Mix equal parts of eager anticipation and nervousness, add a sprinkle of unanswered questions, and season with a few butterflies in the stomach. That's the feeling of entering a new workplace. As a leader, you have an extra critical mission to make the new hire feel welcome and settle into their new environment. Here, we've gathered some concrete tips for you to use in providing your new team member with a warm welcome and a thoughtful onboarding experience.
6 Tips for Successful Onboarding
1. Preboarding: Keep the dialogue alive between contract signing and the start date
Keep radio silence from setting in after the employment contract is signed, especially if there's a long gap between signing and the start date. Going three months without hearing a peep from the new workplace can be a bit disconcerting for many. Call and check in with your future team member to address any concerns and ask how they feel about starting the job. Email relevant information to foster engagement and provide insight into the organization.
Also, ensure that the new employee is invited to after-work events, holiday gatherings, company meetings, conferences, and other activities during and outside working hours.
Learn more about the key success factors for effective preboarding here.
2. Have everything in order
It should perhaps go without saying, but we'll say it anyway: everything the new employee needs to get started in their new role should be ready when they arrive. Workstations, computers, phones, email accounts, necessary logins, and office supplies are essentials. But raise the bar here and make sure there's a flower or a box of chocolates with a "Welcome to us" greeting on the new employee's desk. Also, consider putting together a goodie bag with company-branded items. Small gestures can make a huge difference in how the first few days are perceived.
3. A clear plan for the introduction
Establish a schedule for the first few days so that the new employee knows what to expect. The schedule should outline the activities, when they will occur, and which co-workers will be involved. By using activity lists in your HR system, for example, you ensure nothing is overlooked. It also becomes clear who is responsible for what and in what order the activities should be carried out. Send the introduction plan to your new employee a week in advance so that they know what to anticipate.
4. A welcoming tour
When the first day arrives, there should be someone responsible for welcoming the new employee. However, colleagues should also be informed so the new hire feels expected. A tour introducing everyone in the office is customary. Emphasize individuals or functions the employee will have frequent contact with, such as the immediate supervisor, HR manager, and individuals in similar roles as the new employee.
Specify who is in charge of the facilities and where to turn if the computer malfunctions. Take the opportunity to show practical things, such as where to hang coats, get coffee, have lunch, and locate printers, conference rooms, break rooms, and bathrooms.Invite the new hire to lunch on the first day. Bring a few more from the department or workgroup so the employee can get acquainted with colleagues in a relaxed environment.
5. Have a first task for the employee
The initial period often consists mainly of various onboarding elements, but it's still good to have prepared a task that the new employee can work on. This way, the employee can feel productive right from the start. Interspersing onboarding elements with more independent and active elements also makes absorbing all the new information easier.
6. Make sure to check in
After a week has passed, it might be a good idea to do a check-in. Ask how the new employee has experienced the first few days, what has been accomplished, if there are any questions, or if anything is missing to make progress in the work. Schedule another check-in meeting when more time has passed. You have everything to gain by ensuring your new employee feels seen and listened to.
Remote Onboarding – Keep This in Mind
Is your onboarding entirely or partially remote? Then, it's even more critical to have a well-thought-out and clear structure. How does your regular checklist need to be adapted to ensure the new hire integrates smoothly into the team and tasks, even if you're not in the same location?
Here, you can read more about the keys to creating excellent remote onboarding.
Is It Time to Take Your Onboarding to the Next Level?
There are many benefits to working systematically with onboarding. Your new employee feels welcome and integrates faster into the work and the company culture. A positive first impression often leads to the new employee staying longer. Last but not least, it becomes easier for those involved in welcoming the new employee to know which steps need to be taken and who is responsible for what.
In our HR system, Flex HRM Employee, we've focused on making it incredibly easy to put together a smooth and effective onboarding process. Feel free to contact us if you want to learn more!
