This is the best way to introduce new employees and make it easier for them to get started

Each of us has certainly been in this situation more than once in our lives: the first day in a new job. Tension, excitement and certainly a touch of unease dominate the first few hours at the new job. Will I get on? Will I find everything? What are my colleagues like? As an employer, you naturally want to offer your new employees the best possible start and are probably wondering what you can do to minimize this tension - or, in the best case, even eliminate it completely.

Here are some tricks and tips from Selma - Teamlead HR at Snocks - which, if followed, will make your new colleagues' first days a great experience. You'll find out where and how to introduce new employees and which HR tools can help you.

Table of contents

1. Who should new employees be introduced to?
2. What is important when introducing new employees?
3. A template for introducing new employees
4. Are there tools that support the introduction of new employees?
5. The most important points in a quick check

Who should new employees be introduced to?

In general, it can be said that every team member should be informed about new additions to the team. Of course, the way in which this is done always varies.

It adds a very appreciative touch when the new team members are introduced to the management / CEO(s) or founders and, in the best case, they also have time for a brief welcome and a short exchange.

You should also think about which interfaces the new colleagues will have before the start - which colleagues outside the core team will work together here? If you go the extra mile here and introduce these people separately, you will score points and make the start of the "newcomers" much easier.

What is important when introducing new employees?

The introduction of new employees begins before their actual first day. The entire team should be informed about the new additions to the team and when the "newcomers" will be starting. A photo and their name and place of residence usually help with this, especially if some of the employees are working remotely. Do you remember a personal anecdote from the job interview? Share it with us! Be it in person or virtually in a joint meeting that is held weekly or in writing in the Slack channel - there is no right or wrong in the "how" as long as it is done. Ask your new colleagues for a photo and a fact or two so that you can make the introduction a little more personal and give them a better feeling.

A template for introducing new employees

A possible introduction message or email could look like this:

"Dear team,

The time will soon be here:

(name) will be joining us from (date) as (position) in (department). (Name) previously worked for (old employer) and has a lot of experience in (area of expertise).

The team lead will be (name of manager). Currently (name) lives in (place of residence) and (if personal anecdote or hobby desired). We are very much looking forward to (name)!

If you have any questions, please contact HR directly.

Thank you and best wishes

(Recruiter / future manager / responsible HR manager)"

The direct team should also have seen each other before the first day at least via video call, ideally in person of course - this creates closeness and a kind of "bond" so that the new recruit feels immediately at ease. Having a permanent contact person from HR can't hurt either; they should get in touch before the start and share some helpful tips for the first day. These include, for example:

• What is the best way to get to the office? What is the parking situation like?
• When am I expected to arrive?
• Do I need to bring anything with me?
• Is there a dress code?
• What is done during the lunch break?
  • Do you go out to eat or should you bring something to eat?

The first day

You should take enough time for the new employees on their first day and also allow time for them to introduce themselves to the team. Give them a few ideas right away. Ideally, the workplace should be prepared and a little something should be waiting for the new talent. We all know that first impressions count. A bouquet of flowers is not a must, even a handwritten card shows: "We look forward to seeing you, it's great that you're here."

Another thing that should not be missing on the first day is simple: an office tour.

This is best done by a selected person, known to us as a "buddy", with the new colleagues:

• Where is the coffee machine?
• Where are the toilets?
• Which team sits where?
• What restaurants and cafés are there in the area?

This buddy can provide valuable insights into the workplace culture over coffee and socializing: from "typical" office habits to lunch time, all information that does not come directly from HR or management is welcome here.

Another idea that also has a good employer branding effect and is often used by companies is to introduce new employees to the company's social media channels. Whether on LinkedIn or Instagram - a photo of HR and/or management together with the new colleagues creates a great feeling of appreciation. Photos can be taken directly on the first day. However, if the new colleagues don't like this or are camera-shy, this step should of course be omitted.

Checklists for introducing new employees can help you. In general, all the important steps involved in introducing new employees should be ticked off in a checklist so that no unpleasant situations arise. This can be expanded or minimized as required. Go through it together - who does what? What part does HR contribute, what part does the department in which the new colleague will be working contribute?

Are there tools that support the introduction of new employees?

Yes, there are various HR tools that can support you, e.g. with regard to the checklists mentioned above. Many HR tools already have such checklists integrated. These include the Personio or Kenjo tools, for example. On the software evaluation platform OMR Reviews, you can find real user reviews and experiences for both tools. There is also a large overview of other HR tools.

Social intranet software is another way to introduce new colleagues. You can find the seven best intranet tools in our article.

A quick check of the most important points

Here is a summary of the most important points you should consider when introducing new employees:

Before the first day:

• Inform the manager about the start date
• Formulate and send an introductory message
• Appoint a buddy
• Plan onboarding
  
  • Create e-mail addresses and accounts
  • Invitations to appointments
• Plan lunch together for the first day and reserve a restaurant
• Get a welcome gift
• Prepare desk
• Get and prepare necessary equipment (laptop, etc.)

First day

• Pick up employee at reception / welcome
• Office tour
• Set up new equipment
• Introductory round in the weekly meeting / onboarding round
• Show organizational chart
• Take photos
• Lunch together
• Coffee / socializing with BuddyWe tell you what you should consider when introducing new employees and provide you with a template