Reaching out to your new employee to answer their questions ahead of time shows that you remember what it is like to be a new employee, will remind them of how excited they are to join your team, and will be a valuable investment of your time and energy.
This information could be shared in an email, but a phone call is best. Here are some tips for this call:
- Don't rush through this conversation. Allot 15 to 20 minutes, but be flexible. If your new employee is distracted or unavailable, ask them when the best time is to reschedule.
- Start by welcoming them to the team again. Before your employee starts asking a lot of questions, let them know that you have a list of things to share with them, so invite them to grab a piece of paper and pen. Below, you'll find a list of some topics to consider including in this conversation.
- Office phone number and Admin professional’s name
- Your preferred communication practice (call, text, email, or combination of communication)
- What to do (ex: phone number to call) if they have an emergency or are running late
- Exact location of where to park on their first day/and after their first day. (For more info, email parking@uncw.edu.)
- What time to arrive and where to report
- What to bring with them on their first day
- Driver's license if applicable
- Lunch/snacks
- What to wear and the dress code for job
- Office layout information: Tell new employee if they will have an office by themselves, be in a cubicle, or will work from a common workroom
- What they need to know about job/team, such as
- Name of person or persons who will help train them
- Number of team members
- Office Etiquette (including cell phone usage)
- Schedule overview of first day/week
- Shift hours and expectations for arriving late or early and leaving late or early
- Include how much time for lunch, where they can eat lunch, if they have access to refrigerator and microwave, and lunch options on campus
- Information about taking breaks during the workday
- What to do if they have a family emergency or become ill during the day and need to leave campus
- Let them know that they will receive instructions for their Direct Deposit, One Card, and Parking Pass from the Onboarding Center and in the First Five Days Checklist.
- Ask if they have any other questions. If they ask something that you don’t know the answer to, tell them that you will get back to them…and then get back to them with the answer or an update soon. You may need to refer them to someone else or let them know that you are waiting for the answer, but that’s okay. Replying quickly will be a great example of how you operate and set some communication expectations in return.
- Follow up on this conversation with a simple Thank You & I enjoyed talking to you email. Better yet, send a detailed email that repeats the same questions and answers you just shared so you have a record of the instructions you gave them.
As John C. Maxwell said, “Leaders must be close enough to relate to others, but far enough ahead to motivate them.” This guide is intended to help you get ahead with your departmental onboarding and motivate your new employee before they even start working for you. Please don’t hesitate to reach out to the Onboarding Center if you have any questions or need additional support. We are here to help!
