Onboarding is a crucial component to successful recruiting. All of the hard work and goodwill built up over the recruiting courtship can be undone with a bad onboarding process. The challenge many recruiters face is that they feel they don't "own" onboarding, and too many think their role ends at offer acceptance. If you don't make onboarding a priority, you risk creating a poor first impression of their new roles for your new hire. Don't let that happen.
One of the ways you can support a more successful onboarding is to coach your hiring managers on their role in onboarding. Often times their involvement from the moment an offer is extended through start date can set a tone for successful acclimation.
The template below is a checklist I use with hiring managers to remind them of their role in the process. There are nuances that need to be localized to the type of hire, but I've found this general format works well.
What do you do to ensure your new hires have a smooth onboarding experience? Leave a comment below with your thoughts and best practices.
New Employee On-Boarding Checklist
Congratulations on your new hire! Below are some on-boarding best practices we highly encourage you to utilize as you prepare for the arrival of your new employee. The first week is the most important for any new employee. It sets the tone for their experience and can have a lasting effect on their impressions of their new role and team. The suggestions below will ensure you make that experience as welcoming, comfortable and engaging as possible. If you have any questions, please let your Recruiter know.
BEFORE THEY START
- Welcome phone call — as the hiring manager, contact the new employee upon his/her offer acceptance to welcome them to the team. Encourage any team members who also interviewed them to welcome them as well.
- Send your new employee a welcome/congratulations card signed by the team and welcoming them to your company before their start date (optional).
- Send your new employee any team or product information that might allow them to begin to get a better understanding of their role and new team.
- Have your new employee’s workstation cleaned before his/her first day (e.g. clean desk, provide office supplies, make sure computer/phone is ready, etc.).
- Verify that your new employee is on all applicable distribution lists, email groups, network permissions, etc.
- Order business cards when you receive the new employee’s phone number.
- Send out an e-mail to the team and business partners, announcing your new employee and their start date.
- Create an outline of your new employee’s first week and schedule events and meetings in their calendar to allow him/her to quickly acclimate and meet/interact with new team members or groups s/he will be working with in the new role.
FIRST WEEK & BEYOND
- Meet your new employee on his/her first day and give them a tour of the floor/office/ building.
- Make sure all office logistics and facilities are explained, especially the coffee/kitchen. Show new employee how to use the copy machine, fax, scanner, telephone, mail services, inter-office mail, fed-ex, order office supplies, etc.
- Ensure your new hire is scheduled for New Hire Orientation. [if your company there a regular new hire orientation]
- Include a team lunch or get together on your new employee’s first day or week.
- Arrange set times over the new employee’s first several weeks for him/her to sit with and meet/shadow individual team members and/or key internal business partners they will work with to get to know them and learn about their role/s.
- Meet with your new employee at the end of the 1st week to review responsibilities and expectations, and recap the first week. It’s a good opportunity to discuss your department’s goals and objectives, and the role they will play in helping you achieve them (i.e. what projects are underway, key accounts, etc.).
- Be sure to meet regularly with your new employee, find out how they’re doing and solicit and give feedback regularly. Schedule a standing meeting to ensure you have regular dialog. Weekly is ideal, especially during the first three months.
- Send an introductory email to the team and any groups your new hire will interact with including a brief Bio and background on your new hire.
- Explain how your business unit fits within the overall organizational structure, and ensure they understand company goals, mission, values, etc.
- Guide new hire in setting job expectations.