Start communicating before your new hire’s first day

Many employers begin the preboarding process one or two weeks before the new hire’s start date. You can send a welcome email with all the information they need on their first day, including the parking location, arrival time and where to go when they enter the building. You might also share an agenda for their first day to help them know what to expect.

For example, this document might outline a tour of the facility, a meeting with the human resources (HR) manager and training on the company’s software. Consider also including your personal contact information and inviting new employees to reach out if they have any questions or concerns.

If possible, let the employee fill out the paperwork before they start. This might include tax forms, non-disclosure agreements (NDAs) and other new employee forms. Completing these in advance allows for more time for introductions and orientation on the first day.

Set up the employee’s workspace and systems before they arrive

Before an employee’s first day, you may assemble a welcome kit to help them get started with office supplies, swag or ergonomic mousepads. Welcoming workers with fully equipped workspaces and system access can help them feel comfortable and supported.

Prepare for a new hire by:

• Designating a workspace
• Setting up equipment, including a computer, phone and mouse
• Testing equipment to ensure it’s fully functional
• Creating user accounts for the company server and other software programs
• Providing welcome gifts, such as a branded coffee mug or company T-shirt

Send out a new employee announcement

Announcing a new employee prepares your existing team for their arrival. You might also pair some employees with new hires to help them acclimate to their role.

Introduce the new hire by sharing their name, job title and their key responsibilities. With the person’s permission, you may include a brief description of their professional background and hobbies.

For example, you might mention their special talents or favorite sports teams. It’s also helpful to include a photo so other employees know who to greet. However, not every employee may be comfortable sharing their photo, so consider asking permission in advance.

Depending on the size of your organization, you may choose to send this announcement to all employees or just to the new hire’s department. You can copy the new employee on the email, so people can reach them directly.

Hold a group orientation

When hiring multiple employees at once, consider scheduling the same start date for all new workers. This enables you to host a group orientation, so new hires can build relationships and bond over their shared experience.

During orientation, consider following these steps:

• Communicating your company’s mission, vision and values
• Introducing new hires to the company culture
• Taking a company tour
• Explaining benefits and insurance
• Discussing company policies and procedures
• Inviting questions from new hires
• Providing time for socializing
• Completing new hire paperwork

A group session can streamline the process and save time for your HR staff compared to one-on-one meetings.

Pair new employees with a peer mentor

While new employees can speak to their direct supervisor with questions and concerns, they may feel more comfortable with a peer mentor. If possible, choose a mentor at a similar level and on the same team, or an employee with a similar skill set.

An experienced peer can offer guidance as the new employee completes the training process and adjusts to their new role. They can also introduce new hires to important contacts within the organization.

Prepare a collection of new-hire resources

When a new hire starts at your business, a new hire packet can help them locate other employees and company information. Include all the necessary resources new employees need to become familiar with the company hierarchy, departments, processes and people. Here are a few items new hires may find helpful:

Org chart

An organizational chart diagrams your company’s structure and reporting lines. It provides a visual layout of each department and team with the chain of command and reporting relationships. A clear org chart can help new hires understand who’s responsible for what and who to contact regarding specific tasks or projects.

Employee directory

A directory is an index of all the employees within the organization. It also lists their job title, department and contact information. An accessible directory helps new employees quickly find and contact other workers.

Facility map

A facility map guides employees to primary areas like restrooms, kitchens, conference rooms and elevators. You might also include team and department names for easier internal navigation.

Mission statement

While you may cover the company’s mission statement during employee orientation, employees may want to refer to it throughout their employment period. This accessibility can help ensure all goals and objectives align with the company’s values.

Company history

A company history helps new employees familiarize themselves with the organization’s background and foundation. This information can provide insight into company values, objectives and culture. Understanding how the business started can also motivate new employees and build respect for their new employer.

Policies and procedures

Making policies easily accessible helps employees follow company expectations. For example, policies may cover attendance, PTO, remote work or promotions, creating transparency for all processes. If you provide both paper and digital copies of this information, employees can access the information from any location.

Team-specific information

Consider asking department managers to include information specific to the new hire’s team or department. The details will vary by team, but might include:

• Standard meeting schedules
• Preferred communication channels and practices
• Duties and responsibilities for each role
• Explanation of how the new employee’s job contributes to team operations
• Team traditions, events and celebrations

Train managers on onboarding expectations

To help managers deliver a streamlined and effective introduction to the company, you can offer training on onboarding best practices. For example, you might explain the new hire’s first-day agenda and all the information you’ll be covering. This training may also cover permitted training times, so managers know when employees need to complete training and start their work responsibilities.

Be clear about managers’ responsibilities in the onboarding process. For example, the manager may be responsible for getting equipment from information technology (IT) and organizing a welcome lunch during the employee’s first week. The recruiting team might handle other tasks, such as scheduling orientation and sending the first-day schedule.

Ask new hires for feedback

Ask new employees for feedback as they progress through the onboarding process. Their thoughts and ideas can help you determine whether your efforts are effective and identify gaps or areas for improvement.

For the most useful feedback, check in with new hires during the initial onboarding and a few weeks or months into their employment. Because workers absorb a lot of information early on, waiting several weeks gives them time to process the experience.

As the initial introduction to your company, the onboarding process can affect the rest of the employee experience. By following onboarding best practices and continually striving to improve, you can create a positive first impression and empower new employees to succeed.