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IT ON-BOARDING
IT On-Boarding Process
Why Is IT Onboarding Important? And why it should be the First Meeting of the Day?
Any employee who uses any technology in their job needs to know how to use it and how to ask for help This allows new employees to start working on tasks and projects immediately, with Full Confidence in their tools. Without IT onboarding, employees might not have what they need on their first day, or they might waste time trying to set up their devices without dedicated IT assistance.
IT Onboarding- A meeting should be held on the New Hire First day at JNF-USA.
This meeting is to ensure that equipment is set up on Desktops, Laptops, Docks, and Printers and that the New hire has access to all Outlook, Salesforce, Concur, Shared files, and all other needed applications.
Provide IT Department with All Necessary Details About the New Hire
The IT department must know about the new hire as soon as possible. Not all new hires need the same devices and software, so it’s important to share specific requirements with the IT department. This will allow us to start getting the systems ready for the individual and ensure that their email and other accounts are set up correctly. Here are some key pieces of information to share with IT:
- The new hire’s name (The Exact spelling)
- Contact information (The email address, And Address of the New hire, so we can send login information and Ship equipment.)
- Job title and department, Location
- Start Date
- Manager information
- Distribution Groups both in Outlook and Salesforce.
IT onboarding process of setting up new employees in JNF’s technological systems. In general, it includes:
- Creating new user accounts, emails, Salesforce, Concur, Tableau, and IWave from directives derived from the New hire HR form via Salesforce.
- Acquiring the necessary equipment for New Employees (Laptop(s), Desktop, Monitors, Docks, Printers, Peripherals)
- setting up new workstations
- adding new licenses for software
- setting up new phone numbers and voicemails
- teaching employees how to use their devices and software
- training employees on IT security
IT Onboarding Checklist: Before Your New Hire Starts
- Setting up New Employee's account(s)
- Creating new user accounts, emails, Salesforce, Concur, Tableau, and IWave from directives derived from the New hire HR form via Salesforce.
- Send out an email to the New hire team and Manager that the account was created.
- Shipping New Employee's Equipment
- Based on the information given on the New hire form IT will ship equipment to the New Hire(s) Home office or JNF Office(s). The New Hire receives instructions on how to setup and login.
- IT updates the New Hire Form with all Equipment and Tracking information and Equipment assigned to New Hire.
- Create a New Hire Checklist
- Tamieka- IT, Director of Support creates an IT checklist form for all New Hire, The form includes the New Hire name, Date and time of IT Onboarding, Office location, Assigned Staff, and a checklist of all that will be covered in the IT Onboarding.
- The Assigned IT Staff is assigned to the New Hire checklist form and updates the Form after the IT onboarding.
2 Welcome Email to New Hire (s)
- Tamieka- IT, Director of Support sends out a welcome email to the New Hire(s) Email address, JNF, and Personal email address (if given) The welcome email includes the manager, and/or Coe assigned, IT staff assigned to Onboarding.
The email includes a Welcome, and introduction, important apps to connect, IT staff assigned, IT onboarding info date and time with the duration of the meeting.
3 A Teams meeting is scheduled, and an invite is sent out to the New Hire(s)
- Tamieka- IT, Director of Support schedules Team meetings.
IT- Onboarding is strategic and well-planned. The new hire onboarding process is an essential first step. The meeting is held on a scheduled basis and is scheduled for an hour. There are some instances where the meetings can extend longer based on the employee(s) skillset and Location. I.T. ensures that new hire has all the office equipment they need and that it’s working properly. This includes computers, phones, other devices, and any software tools or apps they will be using and helping them to navigate through systems effectively.
During the Onboarding process, I.T. Staff will ideally:
- Introduction: Welcome
- Meet With the New Hire To Setup up equipment, Confirm Your New Hire’s Equipment Is Working For Them,
- Set up apps, printers, Mapping to network connections
- Standard IT devices can include:
Set Up Equipment
- Laptop, Desktop
- Monitor(s)
- Docking station(s)
- Mouse, Keyboard, Camera
- Phone(smartphone,)
- Printers
IT ON-BOARDING
- Document of How to Set Up Equipment (The below will be included with the equipment when shipped).
Welcome to JNF-USA
My name is ________________.
I will be assisting you with your IT- Onboarding.
Computer Login information- (you will use this information, once your computer is set up.
Username: ________________________________
Password:_________________________________
Your JNF Email:___________________________
You will be prompted to change your Password at Log in. (choose a safe strong password)
IT EQUIPMENT SETUP
Equipment
- First things first, please ensure that you have sufficient desk space. You will be setting up 2 Monitors.
- Check to see if you received the following Equipment:
Your Laptop computer with a power cord
Docking Station with Power cord
2 new monitor(s) with Power cords
Display port and USB-C Connectors
PRINTER (If you have a Home Office or Regis Setup)
Now you are ready to set up the Equipment!
IT EQUIPMENT SETUP
How to Connect 2 Monitors to your Lenovo Laptop.
- Unbox all your equipment.
- Make sure to have the docking station on hand.
- Plug in your Monitor(s) into an Outlet.
- Plug in the DisplayPort cable that is in the monitor box into the back
of the monitor(s)
- Plug the other side of the cable to the docking station. The symbol in the dock where this cable is connected looks like this.
- Connect the docking station's power cord to the wall, then place the other end with the yellow tip in the port with the symbol that looks like a wall plug.
- After this please connect all the peripherals. Camera, Mouse & keyboard combo. ( make sure you don’t lose the mouse and keyboard receiver. It is very small and it comes in one of the sleeves of the box.) the mouse & keyboard receiver look like this.
- The last thing you want to do is connect the USB-C cable from the docking station to the laptop itself. This cable should go into the port that has an Icon that looks like a laptop on the dock. And the other end it’s the same port where the laptop charges. The cable looks like this, and it comes in the same box as the dock.
- Log on to the System. You are all Set.
IT ON-Boarding Checklist – Items that are covered in an IT On-boarding.