How do you prepare for the onboarding of a new employee? I’m referring to an orientation plan (not a training plan), to make sure they learn all about the entire company, before they dig into their individual position duties.
Do you have a set system and process, or do you let them navigate without a written plan, in hopes that they won’t miss anything?
I always put myself in the shoes of a new employee, and ask myself – what would make me feel most welcomed on my first day. How will my first day, my first week, and my first month be scheduled? Or do I have to figure everything out on my own?
My recommendation is to start your onboarding process the moment they accept your written job offer. Usually there are a few days or weeks before they start – be sure you reach out to them during this transition time, as you don’t want a new employee to have “buyers’ remorse”. Perhaps have your HR manager (if you have one) reach out to the new employee to see if they have any other questions and confirm their start time and ask for their shirt size (so you can surprise them with a logo shirt or jacket on their first day).
The hiring manager should also be sure to reach out by phone to say how much they are looking forward to having them on board and let the person know not to bring lunch for their first day, as you and your team will be taking them to lunch.
Avoid the trap of having the new employee meet with HR for the first few hours of their first day – it’s honestly not the best way for a new person to feel welcomed. How about having their name on the marquee in the lobby, and having their new manager greet them at the front door and escort them to their new workstation. The manager can personally introduce them to their coworkers in their department and consider having their new desk decorated with a welcome sign and an assortment of SWAG, note pads, pens, etc. And of course, orientation and equipment training by the IT department is critical when they start. But don’t feel like it’s a “one and done” process. I’ve found that a check in from IT several times during the first week can be a game changer for a new employee’s orientation.
Preparing a written schedule for a new employee’s orientation can be so helpful. Assign various employees across all departments to spend at least an hour with your new employee to talk about their position and how their department will be interacting with them. This can be spread throughout an entire week or two, which will allow the new employee to absorb all the different aspects of their new employer.
My usual orientation plan for my new employees usually covered the first two weeks of their employment. Although it might seem unusual for a new employee to NOT spend anytime doing the job they were hired for in their first week or two, it sends a message to the new team member that the company and all its departments are interconnected and having an understanding of the roles and responsibilities across the company will pay multifold dividends in the future.
I do recommend the hiring manager invest time at the end of each day for a 15 minute debrief with their new employee. I usually invite my new employee to come to my office, and I would ask one question: “What did you learn today?” That single question was a great conversation starter and let me know where there were gaps and opportunities for further discussion.
As the saying goes, you only have one chance to make a good first impression. The same applies for a new employer. The impression they get on their first day and during their first few weeks will set them up for a long, successful and productive career with your company.
If you happen to be a company that sells products (like fresh fruit or other consumables) – consider shipping a case of your products to your employees at their home to arrive before they start working for you. Enclose a card, signed by all their new coworkers. Imagine the positive impression you will make!
Onward and Upward,
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