New hire checklist: A step-by-step guide to onboarding employees in in Thailand [2024]
Congratulations on your successful hiring in Thailand. Now it’s time for another critical aspect of the hiring process—onboarding. Not only does it affect a new employee's productivity and loyalty, but it can also increase employee retention when done right.
According to a Brandon Hall Group study, a comprehensive onboarding experience can increase employee retention by up to 82% and improve productivity by over 70%. When you’re hiring in Thailand, you need a tailored onboarding checklist that takes into consideration Thailand’s distinctive cultural nuances and specific employment laws.
This guide will explore the key components of an effective checklist, including paperwork, compliance issues, systems access, employee onboarding, and a 90-day plan, all within the Thai context.
Before their first day
A successful onboarding process in Thailand begins even before the new hire's first day. Here are some essential tasks to include in your hiring process checklist:
- Conduct an employment background check: In Thailand, it's common to conduct a detailed background check on new hires, especially for roles that deal with sensitive information or finance. This process verifies a candidate's past employment, education credentials, and if relevant, any criminal records. Remember, you must adhere to Thai privacy laws during this process, and any checks must be relevant to the job role.
- Extend an employment offer letter: The employment offer letter is an essential first step in the employment relationship. It should detail the specifics of the role, including job title, responsibilities, reporting structure, and the compensation package, denominated in Thai Baht (THB). The letter should also clearly define the notice period requirements, which in Thailand typically range from 30 to 90 days.
- Sign an employment contract and NDA: The employment contract should clearly state terms of employment, including working hours, probationary period, severance pay, minimum wage adherence as per Thailand's labor law, and any other conditions specific to the role or company. The contract must be in Thai, though a bilingual version can be provided for clarity. Be sure to include an NDA, as they are especially useful for keeping your company’s sensitive information confidential.
- Ensure your employee has the right visa and work permit: For foreign hires, the visa and work permit process can be complex. In Thailand, employers usually handle this process, ensuring compliance with immigration and labor laws. Consider using professional providers or an "employer of record" (EOR) service to expedite the process and ensure adherence to legal requirements.
- Social security enrollment: In Thailand, all employees must be registered with the social security office. As an employer, you are responsible for withholding the employee's contribution from their wages and remitting it to the fund. This guarantees coverage for healthcare, disability, death, child allowance, and unemployment.
- Health insurance: Many Thai companies offer additional private health insurance benefits. During the hiring process, discuss these benefits with your new hire, explain the coverage, and provide the necessary forms and instructions for enrollment.
- Prepare a pre-onboarding package: A pre-onboarding package can help to engage new hires and make them feel welcome. This could include a company handbook detailing policies and culture, profiles of team members they'll work with, an onboarding schedule, and a guide to living and working in Bangkok—if your new hire isn’t originally from the same city. Such resources not only prepare the new hire for their role but also give them a taste of your company's culture and the local environment.
- Prepare your new hire’s workspace equipment: By preparing ahead of time, you can ensure that your new hire will start their first day on the right foot. That means making sure they have the right technology in their physical workspace—this can include a computer, a monitor, and relevant accessories. If your new hire will be working remotely, sending them their tech equipment ahead of time will ensure they have the right equipment on their first day. Also, be sure to provide your new hire access to all the necessary company apps.
Day 1
The first day is often a new employee's first real experience of the company culture and can set the tone for their tenure. Here's how you can make it a memorable and efficient one:
- Prepare your new hire’s workspace: Whether it’s a desk in your Bangkok office or a remote setup, ensure the workspace is ready and equipped with all the necessary tools, including a company ID card. A smooth start can set a positive tone for the days to come.
- Run a workplace orientation and training session: Begin your onboarding program with an employee orientation to familiarize the new hire with the company culture, policies, and job duties. Start training them on any company-specific software or systems they will be using.
- Introduce your new hire to the team and key personnel: Introduce the new hire to their team members, and if possible, set up a casual meet-and-greet. For remote workers, you can set up a virtual meet-and-greet and even a virtual icebreaker activity. In Thailand, where food is a significant part of the social culture, consider organizing a traditional Thai lunch.
- Hold an HR meeting: Schedule a session with Human Resources (HR) to explain company policies, public holidays, sick leave provisions, income tax deductions, health insurance, and paternity leave provisions as applicable in Thailand.
- “Welcome to the team” email: Sending a warm welcome email can make the new hire feel part of the team. This is particularly important in Thailand, where fostering a sense of community and belonging is valued.
- Provide key contact information: Ensure the new hire has the phone numbers and email addresses of relevant team members and departments. For remote new hires, this also includes adding them to appropriate communication and project management tools.
The first 90 days
The first three months are critical to a new hire's success. Here are some activities to include in your 90-day plan:
- Set clear goals: In the initial phase of employment, it's crucial to set clear and measurable goals. Especially in Thailand's hierarchical work culture, open discussions about expectations can foster trust and mutual understanding. The goals should be aligned with the role's requirements and the company's strategic objectives. Regularly reviewing these goals during the first 90 days will ensure progress and address any potential issues early.
- Conduct regular check-ins and provide feedback: Regular check-ins are a key component of the onboarding process. In the Thai context, where respect for hierarchy is deeply ingrained, these check-ins should be carefully handled. A weekly one-on-one meeting to discuss progress, clarify doubts, and provide constructive feedback can prove highly effective. It's also a chance to offer positive reinforcement and build a strong rapport with the new hire.
- Probationary period review: Thai labor law allows for a probationary period, usually lasting up to four months. At the end of this period, conduct a comprehensive review. This meeting is an opportunity to reflect on the new hire's performance, discuss areas for improvement, and clarify expectations for the future. It's important to respect cultural nuances in this conversation—avoid direct criticism and opt for a more constructive, respectful approach.
- Assign an onboarding mentor to your new hire: Consider assigning a mentor to help the new hire navigate the company culture and provide a reliable resource for questions. This practice is particularly beneficial in Thai workplaces where age and seniority are respected, and guidance from a senior team member can be valuable.
- Building meaningful connections: Encourage the new hire to network with employees outside of their immediate team. You can facilitate this through company activities such as team outings (even virtual activities) or volunteer initiatives. In Thailand, fostering strong interpersonal relationships is key to a harmonious working environment.
- Medical check-up: Some Thai companies require a medical certificate to ensure the new hire's good health. Ensure this process is communicated and arranged in a timely manner, respecting the new hire's privacy and rights under Thai law.
After the probationary period
The completion of the probationary period marks the new hire's full integration into the team. However, the onboarding process doesn't end here. Here's how you can continue to support your new employee:
- Performance review: Formalize a performance review process to evaluate the new hire's work and outline future goals. Remember, Thai working culture tends to place emphasis on respect for hierarchy and a degree of formality.
- Continuous learning opportunities: Encourage new hires to undertake learning opportunities relevant to their role. This could be mastering new software, understanding labor law, or Thai language classes. If your company has continuous learning benefits, fill your new hire in on the available resources.
- Benefits enrollment: Ensure the employee is aware of their eligibility for additional company benefits such as bonuses, stock options, etc.
- Career path discussions: Engage in discussions about the new hire's career path within the company, offering insights into potential roles or promotions.
Make onboarding a breeze with Rippling
If you're hiring remote contractors in Thailand, you need more than just a new hire checklist: you need Rippling. With Rippling, you can complete and verify background checks, send offer letters, and store digital documents—all from one centralized system.
Rippling makes it easy to onboard and manage your global workforce and keeps you compliant with local employment laws and regulations.
Disclaimer: Rippling and its affiliates do not provide tax, accounting, or legal advice. This material has been prepared for informational purposes only, and is not intended to provide or be relied on for tax, accounting, or legal advice. You should consult your own tax, accounting, and legal advisors before engaging in any related activities or transactions.
