At Mantralis, a couple of weeks ago, we were lucky enough to welcome Danny Stephen, Business Development Manager, to the team. Danny brings a wealth of experience and knowledge with him and is ready to jump straight into his new role and make a name for himself whilst representing Mantralis.
Welcoming a new team member is an exciting time for any organisation. However, if a welcome is not well thought out it could leave the new team member feeling a bit lost and an outsider (especially if your team has a good bond and has worked together for a longer period). A careful and well-planned onboarding process not only helps new employees feel valued and included immediately but also sets the stage for their success.
To ensure that all team members were able to be included in welcoming Danny, we collaborated on our thoughts and made the following plan which we executed (successfully alongside an informal coffee meet with the team – biscuits do play an important part in our work life!)
Here are some strategies to ensure a warm and effective welcome for your new team member.
1. Prepare for Their Arrival
Before the First Day:
- Workspace Setup: Ensure their workspace is ready, complete with all necessary equipment and supplies.
- Access and Accounts: Set up email, software, and other accounts they’ll need.
- Welcome Package: Prepare a welcome package that includes company swag, a personalized welcome note, and essential information (if you have company mugs/pens etc, providing these will help them to feel welcomed).
2. Make Introductions
Introduce the Team:
- Email Announcement: Send an email to the entire team announcing the new member, including a brief bio and their role.
- Personal Introductions: Schedule time for the new member to meet with key team members individually or in small groups. This helps them put faces to names and understand each person’s role.
3. Create an Onboarding Plan
Structured Onboarding:
- Orientation: Plan an orientation session to cover company policies, culture, and values. This should ideally be covered as part of the induction process in the first few days.
- Training: Provide a training schedule if required to help them get up to speed with tools, systems, and processes.
- Mentorship: Pair them with a mentor or buddy who can offer guidance, answer questions, and provide support (ensure this buddy works similar hours – nothing worse than having a question when no one is around!)
4. Encourage Social Integration
Building Relationships:
- Welcome Lunch: Organize a welcome lunch or coffee break on their first day (again, we took the opportunity to include biscuits in our welcome break)
- Team Activities: Plan team-building activities or informal gatherings to foster connections (if there are any upcoming activities/events, provide the new member the dates as soon as possible; for example, Christmas outing, etc).
- Open Communication: Encourage team members to reach out and introduce themselves, making the new hire feel included.
5. Provide Clear Expectations and Goals
Setting Them Up for Success:
- Role Clarity: Clearly outline their job responsibilities, immediate projects, and long-term goals.
- Feedback Loop: Establish a schedule for regular check-ins to provide feedback, address concerns, and celebrate achievements.
6. Offer Continuous Support
Ongoing Assistance:
- Regular Check-ins: Schedule regular one-on-one meetings to discuss their progress, answer questions, and offer support.
- Resources: Provide access to resources such as training materials, knowledge bases, and professional development opportunities.
- Open Door Policy: Encourage an open-door policy where new hires feel comfortable approaching managers and colleagues with any concerns.
- Staff communication: Encourage other team members to drop in (either face-to-face or remotely) just to say hi and check in on them to confirm the level of support they have around them and possibly fill in any gaps information-wise (such as who buys the tea and coffee in the break room etc)
7. Solicit Feedback
Improving the Onboarding Process:
- Surveys and Meetings: After the onboarding period, solicit feedback from the new hire about their experience. Use this information to improve the process for future hires.
- Open Dialogue: Foster an environment where feedback is welcomed and valued, ensuring that new team members feel heard and appreciated.
8. Celebrate Milestones
Acknowledging Progress:
- Small Wins: Celebrate their achievements and milestones, no matter how small, to boost morale and confidence.
- Team Recognition: Publicly acknowledge their contributions in team meetings or company communications.
Conclusion
A well-executed welcoming process can make a significant difference in how a new team member feels about their role and their first impressions of the company. By taking the time to prepare, introduce, train, and support your new member, you create a positive and productive environment that benefits everyone.
Remember, a warm welcome sets the foundation for long-term success and a thriving workplace culture.
By following these tips, you’ll ensure that your new team members feel valued, integrated, and ready to contribute to the team’s success from day one.
Welcome aboard Danny!
Written by Lorna Mortimer