Allow Enough Time
Many arrangements have to be made to make sure that a new employee’s first day on the job is a happy and productive one. Consider:
- Background checks, especially credit or criminal background checks required for certain positions, can be time consuming.
- It can take time to secure and set up a workspace for the employee.
- You’ll want to thoughtfully plan their training schedule, which may involve scheduling meetings for them with busy people.
Welcome to the Department
Send an informal email welcoming the employee to Williams. Make sure the new hire knows where and when to report and who they should speak to on arriving.
Schedule Meetings with Key People
Ensure key people meet the new employee, and help orient them employee to their new position and train them on essential job skills. You can use this schedule template to schedule meetings for the employee before their calendar has been set up. Examples include:
- The office manager, department administrator, or the person in the department who is responsible for the logistical side of onboarding new employees, including things like business cards, keys, office supplies, etc. Depending on how this function is organized in your department this may mean more than one person.
- Coworkers in their department
- Colleagues in other departments and schools who they will be working with on projects.
- Key clients or customers that the employee will have an ongoing relationship with.
- Other stakeholders, such as vendors, committees with oversight over related functions, etc.
To order a computer for the new employee, click here. Login with YOUR username and password even though the request is for the new employee. Select “WHD: Request a Computer.”
Secure and test a telephone line and voicemail box. Telecom requests can be made using the Web HelpDesk Ticket System at http://ticket.williams.edu. Login with YOUR username and password even though the request is for the new employee.
Obtain Access to Systems
A Systems Access Template has been provided for you to list all of the systems your new employee will need and what actions need to be taken to obtain access. Common systems include:
- Shared folders, calendars, and email accounts
- Financial systems
Gmail and Gcal Accounts
These accounts are automatically generated when the new hire is entered into the Human Resources System. At that time, HR will send an email to the new employee, and the hiring manager is cc’d.
Prepare Workspace (ready for 1st day)
It is imperative for you to have everything ready for your new team member prior to their arrival, below are the first steps to a successful start. Please note, this may differ department to department:
- Have a ‘welcome gift’ on the employees’ desk/workstation i.e. potted plant, accessory with department logo etc. and first day essentials.
- Order basic office supplies and any keys the employee will need to access work areas.
- Order stationary and business cards (confirm preferred name with the new employee). The college has an arrangement with Bay State Envelope (BSE) for ordering envelopes, business cards, letterhead, or other printed material.
- Review Furniture and Ergonomics guide to prepare and furnish their workspace. For assistance contact Joanne Moran, Administrative Services Coordinator, Facilities, x4113, [email protected]
- As your new employee gets settled, know that an ergonomic assessment is available should they experience discomfort at their work station. For assistance, contact Frank Pekarski, Manager of Safety and Environmental Compliance, x2406, [email protected]
Just as important as making sure that their workstation is ready, as a supervisor, it is important that you to are ready to create a smooth start to a successful future:
- Add regular department meetings to employees Gcal
- If the new hire has direct reports, set up meetings with them and their support staff.
- Plan employees’ first week assignments, let them know what is expected from them.
- Review the employee’s job description to remind yourself of the required skills of the position and the strengths of the new employee.
- Create a list of Job- and Department- Specific Learning Activities.
Think Like a New Employee
Information Overload: New employees are taking in a great deal of new information and experience all at once. They will be disoriented at times. Pay attention to the pace at which you give information to your new hires. Make sure they have time to digest it and are ready for more. Be prepared to communicate some of the same information many times over until it sinks in.
Eager to Please: New employees may be so eager to make a good impression that they may take on more than they can chew or be slow to ask for help or more information. Consciously set the tone that there are no stupid questions and that it is always ok to ask for help.
The Fresh Perspective: One of the greatest assets that new employees bring to their organization is a fresh perspective. They will have experiences from other settings that may be relevant to problems you are trying to solve. In the course of training, they may question whether the way things have always been done is the best way. Be open to this fresh perspective. At the same time, new employees often want to play things safe and “not rock the boat” in their first days on the job, so you may need to encourage them to share their ideas.
Sealing the Deal: One question that is on the minds of new employees is whether they have made the right decision to take the job. One of the main outcomes of a successful onboarding process is that the new hire has no doubts they have made the right decision and are strongly committed to mastering their new role.