New hire checklist: A step-by-step guide to onboarding employees in Japan
A thoughtful and comprehensive onboarding experience can be a game-changer in the world of recruitment and employee retention. In Japan, a country known for its commitment to process and precision, this holds especially true. One survey showed that 69% of employees are more likely to stay with a company for three years if they experienced a great onboarding process.
In a society that values order and process, a well-structured onboarding plan resonates particularly well with Japanese employees. It's not just about the paperwork and compliance—it's also about setting up devices, granting access to critical company apps, providing training, and crafting a supportive 90-day plan for your new hire.
Before their first day
- Conduct an employment background check: In Japan, background checks are a routine part of the hiring process. They help establish trust and ensure the candidate's integrity. These checks usually include confirming education, employment history, and any criminal records. Not conducting one could potentially lead to hiring an unqualified or dishonest candidate. Conducting background checks in Japan requires the employee’s consent due to strict privacy laws. Engage a reputable company to ensure you're compliant with Japanese regulations and respect the new hire's privacy rights.
- Send a job offer letter and welcome email: After verbal acceptance, send a formal written offer letter to the new employee. The letter should detail the job description, working hours, start date, salary, and benefits. It should also mention any company-specific policies, such as dress codes or work-from-home guidelines. Including a warm welcome message will help the new hire feel valued and excited about their new job. Workforce management software like Rippling can automatically send new hires a welcome email.
- Sign and send an employment contract and NDA: The Japanese Labour Standards Act and Employment Contract Act in Japan mandate that employers provide employment contracts in writing if the employment period exceeds one year. Make sure the contract outlines job duties, salary, working hours, probation period, employment period, benefits, and other terms clearly. The new hire must sign the employment contract before starting work. NDAs are especially useful for keeping your company’s sensitive information confidential.
- Verify the employee’s work eligibility: Verify the employee's eligibility to work in Japan. This is especially crucial if your new hire is a foreign national. Foreign nationals should have a valid visa and be able to provide their residence card as proof of their eligibility to work.
- Register for social security and health insurance: Register the new hire for Japan's social security system and health insurance programs (Shakai Hoken). In Japan, enrollment in social security and health insurance programs is mandatory for all residents, including foreign nationals. Make sure your new hire is enrolled in these programs, as they provide essential benefits such as healthcare coverage and pension.
- Set up income tax documentation: Set up necessary tax documentation for the new hire. Japan has a unique personal identification system called "My Number," used for administrative purposes like social security, taxation, and disaster response. Ensure that your new hire has a My Number card and include this information in their employment records.
- Prepare the employee’s workspace: Organize a comfortable and productive workspace with all necessary equipment and tools. For remote employees, make sure you send them a work computer and necessary equipment ahead of time so it’ll arrive in time for the first day of work.
- Provide the employee access to company apps: Ensure they have access to critical company apps, email, networks, and systems. It’s frustrating for a new employee to start their first day realizing they can’t access any company apps, especially those used for internal communication.
Day 1
- Introduce your new hire to their workspace and office: On the first day, give the new employee a tour of the office or a virtual walkthrough if they're remote. Show them the restrooms, kitchen, meeting rooms, emergency exits, and common areas, or guide them on using digital tools and accessing necessary online resources.
- Introduce them to the team: Organize a team meeting for introductions. Introduce the new hire to their team members and other key personnel in the company. This not only helps them feel welcomed but also provides them with necessary points of contact for different issues or questions that may arise. For a distinct Japanese touch, consider hosting a virtual tea ceremony as an icebreaker if your team enjoys matcha tea.
- Run an HR overview: Arrange a session with your HR team to review essential company policies regarding working hours, vacation time, sick leave, benefits, performance evaluations, any other important company policies, and any specific policies related to Japan, such as the annual "Shōgatsu" or New Year holiday. This overview will help set clear expectations from the onset.
- Start their first official work day: The first workday is critical in setting the tone for the new hire's tenure. Start the day with a brief orientation session. Discuss their workdays, clarify their job duties, and make sure they have all their hire paperwork.
- Provide health and safety training: Especially important for in-office employees, introduce the new hire to health and safety protocols.
- Send a welcome email: Send a professional yet warm welcome email, reflecting Japan's formal work culture but also expressing the team's genuine excitement for the new addition.
- Check-in after the first day: At the end of the day, check in with the new hire to see how their first day went. This open dialogue can alleviate any first-day anxieties and set the tone for open communication moving forward.
The first 90 days
- Set role-specific goals: Assist the new employee in setting achievable goals for their first 90 days. These goals should be SMART: specific, measurable, achievable, relevant, and time-bound. In the Japanese workplace, which is often hierarchical, ensure these goals are aligned with the company's broader objectives and their role's expectations.
- Set up regular check-ins with their manager: Schedule regular check-ins throughout the first 90 days. These can be weekly or bi-weekly sessions and should provide an opportunity to give and receive feedback, allowing the new hire to adjust their work style if needed.
- Ensure they’re integrated with the team: Help your new hire integrate with the team by involving them in team meetings and activities. Encourage team members to be open and receptive to the new hire and their culture, especially if the majority of the team is located in a different country or city. You may also consider giving your new hire a meaningful gift, as there is a rich gift-giving culture in Japan.
- Provide them with onboarding training: Provide structured onboarding training that's relevant to the new hire's role. This can include hands-on training, online courses, workshops, or shadowing existing employees.
- Integrate them into the company’s culture: Help the new hire understand and adapt to your company culture. Share the company's mission, values, and traditions.
- Conduct a performance review: Towards the end of the 90-day period, conduct a performance review. Provide constructive feedback and discuss the new hire's achievements, areas for improvement, and goals for the next quarter. Note that the culture of receiving and giving feedback is very different in Japan than in North America, where employees expect positive feedback from their managers or employers if they’re doing a good job.
Additional considerations when hiring a new employee in Japan
To make your new hire's transition smoother, consider providing additional resources:
- Compliance with employment laws: In Japan, full compliance with the Labor Standards Act and other employment laws is crucial. Ensure that your new hire is aware of these laws as they apply to their role.
- Family members: Consider the family members of your new hire, especially if they are a foreign national moving to Japan for the job. You might need to provide support in areas like finding suitable housing, enrolling children in local schools, or understanding healthcare and social security for dependents. Finding a good place to live in Japan can be challenging, especially in Tokyo or Osaka.
- Childcare Support: If your new hire has children, offer support in terms of information or resources for local childcare options. Japan has a robust childcare system, and awareness about it can be a significant relief for your new hire.
- Bank account setup and payment details: Ensure that the new hire has a bank account for salary payments. If not, provide assistance in opening one, especially if the process is unfamiliar to them. It’s crucial to have their correct bank account details and ensure that the account number is included in your payroll system.
- Language support: If necessary, provide Japanese language classes or resources to help your new hire navigate their work and life in Japan.
Onboarding new employees in Japan is easy—and fast—with Rippling
This comprehensive new hire checklist ensures that you are compliant with Japanese employment laws, facilitates a smooth onboarding process, and provides your new hire with the resources and support needed to excel in their role from day one. Remember, a successful onboarding experience doesn't just end after the first day—it's a continuous process that sets the stage for your new hire's journey with your company.
If you're going to hire employees, contractors, or remote workers in Japan, you need more than just a new hire checklist: you need Rippling.
Rippling makes it easy to onboard and manage employees and contractors around the world—in one system that helps keep you compliant with local employment laws and regulations.
And with Rippling, onboarding new employees is a breeze. Complete and verify background checks, write and send offer letters, send, sign, and store digital documents, and localize onboarding materials to your new hire's home country—all from one centralized location.
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, and should not be relied on for tax, legal, or accounting advice. You should consult your own tax, legal, and accounting advisors before engaging in any related activities or transactions.
