HR Masterclass 4.0

The onboarding checklist that can save you time

• Hiring a new employee can be broken into three stages: strategy, interviewing and onboarding.
• A well-written job description is an essential hiring tool.
• An onboarding checklist is a simple way to ensure every new hire receives the same positive introduction to your business.

According to David Holland, managing director of talent solutions at Employment Hero, small businesses are spending valuable resources on recruitment but there’s an overwhelming lack of confidence in the process. “Employment Hero’s 2025 Recruitment Report¹ found that SMBs are spending an average of $7600 a year on recruitment, yet only six per cent describe their hiring process as excellent,” he says. “More than half the people we talked to also said they’re experiencing increased staff turnover.”

There are three key stages for hiring new staff in any business: strategic planning, the interview itself and staff onboarding. Spending time working through each stage helps you find the right person for the position and, more importantly, the right person for your organisation.

David leads Employment Hero’s mission to help business owners attract and engage great talent so they can build great teams. Here are his tips.

Strategic planning: How do you prepare for onboarding?

Building the right team starts well before you step into an interview room. Before you advertise a job, think about what problem you’re trying to solve.

Try David’s simple three-step exercise:

• Ask yourself: What’s falling through the cracks? What goals are you trying to reach faster? Where are the pressure points in your business?
• Forward planning: Instead of just replacing the last person, think about what your business needs now and where it’s heading.
• Set your expectations: Write down the key tasks and outcomes you expect from the hire.

When you’re ready to advertise, be genuine and clear in your job ad. Talk about your purpose, your customers and what it’s like to work with you.

David explains, “a well-written job description will also help: it tells people exactly what success looks like and helps those who don’t align with your business self-select out,” says David. “Keep it clear, simple and realistic – outline the role’s purpose, responsibilities and who the person will work with.”

Getting the interview right

Now you’ve done the pre-planning, you’re ready to start the interviewing process. Review the candidate’s resume before the interview and structure questions in a logical flow. “During the interview, focus on values and attitude – you can train skills but not motivation or integrity,” says David. To get the clearest read, ask for specific examples of how they’ve handled real situations, not just what they would do in theory. And leave time for the candidate’s questions too.

Employee onboarding checklist

Hiring doesn’t end when the employee signs their contract. There are important onboarding processes that will help your new hire succeed.

Start with a simple plan for the first week. Show them how the business runs, introduce them to the team and make sure they understand the basics like payroll, safety and communication. “A warm welcome, a clear checklist and a genuine check-in at the end of week one – as part of your standard onboarding procedure – go a long way,” says David.