By Priscilla Kohl | HRTools.com Business Writer
“Based on my first day of employment, I sure wasn’t impressed with my new employer. No one was prepared for me, and they didn’t even have the tools I needed to start my job.”
Employers want to avoid having comments like this circulating around their employees’ social circles. Because, if you think about it — when an organization hires new employees, the organization is also marketing itself.
Ideally from the moment a new employee enters the workplace door, every relevant individual should be fully prepared to enthusiastically greet him or her and represent the brand — just as they would do with any valued customer or client. In short, businesses should make it a priority to seize every opportunity to “market-the-brand.” These opportunities include welcoming new employees.
Successful businesses want their cultures to be known for top-of-the-line customer service; preparedness; efficiency; productivity; results; and quality. In order to attain that level of recognition, employee on-boarding and orientation processes should reflect a genuine human touch combined with some practical forethought.
“Whether it is a simple process, or a lengthy and elaborate plan, I believe that the key is to personalize the orientation experience,” says Judy Nunnenkamp, a senior human resource professional employed by a large company based in Houston. “When a company takes the time to understand it from the employee’s perspective, it will be much more meaningful and successful. You will find that those personalized efforts — the relatively cost-free, thoughtful, touch-based effects — will matter the most.”
After all, your new employees will inevitably take your lead. Eventually, they will serve as your brand ambassadors, representing you and the business to the outside world, specifically to prospects, customers, clients, stakeholders and the community. Think of it this way: New hire impressions about the organizational culture, standards, values and expectations are formed immediately — from the moment a new employee walks through the door and shakes that first hand.
Therefore, business owners and upper management should consider answering questions such as: “How do we want to greet new employees as they begin their first day on the job? What can we do to make them feel welcome, significant and valued?”
The following new-hire checklist is intended as a guide to help employers achieve those ends. Feel free to adapt or modify in order to meet your particular business needs:
Prior to the first day:
- Obtain computer and arrange for permissions and software.
- Obtain telephone and arrange for set-up and voice-mail instructions.
- Obtain security access codes.
- Obtain cell phone or other equipment as needed.
- Gather basic office supplies and/or tools.
- Notify co-workers of new team member.
- Arrange for parking or garage cards, etc.
First day:
- Introduce new employee to team and tour facilities and grounds.
- Review orientation plans.
- Issue employee badge, door security card, keys to filing cabinets, desk.
- Review building access, safety and security procedures.
- Review emergency evacuation procedures.
- Take new employee to lunch.
- Review and provide instructions for completing necessary paperwork.
- Review benefits information and emphasize importance of returning within specified time period.
- Review policies and guidelines and ask employee to sign and return related acknowledgement forms.
- Provide telephone instructions such as using the voicemail system, placing local and long distance calls, any company standards.
- Provide computer instructions including login ID and password, security requirements.
- Discuss procedures such as work hours, lunches, breaks, workspace, dress code, pay day, time sheets, expense reports.
- Review training and scheduling details.
- Allow for end-of-working-day feedback or questions.
To complement the above, the following considerations come highly recommended by a large human resources outsourcing company based in Houston. These measures not only add a “nice touch,” they will also go a long way toward ensuring that new employees will become productive and engaged members of the team, sooner rather than later:
- Assign a buddy.
- Arrange for job shadowing of other employees.
- Review job description.
- Review employee handbook and ask employee to sign acknowledgement form.
- Be prepared to slow down or speed up the training process (a new hire’s previous experience or training are usually contributing factors to his or her rate of progress).
- Review new hire’s first job assignment, allowing for checkpoints and sufficient time for feedback and questions.
- Introduce new hire to employees within other areas of the organization.
The lasting impact of first impressions cannot be overstated. Nearly all employers invest significant time, treasure and resources to the recruiting and selection processes. A new hire’s first day on the job is not the time to take shortcuts.
New hires notice when employers invest valuable time, hands-on care and forethought into their first days of employment. And this is how lasting impressions are made. Again, employees are the face and voice for your brand, and they are the ones who ultimately influence brand recognition and loyalty.
When you say, “Welcome aboard,” make sure your new employees see that you mean business!
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The information contained in this document is for general, informational purposes only and is not intended to be legal advice. This information is not a substitute for the guidance of a professional and should not be relied upon in reference to any specific situation without first seeking the advice of a qualified HR professional and/or legal counsel regarding applicable federal, state or local laws. HRTools, Insperity and their respective employees make no warranties, express or implied, and make no judgments regarding the accuracy of this content and/or its applicability to a specific situation. A reference or link to another website is not an endorsement of that site or service.