Join Todd Dewett for an in-depth discussion in this video Addressing internal tasks, part of Onboarding New Hires.
With all relevant information packaged up and sent to your new hire, you can now focus on several tasks that need to be completed internally before their start date. All of them really fit into one of two categories, tasks related to their workspace and resources, and tasks related to their colleagues. Let's start with the workspace and resources. Here's a standard list of activities that need to be completed before the person arrives. Have their workspace cleaned, and if needed, have old or unacceptable furniture removed and replaced with updated resources.
Stock their workspace with normal office supplies, such as pads of paper, pens, a stapler and so on. If it's relevant, identify and clean out a locker or storage area. Have keys and badges made if it's possible to do so before they arrive. Document and be ready to supply them with any security codes for locked doors, or passwords or phrases to be used online. Install or set up their phone and voicemail leaving them instructions for changing their voicemail greeting.
Work with the IT department to correctly configure their computer, their network access and their company email account. Order and affix their nameplate at their cube or office. Finally, many managers like to add a welcome gift of some sort that will be waiting for them at their desk. It doesn't have to be expensive, and can be as simple as a copy of a book about the company, a company tee shirt, or a gift card to cover lunch in the cafeteria during their first week. Believe me, the things in this list matter a lot.
They show the person they're valuable, and that you're prepared. They also reduce the person's stress when they start, making it easier for them to start being productive. Okay, the other major category of activities concerns how you'll prep the people with whom the new hire will work. Ideally you'll gather the team informally to tell them about the person. Share the person's name, their professional background, key achievements and their start date. I want you to share those things at a minimum, but in addition, many people find it useful and appropriate to go a little further.
For example, chat about where they went to school, their hobbies, or personal things the person might have shared during the interview process. And you can even tell people it's okay to reach out and connect with the person via social media. Most importantly, you'll end this informal chat by setting a few expectations. When the new person begins work, you expect individuals to stop by and say "hello." To look for ways to be helpful, and to generally make an effort to help the person feel welcomed.
Of course, any time you ask yourself whether or not you've correctly prepared for their arrival, you can also ask your team, a friend in HR, or your boss if they have any tips or ideas for making the process as smooth as possible. It will take a few hours to complete all of this homework but the time spent will be well worth it. The result is an increased likelihood your new employee will know that you value their addition to the team. That they have the resources to do the job, and that their new colleagues are invested in making them successful.
Lynda.com is a PMI Registered Education Provider. This course qualifies for professional development units (PDUs). To view the activity and PDU details for this course, click here.
The PMI Registered Education Provider logo is a registered mark of the Project Management Institute, Inc.