What should be on a small business onboarding checklist?

At minimum: the paperwork with legal deadlines (Form I-9, Form W-4, and state new hire reporting), system access and equipment, a first-day plan, a review of the job and its priorities, key policies, and check-ins at about 30, 60, and 90 days. Each item also needs an owner, or it tends to fall through the cracks.

How long should onboarding last in a small business?

Plan on about 90 days. Orientation might take a day or two, but most new employees need a few months of regular check-ins before they fully understand the role, the people, and how decisions get made.

Who should own onboarding if we don't have HR?

Usually two people. One person owns the paperwork and setup, often the owner, an office manager, or whoever handles payroll. The hiring manager owns the job itself, the team introductions, and the check-ins. Writing down who owns what is what keeps steps from getting missed.

What onboarding paperwork is required by law?

At the federal level, every new employee needs a completed Form I-9, you should have each employee complete Form W-4 for federal income tax withholding, and you need to report the new hire to your state. Many states add their own forms and notices, so check your state's requirements as well.

Do I need onboarding software?

Not to start. A shared checklist with owners and due dates works for most small teams. Software helps once you hire often or across locations, but it only automates the process you already have. If the process isn't clear yet, software won't fix that.

Small Business Employee Onboarding Checklist and Guide

top of page

Home
HR Health Snapshot
How We Work Together
About
Resources
608-381-4849

bottom of page