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Why your new employee should never be waiting for equipment

The majority of modern businesses are heavily reliant on IT infrastructure for client and team communication, employee and task management, and productivity.

Despite this, IT onboarding can easily be overlooked during the employee onboarding process. This can have negative consequences for both the business and new employees, including:

  • reducing or delaying productive work
  • creating security risks for your organization
  • exposing or leaking confidential data
  • negatively impacting an employee’s perception of a company during the critical early days of employment.

While the consequences of overlooking IT onboarding can be ominous, putting this phase of your onboarding process can be straightforward if you have the required knowledge of best practice and access to tools that can facilitate the process.

IT employee onboarding process – best practices

Setting up effective IT onboarding processes can help new employees feel welcome in your company, build their confidence in your organization and boost their productivity.
Here are the basic of IT employee onboarding best practice:

1. Start with hardware

“Don’t wait until an employee’s first day to start their IT onboarding. Doing this will create stress and uncertainty for both you and your new hire.”

The last thing you want is for your new hire to arrive at work only to discover that the tools they require to become productive are located in the wrong department, not working properly or missing altogether.

Instead, employees should arrive at their first day on the job and have immediate access to all of the tools they require to perform their jobs.

The first steps in IT onboarding should include:

  • listing the IT hardware that employees require to perform their roles, and identifying the location of this hardware or ordering it in if required
  • setting up an employee workstation, whether this is a laptop or PC, including all required peripherals, such as keyboards and monitors
  • ensuring the employee will have access to an Internet connection and a phone line, if required.

2. Focus on software

Once basic IT hardware has been put in place you can move onto software. This phase of IT onboarding can be broken down in to three phases.

  1. Identify required software
    The new hire’s immediate supervisor should draw up a checklist of all required software and IT systems the employee will require to do their jobs and communicate with their team.
  2. Software installation
    If your employee has a new computer system the process of installing all required software can become time consuming, and easily take up an entire day. With this in mind your employee’s workstation should be updated with all required software before they arrive for their first day on the job.
  3. Provide access
    Once all required software is set up on the employee’s workstation, you’ll need to ensure they are able to access this software as well as any cloud-based software systems your company uses.

This process should include:

  • setting up an employee email account
  • sending invitations to join relevant cloud-based software to the new employee email account.

3. IT orientation

With all IT systems set to go, IT orientation can take place on your employee’s first day on the job.

This step involves familiarizing the new hire with the hardware and software tools they require for their jobs. In addition they should be debriefed on any important company IT and data policies.

The actual steps in IT orientation will differ depending on your company’s IT systems, a new hire’s job description and their access level to your IT systems.

However, some basic steps to keep in mind, include providing your new employee with:

  • a debriefing on all pre-onboarding activities, confirming that they have access to all required IT infrastructure and software
  • information on your company’s data privacy and protection policies
  • any training required to operate IT hardware, including printers, projectors or telecommunication systems
  • direct access to an employee who can provide support on IT issues if they run into any problems while familiarizing themselves with your systems.

How software can help with IT onboarding

Having a basic idea of what needs to happen during IT onboarding, and when it needs to happen, will significantly reduce friction during your onboarding process.

However, depending on the employee’s role and the extent to which your company makes use of software systems, important steps in the process can easily fall through the cracks.
And any issues that arise from gaps in your IT onboarding process may not become apparent until they have more serious implications for employee retention or company security.
This is where onboarding software can assist you in putting in place structured, repeatable IT onboarding processes.

SOPHY provides specialized onboarding solutions that incorporate IT onboarding, and can be customized to your business and industry.
Our onboarding software is:

  • affordable, user-friendly and simple to use
  • fully customizable, allowing you to build on the recommended steps in the IT onboarding process and develop templates that are a perfect fit for your industry as well as specific job roles within your organization
  • cloud-based, which means there are no time-consuming downloads, and you can access your onboarding process wherever you are
  • built on collaboration, making it easy for you to add team members to any onboarding process and generate engagement around IT onboarding checklist items
  • designed to integrate seamlessly with our cloud-based asset management system, allowing you quickly track or transfer any hardware during the IT onboarding process.

It’s never been easier to take control of the IT onboarding process.

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