When recruiting a new employee it can take weeks to find the right candidate. After interviewing and making an offer, it’s time to welcome them on board. 

You don’t have a second chance to make a first impression. How a new hire is treated from the first day will make a lasting impression and may determine whether they stay with the company. Employee retention should always be top of mind. If you lose the new recruit within the first few months, this will directly impact your bottom line.

The more efficient the onboarding process, the quicker the new hire will get up to speed and start being productive. Don’t wait until the first day to start checking off the administrative tasks. Do as much as you can prior to their start date.

Here are eleven ways to make the employee recruiting and onboarding process a success.

1. Send a Welcome Email

Send them a welcome email and encourage their boss, direct reports, and colleagues to do the same. Outline the start date, time, address, and dress code. Attach any relevant documents and outline what to expect on the first day.

2. Send Formal Documents 

Get as much paperwork out of the way before they start. Have them e-sign documents needed to set up permissions to give them immediate access to the internet and document files.

3. Share Additional Useful Information

Send through the employee handbook if you have one. Also, ensure they receive a signed copy of their contract, position description, and KPIs.

4. Behind the Scenes

In addition to setting up logins, passwords, and computer access, ensure you have organized their workspace. Make sure they have a desk, chair and order equipment like laptops, computers, keyboards, mouse, and monitors. Remember to preload any software needed to perform their role.

The first day should focus on orientation for the workplace, introducing them to the team, completing any formal paperwork, and going through company culture, values and training.

5. Show Them Their Workspace

Show them their workspace immediately when they arrive as it makes them feel like they belong. If possible, have a welcome card sitting on their desk that everyone has signed.

Show them the remaining facilities, including restrooms, tea, and coffee facilities, along with building and room access. Go through security protocols and evacuation procedures.

6. Make the First Day a Thursday or a Friday

Mondays are often frantic, with people catching up after the weekend and full of unplanned interruptions. This can be confusing if the onboarding process is interrupted where suddenly you need to leave the new hire fending for themselves. 

7. Schedule a Welcome Meeting

Fridays are usually more relaxed, and what better way to end the week with a scheduled late afternoon tea, coffee, or drinks with key stakeholders. Perhaps even introduce the CEO – certainly invite their immediate team even if they have already been introduced. Having a welcome meeting at the end of the day encourages informal conversation in a more relaxed environment. It helps the new employee connect with others quicker than when first introduced earlier in the day.

8. Assign an Onboarding Buddy

Assign an onboarding buddy who is one of their peers as opposed to a direct report or boss. They can help fill in the blanks and teach the new hire the ropes in a more relaxed environment. 

9. Introduce Key Stakeholders

Introducing new hires to lots of people at once can be overwhelming. Print out an organizational chart and a map of the office highlighting who sits where and their role. Let the new employee take the chart with them as you show them around. This takes the pressure off them having to learn everyone’s name and role from memory alone.

10. Commerce the Formal Onboarding Process

Once the general orientation is complete, it’s time to commence the more formal onboarding process.

Go over what the company does, the culture, values, and core beliefs. Walk them through setting up logins, software, and passwords. Complete any remaining HR-related paperwork and schedule meetings for them to have a one-on-one with immediate team members and managers.

11. Set Clear Expectations 

Clearly outline the responsibilities and expectations for the role. Expand on the resources and mentors available to them. Leave them with an onboarding plan for the coming week outlining what to expect each day. Also, provide them with a training schedule to ensure they succeed in the role.