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Employee onboarding checklist for new hire

Employee onboarding checklist for new hire

Author
Nikola Tore
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May 2, 2018
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5 min read
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First impression matters.

After spending months investing resources to find great talent to fill a key role within the company, it is terribly disappointing to have the employee resign within a year. This is the case for many companies, which are not able to meet new hires’ expectations and as a result, lose good people. This happens because while new hires join the company with much motivation and excitement, they somehow end up becoming disillusioned often within the first few days itself. (Also read: Why employees frequently switch jobs and how to retain them)

Unfortunate examples of these employers involve superficial employee onboarding programs, unclear communication to new hires prior to the first day, unstructured training, and neglected information regarding the HR’s and hiring department’s responsibilities.

According to TalentWise

  • 91% of new hires stick with a company for at least one year if the organization has efficient onboarding processes
  • 69% of those new hires stick with a company for at least three years when it has a well-structured onboarding program

Steps to creating your employee onboarding checklist for new employee

To consider the hiring process for a specific position successful, employers need first to make sure that their new hires will not leave the company soon. That said, it is important to show them from day one that you as an employer care about them and respect the fact that these people will be the people who will drive the company’s overall performance in the near future. Thus, you will help them keep alive, and maybe enhance, their excitement and motivation for joining you. (Also read: 7 ways recruiters can increase the offer-to-joining ratio)

When do you make the first impression in employee onboarding?

If you think you will make the first impression the moment the new hire will formally join the company, you have already lost the game!

The first impression will take place at the moment you will contact the candidates. The way you approach them, the tone of your communication, and the overall experience you provide them with are all part of the first impression you are making on candidates you are considering for a key position within the company. Even if you don’t know yet who will be hired in the end, you should know that the “employee onboarding” starts when you approach the candidates. In the end, this is why you approach them because you believe that they could join the company.

There are plenty of examples when candidates were very excited to join a company, but they don’t because of an unstructured and unclear hiring process. They were not impressed with the way the company dealt with the hiring process, and them.

How to avoid such a bad impression:

  • Set and communicate a clear timeline regarding the hiring process – Let the candidates know how long it will take, what the steps are, and when to expect what.
  • Communicate status update to each candidate at each step – It is important for the candidates to be updated about their application status. They need to know if they made it to the next step or not. Should they start applying somewhere else or wait a bit longer for your decision? They need to know.
  • Involve gamification in the hiring process – Gamification of the hiring process is a great way to provide candidates with a great experience— an experience which makes them feel that even if they do not get the position, at least they enjoyed the journey.
  • Incorporate Talent Assessment Software – TAS has a twofold goal. On one hand, it helps employers to ensure that the person they will hire will be able to perform well in the new role, and, on the other hand, it helps candidates create a positive impression about the dedication of the company to ensure that it will hire only the best. Somehow, it makes them feel special when they succeed. For example, HackerEarth Recruit is a technical recruitment platform that helps companies assess candidate performance via customized online coding tests.

“Before the first day” to-do list?

After considering the aforementioned practices, you can be sure that the new hire is likely to have the same or even increased motivation to join the company. By providing candidates with a positive experience throughout the hiring process, you (hopefully) convinced them that you care about the people you bring onboard; you want the best, and if they made it they have an extra reason to feel proud to join your family.

As soon as the candidate accepts the offer, you are all ready for the next step of the candidate preboarding process. The best way is to automate the journey using candidate preboarding software. These software help ensure that the preboarding is without glitches and also help in ensuring that the dropoff is minimal.

Create a “Before the First Day” list, and include on this list all the tasks that the employee preboarding team needs to complete:

  • Make sure you provide the new hire with some practical and clear information about the first day. Consider the question: “What should they expect on the first day of employment?”
  • Make sure all the paperwork has been finished before he/she joins the company. Enter him/her in your HR systems, have the laptop/desktop ready, and create for him/her all the necessary accounts. Show them you are structured and proactive.
  • Remind the hiring managers about the new hire a few days in advance, and make sure he/she has scheduled some time in their calendar to introduce the new hire to the rest of the team, and give a contact list. (Also read: 10 ways to build inclusive onboarding experience)

On the First Day – the “Official Employee Onboarding”:

Supposing that you managed to ensure the entire “Before the First Day” list has been checked, now, you need to think of the structure of the “Official Employee Onboarding.” This is the moment when you officially introduce the new hires to the company and make sure they will find the working environment you promised during the hiring process.

That said, consider the following practices, inspired by companies such as Google and Netflix:

  • Present your company’s policies and values; while doing so, try to reference specific examples. If you reference a story or a real example, they’ll be more likely to relate and understand.
  • Encourage open dialogue.
  • Discuss their responsibilities and be prepared to answer any questions.
  • Introduce them to the rest of the team.
  • Assign a dedicated mentor to each new hire.
  • Provide them with a schedule and timeline regarding their training.
  • Google employee onboarding program suggests that when training new hires, define success for each. Put together a roadmap to success based on the way you perceive it and expect it to be. Present them with as many KPIs as possible. Thus, you will help them have a clear image of what is expected of them.
  • Netflix onboarding program suggests you let new hires tackle huge projects from the beginning. It makes them feel like you trust them and believe in their knowledge, skills, and abilities.

Successfully ending the employee onboarding process

For some organizations, the official employee onboarding program, including the training, ends within three weeks, and for other companies after 2 or 3 months. There is no standard timeline on this. It always depends on the company culture, size, structure, and goals. What is important to make sure that you successfully end the employee onboarding process is that you (HR, IT, Facilities, and the Hiring Team) ensured that the new hire received well-structured training which will help him/her feel part of the team, perform as expected, and align personal goals with the overall company’s goals. The hiring manager should hold several feedback meetings with the new hire. In these meetings, the purpose should be to make sure that the new hire is ready to perform “independently.” If you are already there, then kudos on your well-structured onboarding program. If not, then it is time to review and adjust it according to your company’s needs and resources. (Also read: How to write an employee handbook)

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Author
Nikola Tore
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May 2, 2018
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5 min read
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A New Era of Code

Vibe coding is a new method of using natural language prompts and AI tools to generate code. I have seen firsthand that this change makes software more accessible to everyone. In the past, being able to produce functional code was a strong advantage for developers. Today, when code is produced quickly through AI, the true value lies in designing, refining, and optimizing systems. Our role now goes beyond writing code; we must also ensure that our systems remain efficient and reliable.

From Machine Language to Natural Language

I recall the early days when every line of code was written manually. We progressed from machine language to high-level programming, and now we are beginning to interact with our tools using natural language. This development does not only increase speed but also changes how we approach problem solving. Product managers can now create working demos in hours instead of weeks, and founders have a clearer way of pitching their ideas with functional prototypes. It is important for us to rethink our role as developers and focus on architecture and system design rather than simply on typing c

The Promise and the Pitfalls

I have experienced both sides of vibe coding. In cases where the goal was to build a quick prototype or a simple internal tool, AI-generated code provided impressive results. Teams have been able to test new ideas and validate concepts much faster. However, when it comes to more complex systems that require careful planning and attention to detail, the output from AI can be problematic. I have seen situations where AI produces large volumes of code that become difficult to manage without significant human intervention.

AI-powered coding tools like GitHub Copilot and AWS’s Q Developer have demonstrated significant productivity gains. For instance, at the National Australia Bank, it’s reported that half of the production code is generated by Q Developer, allowing developers to focus on higher-level problem-solving . Similarly, platforms like Lovable enable non-coders to build viable tech businesses using natural language prompts, contributing to a shift where AI-generated code reduces the need for large engineering teams. However, there are challenges. AI-generated code can sometimes be verbose or lack the architectural discipline required for complex systems. While AI can rapidly produce prototypes or simple utilities, building large-scale systems still necessitates experienced engineers to refine and optimize the code.​

The Economic Impact

The democratization of code generation is altering the economic landscape of software development. As AI tools become more prevalent, the value of average coding skills may diminish, potentially affecting salaries for entry-level positions. Conversely, developers who excel in system design, architecture, and optimization are likely to see increased demand and compensation.​
Seizing the Opportunity

Vibe coding is most beneficial in areas such as rapid prototyping and building simple applications or internal tools. It frees up valuable time that we can then invest in higher-level tasks such as system architecture, security, and user experience. When used in the right context, AI becomes a helpful partner that accelerates the development process without replacing the need for skilled engineers.

This is revolutionizing our craft, much like the shift from machine language to assembly to high-level languages did in the past. AI can churn out code at lightning speed, but remember, “Any fool can write code that a computer can understand. Good programmers write code that humans can understand.” Use AI for rapid prototyping, but it’s your expertise that transforms raw output into robust, scalable software. By honing our skills in design and architecture, we ensure our work remains impactful and enduring. Let’s continue to learn, adapt, and build software that stands the test of time.​

Ready to streamline your recruitment process? Get a free demo to explore cutting-edge solutions and resources for your hiring needs.

Guide to Conducting Successful System Design Interviews in 2025

What is Systems Design?Systems Design is an all encompassing term which encapsulates both frontend and backend components harmonized to define the overall architecture of a product.Designing robust and scalable systems requires a deep understanding of application, architecture and their underlying components like networks, data, interfaces and modules.Systems Design, in its...

What is Systems Design?

Systems Design is an all encompassing term which encapsulates both frontend and backend components harmonized to define the overall architecture of a product.

Designing robust and scalable systems requires a deep understanding of application, architecture and their underlying components like networks, data, interfaces and modules.

Systems Design, in its essence, is a blueprint of how software and applications should work to meet specific goals. The multi-dimensional nature of this discipline makes it open-ended – as there is no single one-size-fits-all solution to a system design problem.

What is a System Design Interview?

Conducting a System Design interview requires recruiters to take an unconventional approach and look beyond right or wrong answers. Recruiters should aim for evaluating a candidate’s ‘systemic thinking’ skills across three key aspects:

How they navigate technical complexity and navigate uncertainty
How they meet expectations of scale, security and speed
How they focus on the bigger picture without losing sight of details

This assessment of the end-to-end thought process and a holistic approach to problem-solving is what the interview should focus on.

What are some common topics for a System Design Interview

System design interview questions are free-form and exploratory in nature where there is no right or best answer to a specific problem statement. Here are some common questions:

How would you approach the design of a social media app or video app?

What are some ways to design a search engine or a ticketing system?

How would you design an API for a payment gateway?

What are some trade-offs and constraints you will consider while designing systems?

What is your rationale for taking a particular approach to problem solving?

Usually, interviewers base the questions depending on the organization, its goals, key competitors and a candidate’s experience level.

For senior roles, the questions tend to focus on assessing the computational thinking, decision making and reasoning ability of a candidate. For entry level job interviews, the questions are designed to test the hard skills required for building a system architecture.

The Difference between a System Design Interview and a Coding Interview

If a coding interview is like a map that takes you from point A to Z – a systems design interview is like a compass which gives you a sense of the right direction.

Here are three key difference between the two:

Coding challenges follow a linear interviewing experience i.e. candidates are given a problem and interaction with recruiters is limited. System design interviews are more lateral and conversational, requiring active participation from interviewers.

Coding interviews or challenges focus on evaluating the technical acumen of a candidate whereas systems design interviews are oriented to assess problem solving and interpersonal skills.

Coding interviews are based on a right/wrong approach with ideal answers to problem statements while a systems design interview focuses on assessing the thought process and the ability to reason from first principles.

How to Conduct an Effective System Design Interview

One common mistake recruiters make is that they approach a system design interview with the expectations and preparation of a typical coding interview.
Here is a four step framework technical recruiters can follow to ensure a seamless and productive interview experience:

Step 1: Understand the subject at hand

  • Develop an understanding of basics of system design and architecture
  • Familiarize yourself with commonly asked systems design interview questions
  • Read about system design case studies for popular applications
  • Structure the questions and problems by increasing magnitude of difficulty

Step 2: Prepare for the interview

  • Plan the extent of the topics and scope of discussion in advance
  • Clearly define the evaluation criteria and communicate expectations
  • Quantify constraints, inputs, boundaries and assumptions
  • Establish the broader context and a detailed scope of the exercise

Step 3: Stay actively involved

  • Ask follow-up questions to challenge a solution
  • Probe candidates to gauge real-time logical reasoning skills
  • Make it a conversation and take notes of important pointers and outcomes
  • Guide candidates with hints and suggestions to steer them in the right direction

Step 4: Be a collaborator

  • Encourage candidates to explore and consider alternative solutions
  • Work with the candidate to drill the problem into smaller tasks
  • Provide context and supporting details to help candidates stay on track
  • Ask follow-up questions to learn about the candidate’s experience

Technical recruiters and hiring managers should aim for providing an environment of positive reinforcement, actionable feedback and encouragement to candidates.

Evaluation Rubric for Candidates

Facilitate Successful System Design Interview Experiences with FaceCode

FaceCode, HackerEarth’s intuitive and secure platform, empowers recruiters to conduct system design interviews in a live coding environment with HD video chat.

FaceCode comes with an interactive diagram board which makes it easier for interviewers to assess the design thinking skills and conduct communication assessments using a built-in library of diagram based questions.

With FaceCode, you can combine your feedback points with AI-powered insights to generate accurate, data-driven assessment reports in a breeze. Plus, you can access interview recordings and transcripts anytime to recall and trace back the interview experience.

Learn how FaceCode can help you conduct system design interviews and boost your hiring efficiency.

How Candidates Use Technology to Cheat in Online Technical Assessments

Impact of Online Assessments in Technical Hiring In a digitally-native hiring landscape, online assessments have proven to be both a boon and a bane for recruiters and employers. The ease and...

Impact of Online Assessments in Technical Hiring


In a digitally-native hiring landscape, online assessments have proven to be both a boon and a bane for recruiters and employers.

The ease and efficiency of virtual interviews, take home programming tests and remote coding challenges is transformative. Around 82% of companies use pre-employment assessments as reliable indicators of a candidate's skills and potential.

Online skill assessment tests have been proven to streamline technical hiring and enable recruiters to significantly reduce the time and cost to identify and hire top talent.

In the realm of online assessments, remote assessments have transformed the hiring landscape, boosting the speed and efficiency of screening and evaluating talent. On the flip side, candidates have learned how to use creative methods and AI tools to cheat in tests.

As it turns out, technology that makes hiring easier for recruiters and managers - is also their Achilles' heel.

Cheating in Online Assessments is a High Stakes Problem



With the proliferation of AI in recruitment, the conversation around cheating has come to the forefront, putting recruiters and hiring managers in a bit of a flux.



According to research, nearly 30 to 50 percent of candidates cheat in online assessments for entry level jobs. Even 10% of senior candidates have been reportedly caught cheating.

The problem becomes twofold - if finding the right talent can be a competitive advantage, the consequences of hiring the wrong one can be equally damaging and counter-productive.

As per Forbes, a wrong hire can cost a company around 30% of an employee's salary - not to mention, loss of precious productive hours and morale disruption.

The question that arises is - "Can organizations continue to leverage AI-driven tools for online assessments without compromising on the integrity of their hiring process? "

This article will discuss the common methods candidates use to outsmart online assessments. We will also dive deep into actionable steps that you can take to prevent cheating while delivering a positive candidate experience.

Common Cheating Tactics and How You Can Combat Them


  1. Using ChatGPT and other AI tools to write code

    Copy-pasting code using AI-based platforms and online code generators is one of common cheat codes in candidates' books. For tackling technical assessments, candidates conveniently use readily available tools like ChatGPT and GitHub. Using these tools, candidates can easily generate solutions to solve common programming challenges such as:
    • Debugging code
    • Optimizing existing code
    • Writing problem-specific code from scratch
    Ways to prevent it
    • Enable full-screen mode
    • Disable copy-and-paste functionality
    • Restrict tab switching outside of code editors
    • Use AI to detect code that has been copied and pasted
  2. Enlist external help to complete the assessment


    Candidates often seek out someone else to take the assessment on their behalf. In many cases, they also use screen sharing and remote collaboration tools for real-time assistance.

    In extreme cases, some candidates might have an off-camera individual present in the same environment for help.

    Ways to prevent it
    • Verify a candidate using video authentication
    • Restrict test access from specific IP addresses
    • Use online proctoring by taking snapshots of the candidate periodically
    • Use a 360 degree environment scan to ensure no unauthorized individual is present
  3. Using multiple devices at the same time


    Candidates attempting to cheat often rely on secondary devices such as a computer, tablet, notebook or a mobile phone hidden from the line of sight of their webcam.

    By using multiple devices, candidates can look up information, search for solutions or simply augment their answers.

    Ways to prevent it
    • Track mouse exit count to detect irregularities
    • Detect when a new device or peripheral is connected
    • Use network monitoring and scanning to detect any smart devices in proximity
    • Conduct a virtual whiteboard interview to monitor movements and gestures
  4. Using remote desktop software and virtual machines


    Tech-savvy candidates go to great lengths to cheat. Using virtual machines, candidates can search for answers using a secondary OS while their primary OS is being monitored.

    Remote desktop software is another cheating technique which lets candidates give access to a third-person, allowing them to control their device.

    With remote desktops, candidates can screen share the test window and use external help.

    Ways to prevent it
    • Restrict access to virtual machines
    • AI-based proctoring for identifying malicious keystrokes
    • Use smart browsers to block candidates from using VMs

Future-proof Your Online Assessments With HackerEarth

HackerEarth's AI-powered online proctoring solution is a tested and proven way to outsmart cheating and take preventive measures at the right stage. With HackerEarth's Smart Browser, recruiters can mitigate the threat of cheating and ensure their online assessments are accurate and trustworthy.
  • Secure, sealed-off testing environment
  • AI-enabled live test monitoring
  • Enterprise-grade, industry leading compliance
  • Built-in features to track, detect and flag cheating attempts
Boost your hiring efficiency and conduct reliable online assessments confidently with HackerEarth's revolutionary Smart Browser.
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