Pre-Employment Checklist - What do I need to do before a new hire starts?

PRE-EMPLOYMENT CHECKLIST

Set your new starter up for success!

 Employment Agreement

Send signed copy to Culture & Performance: cpsupport@nzme.co.nz.

 Pre-start Admin

Confirm KiwiSaver, tax code, and bank details uploaded (Affinity will send instructions).

 Request building access & IT Setup here

Building access varies by location. For Auckland, request access in the link above. Then instructions for setting up building access via the app can be found here.

IT setup deadlines:

Regional: 1 week before start.

Auckland: 3 business days before start.

 Mobile Phone

Submit request form if required.

 Induction Plan

Create team-specific induction agenda.

Suggested resources:

Set up a SharePoint/OneDrive folder with:

How-to guides.

Key contacts (internal/external). e.g., IT ServiceDesk, Culture & Performance, reception team or team admin.

Organisation chart.

Team working guide.

Quick links (Connect Me, shared drives, reports).

Recommended reading/training.

 Workspace

Assign a clean desk and set up workstation (laptop, monitors, mouse etc).

 Team Welcome

Schedule social catch-up (coffee, morning tea, lunch).

 Welcome Pack

Organise NZME-branded merch via C&P (cpsupport@nzme.co.nz).

 Buddy System

Assign a team buddy for first few weeks (see below for details).

ASSIGNING A “BUDDY” FOR YOUR NEW HIRE

We suggest that you assign an existing member of your team to “buddy” with the new starter. This will help your newbie understand NZME’s organisational culture and ways of working.

THE ROLE OF A BUDDY:

Teaching/or tutoring, such as explaining unfamiliar tasks and systems.

Explaining how to use office equipment, obtain offices supplies, make travel arrangements etc.

Socialising the new employee on NZME’s guidelines, norms, culture, and unwritten ways of working.

Sharing insights on how things are done at NZME.

Involving the new employee in social or informal activities, such as lunch, coffee etc.

AN IDEAL BUDDY WILL:

Have a willingness and ability to help others and have the time to be accessible to the new employee.

Be skilled in/have knowledge of the new employee’s role.

Be a peer of the new employee.

Have excellent communications and interpersonal skills.

Be well regarded and accepted by current employees.

WHAT A BUDDY SHOULD NOT BE:

A buddy is not a substitute for supervision or your role as a manager. They are available to answer relatively straightforward questions about operational issues.

If someone does not want to do this extra work, then do not assign them a buddy role.

Be sure to discourage gossip and speculation within the buddy/new employee relationship.

They should avoid giving unsolicited advice.

For any questions relating to onboarding, please contact cpsupport@nzme.co.nz

ONBOARDING CHECKLIST – FROM DAY 1 – 3 MONTHS

New Starter Name:

Position:

Start Date:

Date induction completed:

Manager Signature __________

First day	Carried out by	Date	Notes
Organise initial welcome e.g., 9:30am start and coffee.
Check IT set up is working and ensure NZME welcome pack (bag with NZME drink bottle, pen, notebook) is on desk.
Building access varies by location. Check this in advance. For Auckland central, they should have been emailed instructions to set up their Gallagher MC app. Auckland Central Door Access
Introduction to team members including their ‘buddy’ and senior managers.
Give tour of office including fire exits, bathrooms and departments, kitchens, and wellbeing rooms (as applicable).
Run through your department/team-specific induction process and make sure they know how the team works/where to go to find documents, reading etc.
Show them how to get IT support, the contact email address for Culture & Performance and other relevant operations teams.
Ensure all relevant team meeting invites have been extended to new starter.
Ensure team members set up 1:1 catch ups.
Run through NZME communications and team communications. This includes ConnectMe, Yammer, ‘Update Me’ newsletter, department specific newsletters, and how you communicate as a team.
First week - Overview	Carried out by	Date	Notes
Introduction to NZME (brief company history, who is who, how we work, what we produce)
Run through who is who, how NZME works and what NZME produces.
Provide an overview of how to book meeting rooms, use Zoom/Teams, and other common computer programs, systems and drives.
Your new starter will receive an automated email with a link to complete their NZME induction -which includes a welcome video from Michael Boggs, the Induction Handbook and onboarding compliance tests. Please remind them to review all the information including the Key Policy Review and Health & Safety Quiz.
First Week - New Starter Role
Explain the role expectations and how this position contributes to the organisation. Clarify expected performance and how this will be assessed.
Discuss any relevant onboarding training.
Discuss the new starters goals and thoughts on their future development.
Ensure employee understands the terms of employment including probationary period, taking breaks, holidays and when they will get paid.
Outline details such as our dress code, information on parking, and smoking
Run through health & safety at NZME including where to find more information if concerned about bullying or harassment.
Provide the details of TELUS Health, our EAP provider
First month	Carried out by	Date	Notes
Check in the NZME learning management system that the new starter has completed their induction documentation including key policy reviews.
Towards the end of four weeks, organise an informal meeting to assess how the new starter is adjusting to their role, and whether they have any particular coaching or training needs, or other concerns.
Before two – three months	Carried out by	Date	Notes
Ensure new starter has attended or is booked to attend a NZME Induction Session hosted by C&P and the executive team.
Review how the new starter is settling in and performing. This is also an opportunity to pinpoint any development needs, set timescales for achieving them and adjust work targets if required. If there are any performance concerns, ensure you advise C&P of the concerns to ensure these are appropriately communicated.
Before three months	Carried out by	Date		Notes
If the new employee is on probation, then it’s decision time – will they stay or go? If they’re staying, it’s time to look to the next six months, any new work objectives, and any experience, coaching or training needs.
At the end of their three months	Carried out by	Date		Notes
Ask the employee for feedback on their induction – what worked well? What could be improved?

Pre-Employment Checklist - What do I need to do before a new hire starts?

Checklist for on-boarding a new hire