Preparing for Your New Employee's Arrival

How you set the stage for your new employee's first day is critical to creating a positive impression and building strong connections from the start. 

  • Ensure that the connection you build with your new employee is strong from the start.

    Provide critical first-day information using the New Hire Welcome Letter template

    • When to arrive (date and time)
    • Where to park
    • Where to report
    • What to wear (uniform, lab attire, hard-toe shoes)

    Information that is nice to know (there鈥檚 coffee onsite, the building is always cold etc.)

  • Make sure your new employee鈥檚 work area is set up before the first day. First impressions count, so providing your new employee with a work area that is in 鈥渕ove-in鈥� ready matters. Office Manager will provide new employee welcome swag and a packet of general information about HR.

    Location

    • Determine designated space (cubicle, office)
    • Organize and clean designated space
    • Make arrangements for furniture (chair, stool, desk, file cabinet)
    • Make sure supplies and equipment are available
    • Approve door access request inititated by Office Manager

    Prompt Office Manager to

    • Order name badge and business cards (if applicable)
    • Label mailbox
    • Update phone lists, department directories, organizational charts

  • Reach out to the rest of the department for help with preparations for your new employee鈥檚 arrival 鈥攊nvolving peers builds camaraderie. Assign a 鈥渂uddy,鈥� an experienced co-worker, who can assist in answering your new employee鈥檚 questions and providing guidance in the early phases of the onboarding process.

    Announcement

    Announce the hiring of your new employee. You may start with the New Employee Welcome email template.

    • Include information about your new employee鈥檚 background (previous employment, education, experience, interests).
    • Ask others to welcome and show support for your new employee.
    • Arrange for introduction at designated time during the next upcoming staff meeting.

    鈥淏耻诲诲测鈥�

    • Select an employee on your team to be a 鈥渂uddy鈥� 鈥� a go-to resource for your new employee during the first few months.
    • Send your new employee the name and contact information of the individual so that they can be in touch with one another before the first day.

    Schedules

    • Set aside time on your calendar to make sure you are available when the new employee arrives on the first day and frequently throughout the first week.
    • Manager should conduct tour of department and building.
    • Develop an itinerary for the first week using the 2-week onboarding schedule so your new employee hits the ground running with meaningful work. The schedule should include a balance of time with others and time alone to read introductory materials and complete mandatory training. Include some or all of the following as it pertains to the role:
      • One-on-one or small group meetings with team members. During these meetings, team members can describe their work and how it integrates with the new employee鈥檚 work.
      • One-on-one meetings with you to discuss position description, performance expectations, appropriate attire, time and leave, etc.
      • Meetings with other key colleagues.

2-week Onboarding Template

Managers should download and complete the template by replacing the prefilled examples. Customize for your new hires specific needs.

Two-week New Hire Schedule Template

Welcome Email to New Employee

Managers may use this template to send a welcome email to their new hire 3 days prior to start date.

New Hire Welcome Email Template

The First Day: Welcoming Your New Employee

Set your new employee up for success from the start.

To ease anxiety, create a comfortable environment and have a plan to get your new employee involved, while remembering not to overwhelm him/her. Not only is this your opportunity to give information, it is your new employee鈥檚 chance to share beyond what was discussed pre-arrival. At the end of the day, your new employee should know the basic operations of the department and leave feeling that he/she has joined the right team.

    • Be there when your new employee arrives.
    • Meet with your new employee.
    • Discuss plans for the first day
    • Discuss the department鈥檚 vision and mission and how your new employee鈥檚 job supports them
    • Invite the department head to greet your new employee.
    • Introduce your new employee to his/her 鈥渂uddy鈥�.
    • Introduce your new employee to other members of the department.
    • Identify other resources (Shared Service Center...???????)
    • Hold a small gathering or go out for lunch together.
    • Make yourself as available as possible throughout the day.
    • Show your new employee his/her work area.
    • Ensure your new employee has all necessary supplies and equipment.
    • Allow time to set up work area.
    • Provide a tour of the work site.
    • Point out storage areas for resource materials and supplies.
    • Point out restrooms, common shared areas and points of interest (vending machines, refrigerator, coffee service, break room, mailboxes, printers, copiers).
    • Explain building access and security measures.
    • Have them browse the KSU website to learn more about the University.
    • Position description (from the Job description Library) and expectations
    • Confidentiality Agreement (to be signed and dated by employee)
    • Fair Labor Standards Act exemption status
    • Employee Handbooks
    • OneUSG
    • Hours of operation, work schedules, rest periods, workplace flexibility
    • Time reporting
    • Payroll calendars / paychecks
    • Discuss administrative matters:
      • Calendar (academic and general campus, holidays, standing meetings, special events)
      • Online campus directory
      • Office equipment use
      • Telephone system and etiquette