We all know that the first day in the new office can be a total disaster: getting misplaced, choosing a strange outfit, feeling like a social outcast — these are only some of the common issues. New space, new people, new rules. Who would want to make a newbie stressed? Definitely not a good manager! That’s why we’re sharing a Good Manager’s onboarding checklist. Hopefully it will help to organize everything properly and cut the time for adaptation and other difficult words.
Before the employee’s start date
Creating a welcoming work environment with informed colleagues and a fully-equipped work space so the new employee feels “settled in” on the first day.
Schedule and Responsibilities
- Submit the job offer.
- Call employee:
- Confirm start date, time, place, parking, dress code, etc.
- Specify computer needs and requirements.
- Provide name of their ‘onboarding buddy’.
- Add regularly scheduled meetings (e.g. staff and department) to employee’s calendar.
- Prepare employee’s calendar for the first two weeks.
- Plan the employee’s first assignment.
An office Buddy is a fellow employee (other than the manager) who provides advice and guidance on the different aspects of working at the organization.
- Email team, include start date, employee’s role, and bio. Copy the new employee, if appropriate.
- Set up meetings with critical people for the employee’s first few weeks.
- Arrange for lunch with the appropriate person(s) or buddy for the first day and during first week.
- Select the buddy.
- Meet with the buddy, and provide suggestions and tips.
- Arrange for a campus tour.
- Put together welcome packet from the department and include: job description, welcome letter, contact names and phone lists, office map, parking and transportation information, mission and values, etc.
- Clean the work area, and set up office space with supplies.
- Order office keys.
- Order business cards and name plate.
- Arrange for parking, if needed.
- Add employee to relevant email lists.
Technology Access and Related
- Order technology equipment (computer, printer, iPad) and software.
- Make sure to have the system set up in advance.
- Arrange for access to common drives.
- Arrange for phone installation / cell phone issue.
- Inform employee about an in-person ‘New Employee Orientation’ session.
- Arrange pertinent trainings required for the job.
Making the employee feel welcomed and prepared to start working.
Schedule, Job Duties, and Expectations
- Clarify the first week’s schedule, and confirm required and recommended training.
- Provide an overview of the functional area – its purpose, organizational structure, and goals.
- Review job description, outline of duties, and expectations.
- Describe how employee’s job fits in the department, and how the job and department contribute to the organization.
- Review hours of work. Explain policies and procedures for overtime, use of vacation and sick leaves, holidays, etc. Explain any flexible work policies or procedures.
- Be available to greet the employee on the first day.
- Introduce employee to others in the workplace.
- Introduce employee to his/her buddy.
- Take employee out to lunch.
- Give employee key(s) and building access card.
- Discuss transportation and parking.
- Provide department or building-specific safety and emergency information.
- Take employee on an office tour.
- Explain how to get additional supplies.
Technology Access and Related
- Provide information on setting up voicemail and computer.
We suggest to you to prepare every little detail before the employee’s first day. It’s needless to say that organizing the process properly saves your time and helps to avoid pain in the neck (for everyone). Carefully overthink the checklist, communicate with related departments/managers to find out more stuff to prepare (if so). Please keep in mind, that all companies and structures are different, so there can be no universal recommendations. We are sure that following our list step by step will simplify an employee onboarding for each manager!
Author: Julia Kravchuk