’s classification and exemption status.

  2. Complete all employment eligibility verification steps.

  3. Collect federal and state tax withholding forms and elections.

  4. Complete any required state new-hire reporting within the necessary timeframes.

  5. Set up workers’ compensation insurance coverage if applicable.

  6. Provide the employee handbook and all required workplace policies.

  7. Secure necessary bank details for payroll and handle any equity documentation.

Share direct links to trusted official sources for the latest employment forms. Use domains like USCIS and IRS for accurate verification.

startup-hiring-onboard-checklist

Systems to set up: PM, knowledge, and CRM

Maintain a centralized platform for onboarding so all parties have easy and reliable access to essential information. An all-in-one workspace such as Routine or Notion can organize project tasks, host your knowledge base, and offer CRM context. For more tailored setups, pair Asana or ClickUp for project management with HubSpot or Pipedrive for CRM needs.

  • Project management: Track onboarding tasks, assigned owners, and deadlines.

  • Knowledge base: Store company policies, guidance, and product documentation.

  • CRM: Add the new hire as an internal contact for process workflows if supported.

Use one standard template for each new hire to keep data organized, consistent, and auditable.

Build a 30-60-90 day plan

Outcomes, not activities

Develop three to five measurable outcomes for each phase and tie each to a clear metric and assigned reviewer.

Sample outcomes

  • 30 days: Complete security training and deliver one defined task.

  • 60 days: Take ownership of a process and decrease cycle time by at least 10%.

  • 90 days: Lead and deliver a project that has a measurable impact on a real KPI.

Review progress together on a weekly basis and adjust the plan as priorities evolve.

Security and access controls you can’t skip

  • Enroll all devices in mobile device management (MDM) before deployment.

  • Require SSO and two-factor authentication for access to every tool.

  • Apply the principle of least privilege for all permissions based on the employee’s role.

  • Implement a password manager and shared secure vaults.

  • Keep an ongoing log of all access changes made during onboarding. Review these changes on day 30 to confirm correct access and catch any security risks.

Automations that save time in week one

Automate routine onboarding tasks, such as creating user accounts, setting up email, and provisioning access, to minimize manual work and reduce errors.

  • Set up user profiles in your identity provider to trigger access setup downstream.

  • Automate the provisioning of groups, shared drives, and communication channels by department.

  • Open an IT support ticket with device details and shipping information.

  • Post a team-wide welcome message introducing the new hire’s role and objectives.

  • Schedule recurring tasks for security audits and payroll checks.

First-week timeline (sample)

  1. Day 1: Complete equipment setup, security training, and a product overview.

  2. Day 2: Shadow key workflows and document any knowledge gaps observed.

  3. Day 3: Carry out a guided task with a clear definition of success.

  4. Day 4: The new hire should manage a small project and request feedback from colleagues and their supervisor on their approach and results.

  5. Day 5: Review outcomes for the week, update the onboarding plan, and set new short-term goals.

"I knew where to start on day one." Strive for every new hire to share this reaction.

Measure ramp-up with simple metrics

  • Activation: All necessary tool and account access achieved within 24 hours.

  • Time to first value: New hire completes and ships their first deliverable by day 10.

  • Quality: Monitor for defects or rework needed on initial assignments.

  • Engagement: Participation and attendance in key onboarding sessions and meetings.

  • Retention signals: Gather satisfaction feedback at days 14 and 45.

The onboarding checklist

  1. Plan: Charter, onboarding owner, milestones, and defined metrics.

  2. Paperwork: Eligibility forms, tax elections, and state reporting submitted.

  3. Payroll: Payroll provider configured and direct deposit information collected.

  4. Equipment: Device enrolled in MDM and asset details recorded.

  5. Access: SSO, two-factor authentication, and role-specific permissions in place.

  6. Knowledge: All policies and instruction guides consolidated in the knowledge base.

  7. Plan review: 30-60-90 day outcomes agreed upon and documented.

  8. Automation: Test and document all onboarding task automations.

  9. Feedback: End-of-week retrospective completed and onboarding plan updated.

Common first-employee pitfalls

Can I skip a payroll system? No. Processing payroll manually exposes you to mistakes and potential penalties.

Should I hire the first employee as a contractor? Only proceed if the role meets legal contractor status after review by legal counsel.

Remote in another state? Confirm your business registration, state tax regulations, and required insurance policies before your hire’s first day.

Final tip

Apply the same onboarding process for every new hire. Continuously improve your core template rather than making exceptions. This approach will allow you to scale effectively and avoid onboarding chaos.

FAQ

What is the risk of not having a detailed 30-60-90 day employee onboarding plan ?

Skipping a detailed 30-60-90 plan leaves new hires without direction, leading to increased turnover and reduced productivity. It’s not just a roadmap; it’s a critical touchstone for both progress and alignment with company objectives.

Can automating onboarding tasks be counterproductive ?

Automation is efficient but can backfire if not monitored, leading to errors or overlooking personal engagement opportunities. The key is to blend automation with human touch to ensure a seamless integration.

What’s the consequence of not setting up proper security measures during onboarding ?

Lax security can lead to data breaches, endangering not just company assets but also client trust. Implementing strong security protocols from the start is non-negotiable for comprehensive risk management.

Why can relying too heavily on templates create issues ?

Templates provide structure but can lead to complacency if not adapted to the specific needs of the hire. Every new employee and role requires bespoke attention to details beyond generic criteria to truly succeed.

Does involving HR late in the hiring process pose any risks ?

Delaying HR involvement can result in non-compliance with labor laws and misguided role classifications, leading to costly fines or lawsuits. Early collaboration with HR ensures all legal and strategic facets are covered.

Is managing payroll manually a viable option for startups ?

Manual payroll is a minefield of potential errors and penalties, threatening financial stability and credibility. Investing in a reliable payroll system safeguards operational integrity and compliance.

How important is new-hire feedback during onboarding?

Neglecting feedback robs organizations of valuable insights into onboarding effectiveness and employee satisfaction. Regular feedback loops are critical for refining processes and enhancing overall employee engagement.