Happiness Clifford

Standard Operating Procedure (SOP) for Onboarding New Employees at Edmal Consulting Department: Human Resources Document Owner: HR Manager Approved by: Daniel Edward Effective Date: 14th November 2024 Review Date: 19th Oct 2024 Objective The purpose of this Standard Operating Procedure (SOP) is to ensure that all new employees at Edmal Consulting are effectively integrated into the organization by providing a structured, smooth, and informative onboarding experience. This SOP aims to streamline the onboarding process, helping new hires understand the company’s culture, policies, and procedures while setting clear expectations and enabling long-term success. Scope This SOP applies to all new employees, including full-time, part-time, and contract workers, across all departments within Edmal Consulting. It covers the entire onboarding process from the moment the job offer is accepted until the end of the employee’s first 90 days of employment. Roles and Responsibilities Human Resources (HR) Department ● Oversee the entire onboarding process, ensuring it is structured, compliant, and timely. ● Send job offers, contracts, and other required documentation. Collect signed documents and ensure all paperwork is completed prior to the employee's start date. ● Collaborate with IT and Facilities to ensure equipment, systems, and workspace (or remote tools) are ready. ● Ensure onboarding activities comply with local labor laws, Edmal Consulting policies, and industry best practices. ● Maintain all onboarding documents in a secure, centralized HR system. Hiring Managers ● Provide role-specific training and set performance goals for the new hire. ● Organize team introductions and communicate department-specific expectations. ● Schedule regular check-ins during the first 30, 60, and 90 days. IT Department ● ● ● Prepare and configure necessary equipment (laptops, email setup, phone systems, etc.). Provide system access to necessary software and platforms. Conduct mandatory training on Edmal Consulting’s data protection policies, cybersecurity protocols, and acceptable use of company equipment and software. New Employees ● Complete all required paperwork and training on time. ● ● Familiarize themselves with the company culture, values, and policies. Engage actively in onboarding activities and ask questions to clarify any uncertainties. Procedure 1. Pre-Onboarding Preparation 1.1 Job Offer and Documentation ● ● ● Offer Letter: HR sends the official job offer and employment contract via email. The offer must be signed and returned by the employee within 5 business days. Documentation Collection: HR collects the following documents: ○ Signed offer letter and contract ○ Non-Disclosure Agreement (NDA) ○ Tax forms (as required by local law) ○ Proof of identity and eligibility to work (per legal requirements) ○ Emergency contact details Verification: HR verifies the completeness of all required forms and uploads them to the HR system. 1.2 IT and Workspace Setup ● ● ● IT Configuration: IT prepares all necessary equipment (e.g., laptops, phones) and ensures the employee has access to key platforms (e.g., Microsoft 365, Slack, Asana). ○ Deadline: This must be completed at least 48 hours before the employee’s start date. Workspace Readiness: HR and Facilities ensure the workspace is prepared with necessary furniture and supplies for in-office employees. For remote employees, IT ensures remote access is configured. Backup Plan: A contingency plan is developed in case of technical issues on Day 1. Follow-Up and Feedback 4.1 Weekly Check-Ins (First 30 Days) ● ● ● Conducted by: HR and Hiring Manager Objective: Address any concerns, answer questions, and assess early progress. Topics Covered: ○ Comfort level with role and responsibilities ○ Integration with the team ○ Any immediate training needs or additional support Approval Prepared by: HR Manager, Edmal Consulting Approved by: Daniel Edward FlowChart for Onboarding New Employees at Edmal Consulting