25 Ways to Ensure a Successful New Employee Orientation
An Article by TorontoJobs.ca

Introduction

You’ve just spent days, weeks or months screening, interviewing and hiring a new employee.

What your company does between the time your employment offer is accepted and the time the successful candidate completes their first week on the job will lay the foundation for a successful or not successful long-term relationship for that employee with your company.

Some companies do very little to prepare for a new employee while others realize that this is a great opportunity to show the new employee that they are cared about.

This article covers 25 relatively simple ways to help make sure your new employee feels at home as quickly as possible.

Before They Start

1. Call the Employee

Call the employee one or two business days before their start date to let them know that you’re excited to have them start, and remind them the hours, parking arrangements, dress code, schedule and/or anything else that might be relevant to their start date.

2. Ensure supplies are available

Make sure that they have all the supplies required on their desk.

3. Put a Sign on Their Computer

Put a sign on their computer saying something along the lines of “Welcome to our <Company Name> Team”.

4. Ensure Everything Works

Test their computer before they start to make sure it works, that passwords are set up properly and anything else that might require logins. Make sure the computer can print properly. Make sure their phone works and voice mail is also set up. Set up their email and test it to make sure it works. Set up their Email signature also. Make sure to order all applicable keys and/or passcards ahead of time. Pre-planning for these issues shows that you have thought of things ahead of time.

5. Business Cards

Make sure business cards are available for the new employee, ideally on their first day if possible.

6. Tidy Up!

Make sure their office/desk is tidy and clean. Ensure that the previous person’s personal effects are not still in the drawers.

7. Remind Other Employees of the New Person Starting

Let others know (or remind them) that the new employee will be starting so there are no surprises.

Their First Day

8. Don’t Be Late on their First Day

There’s nothing that sends a worse message then you being late for your new employee’s first day and they’re waiting in the reception area for you to arrive. Make sure you arrive ahead of them.

9. Take them to Lunch

On their first day or as early as possible in their first week, take them to lunch. This will put them at ease and allow you to gauge how things are going and address any issues that might be brought up. Take other staff members or managers to lunch with you when it makes sense.

10. Go Through the Employee Manual/Office Policy

Go over any office manuals or office policies (e.g. turning off computer at night, harassment policies, etc.) early.

11. Go over Payroll/Expenses/Benefits

Go over when they will get paid, how to submit expenses, how to get their benefits and complete any payroll forms required.

12. Describe the Challenges

Restate some of the challenges of the position/company that you may have talked about during the interview process.

13. Review the Job Description Again

Go over the requirements of the role and the key responsibilities and deadlines of the position.

14. Get Emergency Contact Information

Get personal information (e.g. spouse’s or parents’ contact information, doctor, etc.) in case of an emergency where someone has to be contacted.

15. Give General Company information

Give them phone and fax numbers of the company. Also, show them how to transfer a call, telephone training and common questions that people calling in will have.

16. Give Formal Training

Assume the employee knows nothing about your procedures and policies. Put yourself in their shoes. Spend the time to train them. Put together a formal schedule of what you want to cover. Over-estimate the amount of time it will take to train.

17. Give a Tour

Give the new employee a tour of the office/facility and introduce him/her to co-workers, receptionist, etc. Let them know how to book a meeting room or boardroom if necessary. Show them where the washrooms are also! Let them know where there are food, restaurants, malls, etc. in the area. Go over any emergency plans (e.g. fire). Show them where to hang their jackets, put their boots, etc. Show them where they can find more/how to order supplies.

18. Give them an Organizational Chart

Update and give a new employee an organizational chart which will allow them to understand reporting structures. Provide them with a list of any useful phone numbers or extensions for people that will be relevant to their position.

19. Set Goals/Expectations

Give the new employee their goals for the first week, month, quarter or whatever time period makes sense.

20. Meet with them at the end of the first day

Find out how the first day went and check on any issues that might have come up on their first day.

Their First Week and Beyond

21. Ask/Give them Feedback

Ask the new employee as to their thoughts. “What do you think of the position?”, “Do you have any concerns so far?” or “What challenges do you think you’re going to have?” can give some great information. Allow them to ask you questions. Give them feedback as to how progress is (both good and bad) and anything that need to be addressed.

22. Try to Keep the First Few Days/Week Light

Try not to give a new employee too much information or training such that they feel overwhelmed in their new role. “Information overload” may be more of a negative.

23. Sign them up for any Training Courses/Seminars

If there are any courses, seminars or events that might be of interest to a new employee, make sure to sign them up. Get them involved in internal or external events as soon as possible – even things as simple as lottery pools.

24. Meet Regularly

Meet regularly with the new employee.

25. Assign a Mentor

If possible, assign a mentor that can help them adjust to their new role/company.

Conclusion:

As per above, there are many simple, low or no-cost ways to ensure a successful employee orientation. This starts even before the person sets foot in your office on their first day. The sooner you can get a new employee to integrate into your company, the sooner that person will be a productive and happy employee.

TorontoJobs.ca allows companies to post their positions online, search a resume database to find candidates, publishes a monthly Toronto Jobs newspaper and provides full recruitment services (temporary and permanent) for a fee. It also allows candidates to search and apply to positions directly on-line and get career, interviewing and resume tips all at no charge. You can reach TorontoJobs.ca at info@torontojobs.ca.

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