December 16, 2023
Best Practices / IT Onboarding

Best Practices for IT Onboarding: Streamline the New Employee Experience 

Written by Jeff Gaines

In today’s fast-paced business environment, effective IT onboarding is crucial for ensuring a smooth transition for new team members. This blog explores best practices that can streamline the onboarding process and set employees up for success. We will cover key aspects such as hardware and device procurement and provisioning Mobile Device Management solutions (MDM), planning ahead for hardware inventory and shipping, creating account logins, welcoming new team members, and addressing technology challenges. Whether you are an IT professional, HR personnel, or operations manager, this article will provide valuable insights to help you optimize your onboarding procedures and enhance employee satisfaction and retention. Let’s dive in!

Hardware Procurement, Inventory and Shipping

In today’s dynamic work landscape, where remote and distributed teams are increasingly common, the IT onboarding process has evolved to include critical aspects like hardware inventory management and a streamlined shipping process. Ensuring a smooth integration of new hires, particularly in diverse locations, hinges on having an organized system for warehousing hardware inventory and a rapid deployment process. 

The journey begins with a detailed assessment of the specific device requirements for each role within your organization. This step is pivotal in understanding the distinct needs of various teams and individuals. For example, software developers might need high-performance workstations, while sales representatives could require portable, mobile devices for remote work. Accurately pinpointing these requirements not only makes the procurement process more efficient but also guarantees that new employees have the essential tools from their first day.

Alongside understanding hardware needs, setting up a robust warehousing system for your hardware inventory is crucial. This system should facilitate effortless tracking and management of stock levels, ensuring that devices are immediately available when new hires are onboarded. This aspect is particularly crucial for companies with distributed teams, where any delay in equipment provisioning can significantly impact productivity.

Additionally, having a well-organized shipping process is essential for the swift and effective deployment of IT equipment to remote team members. This involves forming partnerships with dependable logistics providers and establishing a system for fast, traceable, and secure delivery of hardware to various geographical locations. By making sure that new team members receive their equipment promptly and smoothly, companies can create a positive initial onboarding experience, even in a remote work environment.

MDM – Mobile Device Management

In today’s mobile-centric workplace, implementing a suitable Mobile Device Management (MDM) solution is essential for managing company-owned devices effectively. MDM enables centralized control over devices, ensuring security and compliance across the organization.

Selecting an appropriate MDM solution requires careful consideration of factors such as scalability, ease of use, and compatibility with existing infrastructure. It’s crucial to choose a solution that aligns with your organization’s security policies and compliance standards.

Once an MDM solution is in place, configuring policies and settings becomes paramount. This involves establishing protocols for device enrollment, app management, data encryption, remote wiping capabilities, and more. By configuring MDM policies to align with security best practices and compliance regulations specific to your industry, you can ensure that all devices are protected against potential threats.

By following these best practices for procuring devices and provisioning MDM solutions during IT onboarding processes, organizations can set their new employees up for success by providing them with the necessary tools while maintaining security and compliance standards throughout the transition.

Managing SaaS, Logins and Permissions

Setting up a streamlined process for creating account logins is crucial for enabling new employees to access necessary systems and resources promptly. This involves establishing clear procedures for account creation, including usernames, passwords, and permissions.

To streamline this process, consider implementing automated account provisioning tools or Single Sign-On (SSO) solutions. These technologies can simplify the account creation process by automatically generating login credentials based on predefined templates or integrating with existing authentication systems.

Ensuring access to necessary systems and resources is equally important. Collaborate with relevant teams within your organization to identify the applications, databases, shared drives, or other resources that new hires will require for their roles. Granting appropriate permissions ahead of time ensures that employees can start working without unnecessary delays.

By prioritizing proper packaging and secure shipping methods while also establishing a streamlined process for creating account logins, organizations can enhance the onboarding experience for new employees. This attention to detail sets a positive tone from day one and enables individuals to quickly integrate into their roles with minimal disruptions.

Welcoming New Team Members

Conducting comprehensive orientation sessions is an effective way to introduce new hires to the company culture and values. These sessions should cover essential information such as the company’s mission, vision, and core values. Additionally, providing an overview of the organizational structure, key departments, and their functions helps new employees understand how they fit into the bigger picture.

Organizing onboarding sessions specific to each role allows new hires to become familiar with their responsibilities and expectations. These sessions can include training on relevant software tools, processes, and workflows. By providing a clear understanding of what is expected from them in their roles, employees can quickly start contributing to the team.

Assigning experienced employees as buddies or mentors can greatly facilitate the onboarding process. Buddies serve as guides for new hires, helping them navigate through various aspects of their job and providing insights into company culture. They can answer questions, offer advice, and provide support during the initial stages of employment.

Establishing formal mentoring programs further enhances support for new employees. Mentors can offer ongoing guidance beyond the initial onboarding period, helping individuals develop professionally within their roles. This mentorship provides opportunities for knowledge transfer, career development discussions, and fostering a sense of belonging within the organization.

By incorporating orientation and onboarding sessions that introduce company culture and values while also implementing buddy systems and mentoring programs, organizations create an environment where new team members feel welcomed and supported from day one. This approach encourages faster integration into teams while promoting employee engagement and long-term retention.

Help Desk Support

Offering readily available help desk support is essential for assisting new hires with technical issues. This can be achieved by establishing a dedicated help desk team or outsourcing support services to a specialized provider. Promptly addressing and resolving technical problems helps minimize downtime and frustration for employees.

Implementing a ticketing system is an effective way to track and manage IT-related problems. This system allows employees to submit their issues, which are then assigned unique ticket numbers for easy tracking. It also enables the IT team to prioritize and address tickets based on urgency and impact. By implementing a ticketing system, organizations can ensure that no requests or issues fall through the cracks.

Training and Documentation

Providing comprehensive training on essential software and tools is vital for equipping new hires with the knowledge they need to perform their roles effectively. This training should cover not only basic functionalities but also any specific workflows or processes relevant to their positions. Offering hands-on training sessions, online tutorials, or access to self-paced learning resources can cater to different learning styles.

Creating easily accessible documentation for common IT procedures is equally important. This documentation serves as a reference guide for employees when they encounter recurring issues or need step-by-step instructions for specific tasks. It should be organized logically, searchable, and regularly updated to reflect any changes in software versions or processes.

By offering robust help desk support and implementing a ticketing system, organizations can ensure that technical issues are promptly addressed during the onboarding process. Additionally, providing comprehensive training and easily accessible documentation empowers new hires to troubleshoot common problems independently while fostering continuous learning within the organization.

Interlaced IT Services: Streamlining Onboarding

To further streamline the IT onboarding process, organizations can consider leveraging interlaced IT services that involve both in-house and outsourced resources.

Outsourcing IT Services

Outsourcing certain IT services to specialized providers can bring several benefits to the onboarding process. By partnering with external experts, organizations can tap into their specialized knowledge and experience, ensuring efficient delivery of specific IT functions. This could include areas such as network management, cybersecurity, or software development.

To ensure seamless integration and collaboration between in-house and outsourced IT teams, it is crucial to establish clear communication channels and define roles and responsibilities. Regular meetings or virtual sessions can facilitate effective coordination between teams. Sharing relevant documentation, access credentials, and project management tools also promotes smooth collaboration.

Continuous Improvement and Feedback

Regularly evaluating and refining the onboarding process based on feedback is essential for continuous improvement. Gathering feedback from new hires about their experiences during the onboarding process provides valuable insights into areas that may require adjustment or enhancement. This feedback can be collected through surveys, one-on-one discussions, or anonymous suggestion boxes.

Encouraging open communication channels for employees to share their experiences and suggestions fosters a culture of continuous learning and improvement within the organization. Creating forums or platforms where employees can provide feedback not only helps identify areas for improvement but also empowers individuals by giving them a voice in shaping the onboarding experience.

By effectively outsourcing certain IT services while ensuring seamless integration with in-house teams, organizations can optimize their resources during the onboarding process. Additionally, incorporating continuous improvement practices based on employee feedback enables ongoing enhancements that align with evolving needs and technologies.


Implementing these best practices for IT onboarding can significantly streamline the transition process for new employees. By procuring devices and provisioning MDM, shipping hardware, creating account logins, welcoming new team members, and addressing technology challenges, organizations can enhance efficiency and reduce challenges during the onboarding journey. This leads to improved productivity and employee satisfaction. It is important to continuously adapt and improve the onboarding process to meet evolving needs and technologies, ensuring a seamless experience for new hires as they integrate into their roles within the organization.

Jeff Gaines

Jeff Gaines

Jeff has served as an operating executive at Interlaced since 2016. He is deeply passionate about driving impact for Interlaced, for his community, and for his loved ones. In his spare time, Jeff loves spending time with his wife and son at the world famous San Diego Zoo, enjoying tacos on the beach in Baja, cheering on the San Diego Padres, adventuring outdoors and playing music with friends. Jeff’s top 3 films of all time are Point Break (the original), Road House and Field of Dreams.