Finally. It’s happened. You can stop scouring profiles with a fine-tooth comb. No more multiple-round interviews. You’ve found the right person for that role!
But oh. What’s that? It’s not over, you say?
The recruitment process may have come to a close, but there’s another one, arguably even more important than closing that hire, about to start: employee onboarding.
Just as your first impression of the candidate-turned-employee was crucial in making your decision, their first impression of your startup will most certainly influence their attitude to the work they now do on your dime.
Laying out a clear path on their first day, week and month is hugely important so they can do the job you brought them in for. And so you can get back to yours (which may or may not be going off to hire some more people).
Tools of the Trade
Startups love their productivity tools, such as Slack, Evernote, and Trello (these guys rule).
We use all of the above, but here’s a small guide with some ideas on how your startup can approach employee onboarding.
Before the Arrival
Save the date: add your new hire’s start date to your calendar so you don’t get caught off guard when they ring the doorbell, nervously excited for their first day (we’ve heard this story before). Freshen up your memory by reviewing their profile the day before to fully remember them and what you retained from their interview(s) on a professional, but especially personal level.
Plan ahead: Create an agenda for them now, rather than just going along with it later. Reach out to their future manager to clear up what’s important for them to know from the get-go, and assign one or two “work buddies” that can further help them learn how things work around your startup.
Set up a workspace: If every employer has a designated place at your office, create a friendly and ready-to-roll desktop for your newcomer. Make sure their new colleagues around them are fully briefed on the arrival of a new face, and provide a print-out of who sits where because it’s much harder for one person to remember everyone else’s than everyone to remember one new one! Set up their computer, company email and any other essential software tools so all systems are go as soon as possible.
Sort the paperwork: If they still need paperwork and legalities sorted out, get everything ready to be signed and over with. Get in touch with them if they should bring ID or other information to wrap up the bureaucracies, and make sure you know how to answer any questions they might have.
Get the swag: Put a welcome kit together with any branded materials with your company logo, like t-shirts, pins, tote bags, mugs, stationery, laptop stickers, Nerfs, lightsabers, and so on. Equipping them with one can quickly build and strengthen their company pride.
Everything needs to be in top shape. Feeling safe and welcome is like morning coffee to new employees: their motivation will go through the roof!
First Week
They’re here. Keep in mind that your newly hired employee is probably a bit nervous. Starting something new can cause a very deep stomach knot or a few butterflies here and there, but that’s a good sign. It means they want to impress you and do great things at your company. It’s up to you to make them feel welcome and like they’re landing smoothly.
The grand tour: Show them every nook and cranny around the office, from their swag-filled workspace, to the WC and the office kitchen, to your puppy room (oh, you don’t have one of those? We heard it helps). Clarify who they should talk to if the security alarm goes off, or worse, if the internet suddenly stops working.
Turn it off and on again? Explain how the tricky copy machine and microwave work. If, for some reason, the coffee machine can’t be plugged in at the same time as the AC is blasting away, now might also be the time to impart this crucial information.
Meet and greet: Introduce them to the whole team as you go along. How about hanging up a Team Board with everyone’s name and photo to help them match a name to every face (and leaving a spot open for them)? Everyone can add a checklist of five random things about themselves, like who seriously has a cat lady problem. Alternatively, how about setting up a special onboarding lunch whenever it’s someone’s first day? If humanly possible, try to get the entire team/department together so they can all get to know each other. Set up a small checklist of five questions, covering professional and personal matters, such as:
What’s your name, age, and where are you from?
Where have you worked at before, what are you doing now and how long have you been doing it for?
What’s your biggest pet peeve when working in an office?
What do you do in your free time and what is your go-to band/artist/tv show/movie?
Which one would you give up, bacon or Nutella?
Answer and you shall receive: Create a list of answers to questions like “Can I have…?” (more swag, software/equipment, packages delivered here, snacks, my Jack Russell over for a day) and “Who do I talk to about…?” (company goals, marketing, expense reports).
Get down to business: Let your new hire know who they will immediately report to and meet with their appointed manager. Use this meeting to inform them of your company’s frameworks, management style and methods, and future expectations. Share a glimpse of what you want to accomplish on a short, medium and long term basis, and where their work will come in.
Company culture: Clarify office inside jokes (create a glossary, perhaps?) so they don’t feel like a fish out of water when everyone is laughing but them. Let them know of your company rituals like fixed Monday morning meetings and Friday team lunches so they don’t show up with last night’s lasagna when you’re all getting burritos in the park.
First Month: Ongoing onboarding
All hands on deck: One of the best ways for your newcomers to learn the ropes is by letting them shadow their teammates. Letting them spend time with the entire team, rather than just their department, will also give them a much better understanding of how it all comes together.
Feedback: Make sure your newcomers feel comfortable sharing their ideas. Ask them if they are enjoying their experience so far or if they would like something to change. Invest your time in giving them feedback as well so they feel truly appreciated and not just a bum sitting on a chair.
Remote, but close teammates
Remember: remote employees are people, too, and they should also feel like they’re part of your company. Add them to your #general Slack channel and create one for remote employees according to the services they provide you. Include them in your other productivity tools and let them know who they report to regarding approvals and invoices. Schedule in plenty of video calls with their team so they can put real faces to the names on their screens all day!
Remote employees don’t spend nearly as much time at the company as your core team, but they also offer a helping hand in making it great.
Home sweet office
Making new employees feel comfortable in a foreign place will ultimately make them more efficient. The more welcome they feel, the quicker they’ll start to fit in and get cracking on your shared mission. Otherwise, it’ll take a long time to not feel like the new kid on the playground, and neither party will benefit much
The onboarding process is really just the beginning of a hopefully long and positive company-employee relationship, and only constant effort and honest dedication can let you build a committed kickass team.
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