Plan, prepare, and communicate
Onboarding begins as soon as a candidate accepts the offer. Plan, prepare, and communicate frequently. Stay connected with your new team member. You’ve spent a lot of time finding the right candidate for the job, so keep in touch to ensure the person feels like they have made a great choice. Send a weekly email to check in, answer questions, and share relevant team or department news.
Note: If your hire is an internal IU employee, modification of these steps may apply.
Communicate:
- Coordinate with your HR representative about the progress for the pre-boarding steps (background check, I-9 section 1, eDoc approval, UID issuance). If you don’t know who your HR contact is, please reach out to AskHR.
- After the offer letter has been communicated, signed, and returned, send a department-specific welcome email to the new hire prior to the start date. Clearly communicate first-day logistics including start date and time, parking, where and how to enter the building, dress code, where and whom to report, what to bring, etc.
- Remind the employee about any documents they need to bring with them to finalize their hiring paperwork
Plan and prepare:
- Encourage the new hire to complete the required actions in the New Employee Activity Guide the week prior to their start date
- Plan for the logistics for your employee’s first day
- Initiate technology setup and determine the employee’s needs
- Define the physical workspace and stock it with office supplies
- Determine the first-day schedule to ensure an organized and welcoming experience
- E.g. arrival time, I-9 section 2, crimson card, tech log-in, lunch, meet and greets, building tour, introduction to onboarding buddy
As a leader, you only get one chance to make a first impression. Show your new employee that you are ready and excited for their arrival. Plan ahead.