Paving the way for a positive working relationship with a new employee needs to start before they take up post. On their first day of work a new employee should feel supported, informed, part of a team and set up for success.
Here I’m selecting the best elements of on-boarding programmes from financial services, the public sector and start-ups to create a first-rate package that will set you and your employees off on the right path.
1. Welcome them before they start
Starting a new job can be daunting, but sending a welcome letter to your new starter before they take up post can go a long way towards reducing any worries of the ‘unknown’. A good letter will outline what their first day will look like, explain what will they be doing, tell them where they should go and who will meet them when they arrive, and give the name and contact details of the person who will be their point of contact for any questions – either on the day or before. It should also let them know who their manager and mentor will be and how to contact them.
2. Create their best first day
Make this their best first day at a new job. Have the designated person meet the new hire and welcome them. Ask them open questions about themselves.
Again, let them know what they will be doing on their first day. Take them to their workspace, and have it set up ready for their arrival. A welcome pack waiting on their desk is a nice touch.
“On my first day I went to my desk and saw there was a gift for me there. It was a welcome pack that included some branded stationery, a branded mug, a pack of chocolate biscuits, a small bottle of prosecco and various other branded gifts.” (Royston Abernethy, Corporate Partnerships Manager, Leukaemia & Lymphoma Research).
A pack like this costs little but shows your new starter that the organisation cares – and you do care! You spent all that time creating job specifications, getting the post signed off and budgeted, recruiting, getting log-in details ready… Don’t forget to continue the message that you care once the employee is in post.
3. Be prepared
Make the right impression from the start and demonstrate what being prepared and organised looks like in your organisation. Have the new starter’s desk, phone and computer set up ready for them; make sure their IT and email log-in have been set up and are available; have their access to all the necessary tools in place. Show them you are ready for them to work by giving them what they need to work.
4. Fill them in on ‘why’
What do new starters really need to know about your organisation? What is the most effective way to get this information across? There is no rule that says inductions must be confined to binders or include corporate twaddle. Know what is important about your organisation, and be creative and effective in how you get this message across.
– Share the inspiring story behind the history of the organisation
– Take your new starter to an organisation event or activity so that they can experience the company’s culture in action
– Have the CEO/founder hold a monthly introduction and a ‘meet and greet’ for all new starters
– Give the new starter projects that will make an impact on both them and the organisation; show them how they can make a difference
– Remind them why the work your organisation does is important
– Have every new starter spend time with your customers, to help them get to know and understand the people they serve and to experience your organisation’s style of customer communication Web development corporation Automattic has every new starter, regardless of position, work on customer support for the first three weeks. They believe this early connection with the people who use their products is irreplaceable.
5. Introduce the team
Make it a tradition that when someone new starts in a team, the team takes part in an informal group activity. If you are working in the same office, this can be as easy as a team lunch. If your teams work virtually, arrange a group welcome and introductions at your virtual water cooler, be this in a private Facebook group, Slack, or another tool. An informal gathering gives the new starter an opportunity to meet their new colleagues and get to know them a little.
6. Set expectations
Expectations work both ways and many new starters have basic logistical questions both about what is expected of staff, and what staff can expect from the organisation.
Create a space for these to be answered. For example, an HR colleague could host drop-in sessions, or an open FAQ forum could be available on the company intranet.
Let the new starter know what their projects are going to be. Avoid going into overwhelm with too much detail; concentrate on explaining why those projects are important and what their purpose is.
Go over their objectives for the first month and a plan for the first week. This can subtly demonstrate the pace of the organisation and creates a focus for their projects and responsibilities.
7. Demonstrate success
From day one, show the new starter examples of what success and successful behaviour look like in your organisation. When you are introducing the new starter to team members, share their success stories. Stories also help people retain information such as names, roles and responsibilities. If you have a wall of fame or employee of the month, show it off to the new starter with pride.
8. Prioritise development
Let your new starter know that their development is important to you. Introduce them to their personal development plan, encourage them to think about their development and book in a time to come back to it with them.
Talk to the new starter about why your organisation has a mentoring programme and assign them a mentor external to their immediate team. Introduce them to their mentor and reassure them that they can use the confidential mentoring space to be listened to, reflect, and obtain additional support.
9. Ask what they think
About two to three weeks after they take up their post, ask the new starter for feedback on the on-boarding process. If they were welcoming someone new to the team, what would they add to it and how would they change it? Get them to implement any good ideas, and next time someone new starts, ask them to welcome them.
Finally, make the on-boarding process enjoyable. What could be more powerful than this new starter leaving their first day at work filled with excitement about their new work place and ready, able and motivated to get back to work the next day?
