How Managed IT Services Help with Onboarding New Hires

July 10, 2019

Choosing the best candidates for positions in your organization is one way to create a reliable, highly-efficient team. In the case of onboarding said candidates, managed IT services can help you ensure that recently-hired employees will indeed be dependable and productive members of your business.

A complete and well-planned onboarding process is crucial when you start new engagement. Without the necessary steps in place, you cannot effectively support your business. This is why when it comes to onboarding new hires, managed IT services use an optimized, standardized, and structured approach.

Here's an overview of a typical checklist professional managed IT services would use to guarantee the onboarding is done properly.

I. User Documentation& Licensing.

Before the workstation has been set up, it's time to add the new team member to the list of users. Any pertinent information will be documented, and someone will have to go through the various programs they'll be using to make sure they're properly licensed.

A managed IT services provider will definitely be able to help with this step by keeping track of current and expired licenses, licenses due for renewal, licenses belong to which members, licenses that are available and/or unavailable … and so on.

II. User Accounts Creation.

Once it's clear that the necessary licenses are available and the new user has been documented, the next step is creating user accounts on the various platforms or programs that they'll need.

For instance, most small and medium-sized businesses need employee accounts for programs like Office 365, Adobe, and Dropbox.

They'll also need an account for any messaging application their co-workers use to communicate. This means adding them to any requested groups and chat platforms so that they can easily get in touch with the rest of their team.

III. Computer Setup.

An onboarding procedure would usually include setting up a workstation for the new hire, unless he or she will be working remotely. This step is needed to ensure that the unit is working properly. It’s best to check that everything is in order before the new team member starts,rather than finding out later on that something isn’t working right.

IV. User-Specific Workstation & O.S.

This step is where attention to detail will be even more important,because it includes extreme specifics like updating graphics cards and installing company-branding fonts … among other things. It also entails making sure any company drives are properly mapped and that the user can print documents from their unit.

If the company uses a specific mail client or web browser (or both), these will also need to be configured.

Managed IT services can help streamline the tasks involved in this step, without sacrificing that all-too-important attention to detail.  

V. Configure Applications.

This is related to the above step, only focused more on applications. For example,the user will need to see if they can log in to the instant messaging application – like Slack, for example - using the log-in details they’ve been given. Once they’re in, they can then set their profile up. They’ll also need to log in to the email client. You might also need to help them set up an address book with their colleagues’ contacts details.

Other tasks fall under this step. For example, actually installing the necessary programs they’ll need and making sure said programs are licensed to avoid legal issues. Another example; de-cluttering the desktop or Start menu.

VI. Verification.

This step entails one last check to ensure that:

  • all necessary programs are properly installed
  • the user can send and receive emails from their account
  • all drives are accessible
  • the user is logged in to any other necessary accounts

… among other things. That way, the new hire will have as little trouble as possible getting started.

VII. Handoff

Simply put, this is where the workstation is“handed off” to the new hire, along with any company guides or instructions they need to familiarize themselves with as a new employee. An updated list of employees might also need to be sent as a reminder that there’s someone new onboard. Whatever else this entails will depend on your company.

All in all, one important outcome of onboarding is that it allows those in your network and support teams to gain all the knowledge they’ll need to do their jobs properly. As you can see, the process may sound simple, but there are many steps involved and details to be considered. If you work with a managed IT services provider, they’ll be able to help with the procedure, and do so as effectively as an in-house IT team would.

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