Bringing a new team member up to speed is an essential process that requires planning, preparation and the right set of tools. A structured onboarding programme with robust resources helps new hires become productive members of the organisation. This comprehensive guide will explore fifteen types of invaluable assets to incorporate into your employee onboarding plans.
1. Welcome Email
Even before Day 1 in the office, a warm welcome email starts building connections with the new hire. Send this customised message as soon as the offer is accepted. Key details to include:
- Start date, time and specific place to arrive at
- Dress code expectations
- Parking instructions and options
- Company contacts they can ask for on arrival
- Links to any pre-boarding resources or forms to complete
Attaching a polished welcome packet PDF demonstrates your professionalism. Cover essential items like:
- Organisation chart
- Bios of key leaders and the new hire’s team
- FAQ sheet
- Employee handbook
- Recent newsletters or magazines
Add a personal touch by expressing enthusiasm about the new colleague joining. This email sets the tone for a welcoming entrance into the company.
2. Onboarding Checklist
A well-designed onboarding checklist tracks the required training, activities and paperwork new hires need to complete. Detail specific deadlines and owners for each item. Key elements to cover:
- HR paperwork like tax forms, policies to read and sign-off
- IT equipment set-up and access credentials
- Mandatory training modules and e-learning courses
- Safety procedures or compliance steps
- Manager, team and client introductions
- Building access badges and system credentials
Share this checklist with new employees so expectations are clear. Regularly check in on progress and answer any questions. Celebrate milestones completed.
3. Onboarding Schedule/Plan
Complementing the task-based checklist, create a high-level onboarding schedule overview of the key meetings, events and milestones in the first weeks and months.
- Indicate start times and locations for training, onboarding sessions, team meetings and lunches.
- Define dates for completing certain e-learnings, policy reviews and evaluations
- Schedule key user access and system credentials on target dates
- Block out time with the manager, mentors, teammates and other leaders
This calendar view helps coordinate required people’s availability at the optimal times to accelerate a new hire’s onboarding.
4. Organisation Chart
Visually mapping the overall company structure through an organisation chart gives new employees critical context on how teams are organised and connected. Be sure to highlight where the new hire’s role fits among:
- Executive leadership
- Different functional departments
- Reporting lines between managers and team members
- Advisory and governance bodies like boards or steering committees
Call attention to who the new employee directly reports to and any key senior stakeholders they should get to know.
5. Team Roster
While the organization chart shows company-wide hierarchies and relationships, the team roster provides details on the new hire’s immediate colleagues. Include:
- Photos
- Full names
- Job titles and tenures
- Key bio points like credentials or past experience
- Contact information
- Birthdays or start dates for celebrating wins
Encourage early interactions between the new and current team members to embed the individual within the group.
6. Employee Directory
A centralised directory containing every employee’s name, role, department, contact number, email address, and photo speeds connection building across the organisation. New hires can quickly put faces to names and reach out to collaborate with peers enterprise wide.
7. Equipment Guide
Document step-by-step usage instructions for any essential equipment, software platforms or systems the new employee will utilise daily. These could cover:
- Hardware like laptops, tablets, phones, AV tools
- Core business applications like ERP or CRM
- Collaboration software like email, messaging, video conferencing
- Administrative systems for managing HR or expenses
Include account credentials, technical specifications, security protocols and usage policies. Store guides digitally for easy reference or provide printed handbooks.
8. Policy Manual
HR policy and process manuals outline important protocols, codes of conduct, rights and responsibilities related to:
- Compensation and performance management
- Healthcare, holidays, and other benefits
- Harassment and discrimination policies
- Advice escalations and dispute resolution
- Travel, expenses and compliance
Ensure new hires acknowledge comprehending these company policies through a signature. Ready access to this reference safeguards appropriate employee behaviour and culture.
9. Work Instruction Templates
A structured work instruction template guide will help your new employee get started efficiently. Often containing visuals, it will teach your employees how to do specific tasks or actions. For example, factory workers may receive an instruction template showing them how to shut down a machine safely. You’ll want to provide numerous work instructions so that you have one covering each part of the job. You can download a from Adobe.
10. Feedback Surveys
Solicit new hires’ anonymous input at milestones like the end of the first week, completion of the ramp-up period, end of probation, etc. Seek candid perspectives on what is working well versus suggestions for improvement. This demonstrates you value their viewpoint while empowering you to enhance onboarding continuously.
11. Mentor Program
Assign an engaged employee unrelated to the new hire’s team as a mentor. Encourage regular 1:1 coffees, lunches or check-ins for the first six months. The mentor provides advice, cultural context, networking connections and moral support in an informal, trusting environment.
12. FAQ Sheet
Capture common questions, pain points and confusing processes faced by new starters into an FAQ sheet. Share this early on so new hires avoid rediscovering the same challenges. Add to it continuously based on new employee feedback surveys.
13. Peer Forums
Facilitate regular informal peer forums for new hires from across departments to meet and share learnings. Swapping perspectives and building connections beyond direct teams increases comfort and belonging.
14. First Day Agenda
Structure a solid first-day agenda to welcome and orient new employees smoothly:
- Meet and greet with their manager
- Office tour, introducing team members
- IT set-up and access provisioning
- Review the onboarding roadmap and resources
- Lunch with close team members
- Share early wins and potential blockers
Plan a casual welcome celebration with colleagues.
15. Logistics Checklist
Email a logistics checklist with key details on parking, dress code, who to ask for, food options, etc. This relieves stress around navigating basics, allowing focus on meaningful onboarding activities instead.
Properly onboarding new employees with thoughtful structure, tools, and processes sets them up for productivity, cultural integration, and career growth. Companies that invest in the candidate and new hire experience will reap dividends through engaged, high-performing team members.
