Chapter 8 – The Start

The time between an offer and the candidate joining the company is delicate, and needs to be handled with utmost care. In today’s market conditions where employees often have multiple job offers, and have long notice periods means employees can pull out at the last minute leaving you in a lurch. However, it is not all doom and gloom, as there are instances of employees letting go of a high salary packet if they believe their choice has a better culture, improved chances of learning and development, exposure to new technology and has leaders who are fair and are capable to grow the business(one of the reasons I say Glassdoor or Ambition Box needs to be taken seriously). It is therefore important to keep the employee warm through regular check-ins, assigning of buddies, manager catch up’s and visits to the office to warm up to the environment and its people. This however means that your infrastructure needs to be world-class in order to create that attraction.

Once the joining date is near it is important to review and customize the onboarding process to support maximum impact. Some of the actions may include:

Provide First-Day Logistics: Inform the new employee of parking instructions, whom to contact upon arrival, and any other specific instructions using clear language.

Welcome Greeting: Personally welcome the new employee at the main door or reception area for the initial days until they adjust to their surroundings, creating a positive first impression.

Send a Welcome Email: Send a welcome email to the new employee, providing essential details such as the reporting date and time, location (for office workers), dress code, and any required documents.

Complete Paperwork: Ensure all necessary documentation, including employment contracts, tax forms, and company-specific papers, are prepared for signing by the new employee on their first day.

Set Up Workstation: Prepare and set up all required equipment, including computers, phones, and any other tools or resources needed at the new employee’s workstation.

Technology and Systems Access: Set up email accounts, provide training on software packages, and ensure relevant access is granted by providing login details.

Prepare Training Materials: Ensure any specific training materials or onboarding documents are ready for use by the new hire, such as an employee handbook or training manuals.

Welcome Kit: Prepare a welcome kit or basket with branded company items, a personalized welcome note, and essentials like a notepad, pen, or company swag.

Personalized Onboarding Plan: Develop a personalized onboarding plan highlighting the schedule for the first day, including introductions and training sessions.

Assign a Buddy or Mentor: Assign a mentor or buddy to help the new employee settle in, familiarize them with workplace culture, and answer any questions they may have.

Arrange a Timeline for Induction: Schedule meetings with key department personnel and team members to familiarize the new employee with the company’s vision, values, goals, and responsibilities.

Plan Required Training: Arrange training sessions on job requirements, company policies, and legal compliance, ensuring availability of trainers and resources.

Notify Current Team Members: Inform existing team members of the new employee’s start date and position, encouraging them to welcome and assist during the onboarding process.

Develop an Itinerary: Create an itinerary for the new employee’s first day, listing activities, individuals they will meet, and any scheduled team-building activities.

Overview Session: Conduct a session to introduce the new employee to the company’s history, mission, vision, core values, and corporate culture.

Interactive Training: Provide interactive training sessions, including software demos, simulations, or group activities to facilitate learning.

Welcome Lunch/Coffee Breaks: Plan lunches or coffee breaks for employees to socialize and get to know each other.

Tour Around Company: Take the new employee on a tour of the company, including conference rooms, board rooms, and other facilities, to help them feel comfortable in their new environment.

Small Celebratory Event: Organize a small celebratory event with treats like cake or snacks to create a positive atmosphere.

Share Contact Information: Provide contact details of line managers, HR representatives, or other relevant personnel involved in the onboarding process.

Order Business Cards (If Any): Ensure business cards are ready for the new employee, if necessary.

Payroll and Benefits Setup: Ensure accurate payroll data and benefits information is provided by the new employee.

Announce Publicly: Optionally, announce the new employee’s arrival on the company website or through internal communication channels like social media, intranet sites, or email.

By following these preparations, you will facilitate a seamless onboarding process for the new employee, setting a positive tone for their journey with the company.

Best Practice

Pre-hire onboarding – This comprehensive process extends a warm invitation to selected candidates, along with their families and/or friends, to visit the office and immerse themselves in the company’s environment, culture, amenities, and key personnel. This pre-joining date gathering serves as a no-commitment meeting, offering the organization an invaluable opportunity to impress candidates and their families alike. These interactions play a pivotal role in minimizing dropout rates, ensuring that incoming employees and their families have a clear understanding of what to expect on their first day, thereby fostering a sense of anticipation and excitement.