Successful onboarding integrates new hires into the workflow and fosters belonging. Great onboarding makes employees more likely to stay in the short-term and improves overall retention. Prepping for successful onboarding begins before their official first day. Once an offer letter is signed and before a new hire’s first day on the job, begin “pre-boarding.” We share internal and external steps for successful preboarding for new employees.
Internally
Address internal housekeeping items: HR, payroll, benefits. Sync up with IT to inform them of the new team member, and ensure all the necessary paperwork, software, technology, and equipment is ready. You also want to:
- Introduce the new-hire to the team: Email staff (and especially the new hire’s team members) to let them know. In the email, include the new hire’s: summarized experience, role, responsibilities, manager, their expertise/expected impact. This helps teams feel confident in their own purpose and understand how the new team member fits into the organization/team. Share the new employee’s work email and encourage staff to send a welcome message/LinkedIn invite or set up a time for a chat if they are not already part of the onboarding meet and greet lineup.
- Coordinate the onboarding team: Include members of the new employee’s team, supervisor(s), HR, IT, and an onboarding buddy. Overview all parts of the onboarding schedule. Add the new hire to all the appropriate communication tools and platforms (e.g. communication channels, calendars, email aliases, and project management). Ensure materials are shipped, delivered, installed, and tested prior to day one. Confirm IT is available to help the new employee set up their workspace. The goal is to be set up and ready to kick off their first day.
- Set the schedule: Incorporate orientation (tools and policies), onboarding activities (training on how to use those tools), and cultural integration (chats or lunch) to connect them to your organization. Detail the first couple weeks, map out when follow-up conversations and more formal check-ins will take place. Schedule a series of one-on-ones with their teammates, frequent collaborators, and company/team leaders as available. Achurch Consulting recommends including their direct supervisor (and/or HR) as part of one of these 1:1s. Schedule the first week’s meetings but let them schedule more in the following weeks as necessary.
Externally
Continue your successful preboarding for your new employee with well-timed messaging to fostering their connection and belonging with your organization.
- “What to Expect” email: Very high-level email that welcomes, provides information, and timelines for items that need immediate action. Send within 24-48 hours after the new hire completes and returns their offer letter. Welcome them and let them know what to expect prior to their first day. Include: Start date and time, cadence of subsequent emails, who will be reaching out, timeline to receive information around tasks and/or paperwork to be completed by their first day, if the company will be sending equipment, any time-sensitive information about tech set-up (e.g. stipend for remote workers), and any other requirements or relevant IT information. Most importantly, share and align initial expectations.
- Welcome kit: Make them feel welcome and connected with some branded swag like a bag, mug, or sweatshirt. Alternatively, give them other small gadgets or gifts to excite them to join their new team and rock their first day (think snacks, technology gifts, etc.). For hybrid or remote staff, consider all the small things a new employee gets and experiences at a physical office on their first day and try to recreate some of those experiences in an authentic way.
- Welcome email: The week before their start date outline their first day and first week expectations. This email can get long, so create a “welcome guide” to attach. Include: team member introductions/information. This is a great opportunity to show your team’s personality and culture by sharing a fun fact about each person. Encourage team members to reply with a ‘welcome.’ Other items to include: log in information, onboarding schedule, credentials, office procedures, business hours, dress code, org chart (identify who does and knows what and how best to reach them in their first couple weeks), directory, remote work tips (if applicable), and company values. Don’t forget to ask how they’re feeling!
Successful onboarding begins with successfully preboarding new employees. Begin preparing for your new hire’s arrival well before the first day. Get ahead by communicating regularly prior to their arrival to begin fostering connection and belonging with your organization.