Imagine this…
Your new employee has just signed your offer letter and is excited about their new role.
But then…crickets. While you’re busy doing a million other things, you’ve forgotten to send them details about their first day. As a result, they’re unsure about when they’ll start, if there’s any additional paperwork they need to fill out, and if this new job is even happening.
Without a proper plan to welcome a new employee to the team, you may leave them feeling insecure, confused, and adrift.
As the People Operations Coordinator at OpenPhone, I start the onboarding process for a new hire well before their first day. This prep work helps to create an easy and welcoming experience. In this article, I’ll share the step-by-step strategies we use to welcome new employees and set the stage for long-term success.
1. Start with a welcome email and gift
Once a new hire signs their offer letter, the recruiter introduces me via email, and I send a welcome email. (If your company has the same person doing hiring and onboarding, you should have that person send the welcome email.)
The initial welcome email is one of the first touchpoints that sets the tone for their journey and includes:
- Start date confirmation: Reinforces the start date to avoid any confusion.
- New employee survey: Gathers basic data and preferences, which are later used in the welcome message we send on Slack. (If you work from a physical location, you can add this information to a flyer or poster).
- Equipment details: Information about the computer equipment being sent.
- Home office stipend: Details on the one-time stipend provided to set up their home office.
- Social media links: Encourages the new hire to connect with our company on social platforms.
- New hire graphics folder: Contains graphics the new hire can use to announce their new position on social media.
- Compliance information: For US hires, details about completing the I-9 form, E-Verify, and background checks.
A week before the start date, I send a second email, which builds on the first email with information like:
- Platform invitations: Information about joining key applications we use, like Slack and Notion.
- Security protocols: An overview of the security platforms used to monitor work devices.
- Orientation schedule: The date and time of the New Hire Orientation.
- Training courses: Links to mandatory training courses on sexual harassment prevention and digital security.
- Product introduction webinar: A link to a webinar introducing the OpenPhone product.
- Onboarding checklist template: A copy of our new hire onboarding checklist, with a personalized interactive version provided on Notion on the first day.
Behind the scenes, I get to work integrating the new hire into our human resource system and arranging for their equipment to be sent out. If you work from a physical location, you’ll want to make sure the employee’s desk or workstation is set up before their first day.
Additionally, we send an OpenPhone swag box with branded t-shirts, stickers, and other goodies to help create a sense of belonging and excitement. If you’re working with a smaller budget, you can send a branded mug or hoodie for the same effect. To make their first day even more special, you can send a gift card so they can have lunch ‘on you’ or take them out to lunch if you work from a physical location.
The emails and swag box help new hires feel well-prepared and welcomed before they officially start. We want to make sure they’re supported and engaged throughout the onboarding experience, which helps them get up to speed faster.
2. Host an informal (but informative) orientation
Orientation is more than just a formality; it’s an opportunity to make new hires feel engaged and part of the team. The goal of your orientation should be to create a sense of belonging and provide clarity about their role and your company. You want them to know they have support and resources from day one.
On their first day, new hires meet me for an orientation session. I cover topics like the company’s history, mission, and values and introduce the major tools they’ll use. This session is designed to be informative but informal — I try to strike a balance that makes new hires feel at ease. I always share a bit about myself and encourage them to do the same to help build rapport.
We send our version of a welcome message over Slack, introducing new hires to the entire company. This message includes personalized information from the new employee survey, which we request they fill out in their welcome email along with other key information.
Here’s an example of a Slack welcome message:
A welcome message, whether in an email, Slack message, or physical flyer, helps the new hire feel recognized and valued. It also encourages team members to engage with them and break the ice.
It’s those little details that make a big difference. You want your new team members to know they’re more than just employees; they’re valued members of your community.
3. Create an onboarding checklist
A structured onboarding process ensures new hires have all the information they need to succeed from day one. When creating your process, provide clear, actionable guidance to help new hires integrate smoothly into your team.
We use a comprehensive and user-friendly onboarding checklist and guide on Notion, breaking down the onboarding process by day, week, and month. The checklist isn’t role-specific, so it covers all the basics every new hire needs to know.
For example, before their first day, one task is to set up their OpenPhone email account. On the first day, they meet with me for orientation and set up their other accounts. During the first week, they have tasks like meeting their onboarding buddy and team members. The following weeks have tasks like watching product webinars and giving feedback on the onboarding process.
If you have at least 10 people in your company, an onboarding buddy can help your new hires settle in. Ideally someone outside of their department, an onboarding buddy offers a fresh perspective, additional support, and a friendly face for any questions the new hire might have. It’s especially important in a remote setting where it’s easy to feel isolated.
We suggest new hires receive an email from their onboarding buddy a few days before they start, setting up an appointment for a video or in-person chat. Having someone to reach out to you who isn’t your manager or in your direct line of work can make a huge difference.
By combining an onboarding checklist with the personal touch of an onboarding buddy, you can ensure new hires have the information and the human connection they need to thrive from their first day.
4. Provide additional resources and support
Onboarding for new hires shouldn’t stop after their first week. I recommend providing additional resources and feedback to maintain continuous support throughout the process. Research shows that 65% of employees know if a job is a good fit within the first four weeks, so you’ll want to provide as much assistance as possible during this period.
Two weeks into their new role at OpenPhone, employees receive an anonymous feedback survey. This survey is designed to get insights into their onboarding experience and identify areas for improvement. It helps us refine our process and ensures we’re meeting the needs of new team members.
At the 30-day mark, instead of another survey, new hires have a feedback meeting with Rachel Kleban, our VP of People, to check if they have any concerns or suggestions. Moving from a survey to a meeting was a decision to make the feedback process more personal and effective.
Here are some examples of the feedback questions you can include in your survey and meeting:
- How would you rate your overall onboarding experience?
- What aspects of the onboarding process did you find most helpful?
- Were there any areas where you felt unprepared or needed more information?
- How supported did you feel by your onboarding buddy and team mentor?
- Do you have any suggestions for improving the onboarding experience?
- What surprised you the most in your first 30 days?
I recommend setting up a feedback mechanism, as it allows you to improve and adapt. For brick-and-mortar companies, this could be as simple as a drop box where employees can leave notes. You could also encourage their buddy or mentor to ask for feedback throughout their first few weeks.
Though you want to prepare employees for success, remember to slow down and not cram too much into the first few weeks. You don’t want to overwhelm new hires.
Key takeaways
If you’re a small business owner looking to set up or enhance your onboarding process, here are a few reminders of suggestions to get you started:
- Start before day one
- Add personal touches
- Provide a structured orientation
- Create an onboarding buddy system
- Do regular check-ins and get feedback
- Don’t overwhelm with too much information
Remember, creating a memorable onboarding experience is about more than just ticking boxes; it’s about making new team members feel like they truly belong at your company. By setting up a supportive orientation and first 90 days plan, you can help ensure your new hires are set up for success from day one.