If you have developed a reliable process for handling documents, images, or shipping paperwork over time, a new employee joining without that context will likely spend time rediscovering the same lessons you already learned, unless you give them a clear starting point. A short, reusable checklist saves both their time and yours.
The core checklist
- Where files live — your folder structure or filing system, and the naming convention you use, following whatever system you have established, such as the approach covered in our guide to building a simple digital filing system.
- Which tools handle which tasks — compressing, converting, cropping labels, whatever specific tools your process relies on.
- Any specific settings or standards you use — a preferred compression level, a standard image size, a particular format for a recurring document type.
- Who to ask when something is unclear, rather than guessing and potentially introducing an inconsistency into an established process.
Why a written checklist beats relying on verbal explanation alone
A verbal walkthrough is useful for context, but a new employee absorbing a lot of new information at once will not remember every detail from a single conversation. A written checklist they can refer back to independently, without needing to interrupt someone else's work to ask a repeat question, makes the whole onboarding process smoother for everyone involved.
Keeping the checklist genuinely short and practical
A checklist that tries to document every possible edge case becomes a burden to maintain and intimidating to read through. Focus on the core, everyday tasks a new employee will actually encounter regularly, and address genuine edge cases as they come up in practice rather than trying to anticipate every possibility upfront.
Including specific tool links directly in the checklist
Rather than describing a task abstractly, link directly to the specific tool used for it — the PDF Compressor for compression tasks, the relevant marketplace label cropper for shipping paperwork — so a new employee can go straight from reading the checklist to actually using the tool, without needing to search for it themselves.
Walking through one real example together
Beyond the written checklist, walking a new employee through one complete, real example of your process — from a real order to a real finished, printed label, for instance — helps the abstract checklist steps click into a concrete, memorable sequence. This combination of written reference and a live worked example tends to be more effective than either alone.
Updating the checklist as your process evolves
Treat the checklist as a living document, updating it whenever your actual process changes, rather than letting it drift out of date while your real practice moves on. An outdated checklist is arguably worse than no checklist at all, since it can actively mislead a new employee toward an approach you no longer actually use.
Checking in after the first few times a new employee handles a task independently
After a new employee has used the checklist to complete a task on their own a few times, a brief check-in — reviewing their work, asking if anything was unclear — catches any misunderstanding early, before it becomes an established habit that is harder to correct later.
Revisiting the checklist after the first week
A brief follow-up check after the new employee's first week, asking specifically whether any of the tools or steps on the checklist caused confusion, catches gaps the checklist itself didn't anticipate. This is a quick, low-effort way to keep the onboarding checklist genuinely useful and up to date for the next person who joins, rather than letting it slowly drift out of sync with how things are actually done.
Keeping the checklist short enough to actually be used
A checklist that tries to cover every possible tool and edge case tends to be skimmed rather than followed carefully. Keep it focused on the handful of tools and steps a new employee genuinely needs in their first week, and handle anything more specialised through direct conversation or a separate, more detailed reference document instead of cramming everything into the same onboarding list.
Pairing the checklist with a brief hands-on walkthrough
A written checklist works best alongside a short, direct walkthrough where the new employee actually uses each listed tool once with you present, rather than relying on the written list alone. Seeing a tool used correctly once tends to stick better than reading a description of how to use it, particularly for anyone less naturally comfortable picking up new software independently.
Adapting the checklist for different roles
Not every new employee needs the same tools on day one — someone handling customer-facing documents has different priorities than someone focused on internal reporting. Rather than maintaining one single checklist for every role, a shared base list of universally relevant tools plus a short role-specific addendum keeps onboarding relevant without requiring an entirely separate checklist to be built from scratch for every position.
Making the checklist genuinely easy to follow independently
Wherever possible, link each checklist item directly to the specific tool or resource it refers to, rather than a general description the new employee has to go searching for themselves. A checklist that's genuinely self-contained and actionable on its own reduces how much hand-holding is needed during an already busy first week.
Frequently asked questions
How detailed should an onboarding checklist be?
Detailed enough to cover the core, everyday tasks clearly, but not so exhaustive that it becomes overwhelming or difficult to maintain accurately over time.
Should the checklist include screenshots or just written steps?
Either can work; screenshots can help for a visually complex process, while written steps are often sufficient and easier to keep updated for a simpler one.
How often should I update the checklist?
Whenever your actual process changes meaningfully; an outdated checklist can cause more confusion than having none at all.
Should a new employee also see real, past examples, not just the checklist?
Yes, walking through a real worked example alongside the written checklist tends to be more effective than either alone.
What if different tasks have different specific standards?
Document the specific standard for each task clearly within the checklist, rather than assuming one general approach applies to everything.
Is it worth checking in after a new employee's first few independent attempts?
Yes, this catches any misunderstanding early, before it becomes an established habit.
Are the tools referenced in a typical checklist free to use?
Yes. No sign-up, no watermark, and files are removed from the server automatically about an hour after processing.