Human Resources > Training & Development > Onboarding Toolkit Supervisor's Guide > Preparation > Preparing for Your New Employee's Arrival: Collaboration

Preparing for Your New Employee's Arrival: Collaboration

Reach out to the rest of the department for help with preparations for your new employee’s arrival.  Involving peers builds camaraderie.  Consider assigning a “buddy,” an experienced co-worker who can assist in answering your new employee’s questions and providing guidance in the early phases of the onboarding process.

Announcement

  • Announce the hiring of your new employee. Let everyone, including the management team, know when he/she is starting and in which position
  • Include information about your new employee’s background (e.g., previous employment, education, experience, interests)
  • Ask others to welcome and show support for your new employee

Coordination

  • Enlist others to assist with preparations (e.g., facilities, technology, human resources)
  • Prepare department orientation packet (e.g., vision, mission, organizational chart, staff directory)
  • Ensure all necessary forms and documents are ready for processing
  • Confirm appropriate signature authorities have been established
  • Confirm schedules are updated to support the new employee’s activities
  • Arrange for introductions (e.g., walk about, welcoming/get acquainted event, designated time during an upcoming staff meeting)

“Buddy”

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

Schedules

  • Plan and schedule any training critical for your new employee to receive within the first few weeks on the job
  • Set up appointments with individuals whom your new employee should meet early on
  • 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
  • Create a first day schedule  for your new employee
  • Develop an itinerary for the first week 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 orientation-related tasks. Include some or all of the following:
    • One-on-one or small group meetings with team members. During these meetings, team members might describe their work and how it integrates with the new employee’s work
    • One-on-one meetings with you to discuss position description, performance expectations, appropriate attire, time and leave, etc.
    • Designated times for the new employee to take the New Employee Orientation e-course and attend the Employee Benefits Orientation
    • Meetings with other key colleagues
    • Tour of campus or larger work environment

  

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