Onboarding New Staff: The IT Checklist Gold Coast Businesses Need

## First Impressions Matter A new employee's first day sets the tone for their entire tenure. Nothing says "we're not organised" like a new starter sitting around waiting for a computer, email access, or system logins. Proper IT onboarding gets new staff productive immediately while maintaining security. Here's how to do it right. ## Before Day One ### Hardware Preparation Order and configure equipment in advance: - Computer or laptop ready and tested - Monitors, keyboard, mouse - Phone or headset - Any specialised equipment for their role Don't wait until their first day to order equipment. Factor in delivery times. ### Account Creation Set up accounts before they arrive: - Email account - Microsoft 365 or Google Workspace - Network access credentials - Line-of-business applications - Phone system extension Have everything ready to hand over on day one. ### Access Permissions Determine what they need access to: - Shared drives and folders - Business applications - Cloud services - Building access (keys, cards, codes) Base permissions on their role. Don't copy another user's access — they may have accumulated permissions they shouldn't have. ### Workspace Setup Physical setup matters too: - Desk location confirmed - Equipment placed and connected - Phone configured - Printer access set up ## Day One Essentials ### Account Handover Securely provide credentials: - Unique, strong temporary passwords - Multi-factor authentication setup - Password manager introduction - Immediate password changes Never email passwords. Use secure handover methods. ### System Orientation Walk through essential systems: - Email and calendar - File storage and sharing - Communication tools (chat, video) - Key business applications - Help desk and support contacts ### Security Training Cover the basics immediately: - Password requirements - Phishing awareness - Acceptable use basics - Who to contact for IT issues - Incident reporting procedures More detailed training can come later, but cover essentials on day one. ### Documentation Provide reference materials: - IT policies and procedures - Quick start guides for key systems - Contact information for support - FAQs for common questions ## First Week Follow-Up ### Additional Application Access As they discover what they need: - Additional software requests - Access to specific systems - Integration with team workflows - Mobile device setup if needed ### Verification Confirm everything works: - Can they access everything they need? - Any permissions missing or wrong? - Technical issues to resolve? - Questions about how things work? Check in regularly during the first week. ## The IT Onboarding Checklist **Pre-Arrival (1-2 weeks before):** - [ ] Hardware ordered and delivered - [ ] Computer configured and tested - [ ] Email account created - [ ] Microsoft 365/Google Workspace license assigned - [ ] Network account created - [ ] Access permissions configured - [ ] Phone extension set up - [ ] Building access arranged **Day One:** - [ ] Desk and equipment ready - [ ] Credentials provided securely - [ ] Email and calendar verified - [ ] MFA set up - [ ] Core applications accessed - [ ] Phone working - [ ] Security basics covered - [ ] Support contacts provided **Week One:** - [ ] All required applications accessible - [ ] Permissions verified correct - [ ] Issues resolved - [ ] Additional training scheduled - [ ] Questions answered ## Common Onboarding Mistakes ### Mistake 1: Last-Minute Setup Starting setup on day one creates delays and poor impressions. Plan ahead. ### Mistake 2: Copying Another User Cloning another user's account copies their permissions — which may include access they shouldn't have. Configure fresh based on role. ### Mistake 3: Shared Credentials "Just use Sarah's login for now" is a security nightmare. Always create individual accounts. ### Mistake 4: No Documentation Expecting new starters to remember everything from day one is unrealistic. Provide written references. ### Mistake 5: Forgetting About Leavers When someone leaves, their accounts should be disabled immediately. Include this in your process. ## Automating Onboarding For businesses that frequently hire, consider: - Standard equipment packages by role - Template permission sets - Automated account provisioning - Self-service password reset - Standardised setup checklists Automation reduces errors and speeds up the process. ## Offboarding Matters Too When someone leaves: - Disable accounts immediately - Revoke building access - Collect equipment - Transfer ownership of files and data - Remove from distribution lists - Cancel software licenses A proper offboarding process is as important as onboarding for security. ## Getting Help If your onboarding process is ad-hoc or stressful, your IT provider should be able to help: - Standardise equipment and configuration - Create onboarding checklists - Automate account provisioning - Manage equipment lifecycle - Handle offboarding securely Good IT onboarding shouldn't require heroics. With proper processes, it should be routine. Make the first day a great day. Get IT onboarding right.