To ensure a smooth onboarding experience and compliance with IT security policies, it’s important to establish a structured IT onboarding process. Below is a comprehensive checklist to guide your IT onboarding for new employees.

1. Pre-Arrival Preparations

• Create New User Accounts:
  
  • Set up email and company account access (Office 365, Google Workspace, etc.).
  • Create network and VPN login credentials.
  • Configure Single Sign-On (SSO) for applicable systems.
• Set Up Hardware:
  
  • Prepare and configure the employee’s workstation (laptop/desktop, monitors, etc.).
  • Install required software (OS, productivity tools, security software).
  • Test hardware for proper functionality.
• Assign Devices:
  
  • Issue company devices (laptops, mobile phones, tablets).
  • Inventory devices with asset tags and document assignment.
• Prepare Access to Shared Systems:
  
  • Grant permissions to company systems (CRM, ERP, HR systems, etc.).
  • Ensure access to relevant drives, folders, and shared resources.
• Install and Configure Security Software:
  
  • Set up antivirus, firewall, and endpoint security solutions.
  • Enable encryption on company devices (e.g., BitLocker or FileVault).
  • Configure multi-factor authentication (MFA) for key systems.

2. Day 1 Onboarding

• Network and System Access Setup:
  
  • Provide credentials for email, network, and any relevant systems.
  • Walk the employee through logging into systems (email, VPN, company intranet).
• Configure Communication Tools:
  
  • Set up communication platforms (Slack, Microsoft Teams, Zoom).
  • Add the employee to appropriate channels, groups, or teams.
• Review IT Policies and Compliance Requirements:
  
  • Provide IT security policy documentation.
  • Review acceptable use policies, including BYOD (bring your own device) policies if applicable.
  • Ensure acknowledgment of compliance and security policies (including data privacy and cybersecurity).
• Access Training Resources:
  
  • Grant access to training portals and resources (e.g., IT onboarding guides, video tutorials).
  • Schedule cybersecurity training (e.g., phishing awareness, password management).

3. Software and Application Access

• Provision Software Licenses:
  
  • Assign licenses for productivity software (e.g., Microsoft Office, Adobe Suite).
  • Provide access to specialized software (CRM, design tools, development tools).
• Configure Email Signatures and Settings:
  
  • Set up the company email signature with proper formatting.
  • Walk through setting up email folders, auto-replies, and filters.
• Access to Collaboration Tools:
  
  • Provide access to document-sharing tools (Google Drive, OneDrive, Dropbox).
  • Ensure employee can access project management tools (Asana, Jira, Trello).

4. Security and Compliance

• Password Policy Setup:
  
  • Walk through the process of changing default passwords.
  • Set up password manager tools (LastPass, 1Password, etc.).
• Multi-Factor Authentication (MFA):
  
  • Ensure MFA is enabled on all essential systems (email, CRM, financial systems).
  • Provide setup instructions for MFA (Google Authenticator, Authy).
• VPN Access and Configuration:
  
  • Set up VPN access for remote workers.
  • Provide instructions for logging into the VPN securely.
• Security Training and Certifications:
  
  • Schedule or assign required IT security training.
  • Ensure new hires are certified or trained on industry-specific compliance (e.g., HIPAA, PCI-DSS).

5. Assign IT Support Resources

• Provide IT Helpdesk Information:
  
  • Share IT support contact info and escalation process.
  • Walk through how to submit IT support tickets.
• Schedule IT Orientation:
  
  • Set up an initial meeting with IT staff to answer questions and ensure understanding of systems.
• Review Troubleshooting Resources:
  
  • Share self-help resources like FAQs, knowledge bases, and how-to videos.

6. Data and File Access

• Access to Company Files and Databases:
  
  • Set up permissions to access company folders and databases.
  • Assign appropriate role-based access to secure systems.
• Email Archive and Previous Communication:
  
  • Ensure access to relevant email archives and communication history if needed.
• CRM/ERP Access:
  
  • Grant access to customer relationship management (CRM) or enterprise resource planning (ERP) systems based on the employee’s role.

7. Department-Specific Setup

• Custom Software Setup:
  
  • Ensure any role-specific software or tools are installed and configured.
  • Provide necessary permissions for tools relevant to the employee’s department.
• Project Management and Task Assignment Tools:
  
  • Set up access to departmental or project management systems.
  • Assign access to relevant projects, teams, or task boards.
• Access to External APIs/Tools (if needed):
  
  • Configure access to external tools or services used by the department.

8. Ongoing IT Support and Follow-Up

• Schedule Follow-Up IT Check-In:
  
  • Schedule a follow-up meeting to address any technical issues encountered during onboarding.
• Ongoing Security Monitoring:
  
  • Ensure the employee’s devices and accounts are enrolled in the company’s monitoring system.
• Access Audits and Adjustments:
  
  • Regularly audit access permissions and make adjustments as needed to ensure security and compliance.

9. Final Compliance Checks

• Confirm Device Security Settings:
  
  • Ensure all devices are compliant with company security policies.
  • Verify encryption, firewall, and antivirus software settings.
• Sign IT Policy Acknowledgment:
  
  • Collect a signed acknowledgment of IT policies, data protection, and device usage rules.
• Backup and Data Retention Policies:
  
  • Ensure the new hire is aware of backup procedures and data retention policies.

This checklist ensures that the new hire’s IT onboarding is thorough, compliant with company policies, and provides them with all necessary tools and access for a productive start. It also emphasizes security, compliance, and continuous IT support.