Cheat Sheet: Day 1 Onboarding

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When onboarding a new employee it’s critical to remember expectations are being set! We teach people how we as individuals, and in this instance our business, is to be treated.

Listed below are suggestions to help ensure new employees are welcomed appropriately:

•Send an e-mail to everyone at your location and include all offsite personnel. Attention to detail is key when planning the proper online introductions.

•Have the new employee’s security badge, ID, parking pass, keys and any other access tools available before their first day begins. Take the extra step of confirming that all access badges are working properly.

•Provide personalized business cards and place them on the new employee’s desk as an office  welcoming gift. This step emphasizes professionalism while communicating your interest in developing an immediate relationship.

•Confirm all systems network sites and related computer accesses are functioning properly before the employee arrives.

•Configure the new employee’s e-mail accounts while also adding essential distribution lists.

•Provide learning guides for any software being used in the office.

•Confirm the office phone system is updated with instructions for using and updating voicemail.

Listed below are questions to proactively discuss before the new employee feels a need to ask:

What will an employee need to bring on their first day?

In most situations new hire paperwork is necessary on day one; I’d suggest two forms of ID.

Where is employee parking located and will garage passes be available?

If parking is offered presented passes to the employee during the morning of their first day.

Where is the best meeting location?

The new employee’s immediate supervisor should be available as a greeter. Select the primary entrance to your facility and follow-up with explaining employee entrance and exit locations. If available, provide a floor map. If a floor map is not available, create one.

Where are the restrooms?

Refer to your “new” floor map.

•Where is the copy machine? Are passwords needed?

If passwords are needed, have those prepared via email and sent to the employee as a reference point.

Where is the employee dining area and what are the hours?

Schedule a day one lunch with the employee and follow-up by individually integrating the staff with a week long lunch shadowing program.

•Who should the employee speak with regarding future questions?

A time tested policy of assigning a co-worker as an onboarding mentor is solid. As time passes it’s important to have that mentor check-in with the new hire to ensure onboarding is a positive experience. As you demonstrate the open-door policy a new hire will find communication reinforced in the workplace.

It’s also extremely important to remember a new employee’s immediate supervisor should always be present on their first day. The worst impression is having new hires arrive when their immediate supervisor isn’t available for proper introductions and onboarding. Relationship building, engagement, comfort levels, etc etc

Good luck.. and remember that new employee arriving may be you one day!

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