What to do on Day One

Getting off on the right foot
Ever notice that the new kid on the block looks a little lost? Help new team members get started seamlessly by following these steps:

Assign a senior colleague to make introductions.
Choose a seasoned person—someone communicative, friendly, and familiar with the broader team. Aim to take a walkabout of 30 minutes or less: long enough to introduce your unit, but not so long as to involve hundreds of conversations. It’s important to help new staff become familiar with more than just the one or two people with whom they’ll be working directly.

Explain each person’s role and responsibilities.
Make sure new staff understand what their colleagues do—and when they should go to them. People on your ‘must-meet’ list should be: your Office Administrator, IT/Help Desk team, person certified in First Aid, and H.R./Personnel Coordinator.

Provide an organizational chart (if permitted).
This will help new staff see where each person fits into the organization. It’s also a great way of putting names to faces.

Give a tour of your facilities.
Make sure new staff know:

• where the kitchen is (coffee, water, fridge, microwave, etc.)
• what door to enter by (if more than one) and where to get messages or mail
• what passes are needed (if any)
• where washrooms are located
• where smoking is permitted
• where the closest or least expensive parking can be found
• where to buy lunch nearby, and where to find other services or stores

Assign a “lunch buddy” for the first day.
This need not include a fancy, sit-down lunch at a restaurant. Have a colleague invite your new arrival along to the kitchen or cafeteria, or into a private office to eat together. The new start may decline, but it’s important to make the offer.

Create a public welcome.
On the day before a new hire arrives, notify the team floor or branch via e-mail or note posted in a public space. The written message could include a brief bio or background, if appropriate. If you have a Receptionist, let him or her know where to put calls through.

To create an even warmer welcome...
Set a bowl of candy on the new start’s desk so others come in to grab one and say hello, or offer a welcome card from colleagues with a box of chocolates.

Basic Training Checklist
Some essentials to start with

Health & Safety
Review your Health & Safety policies or handbook. At a minimum, review and document the following:

• where the closest emergency exit is located
• what emergency exit routes exist
• what to do in case of an emergency evacuation
• who is responsible for Health and Safety
• whom to consult for First Aid

As well, it is important to clarify with new staff that they are entitled to work in a safe environment, and to decline work they consider to be unsafe.

Also, ask new team members about any serious allergies they may have, and inform them of any foods or other substances banned from the workplace to protect workers with life-threatening allergies

Use of Equipment
Be clear about your policy concerning personal use of e-mail, the Internet, photocopiers, and other office equipment. Your Policy Manual may include this information. If you do not have a formal manual, discuss what is and is not available for personal use. Be specific if your organization has concerns about inappropriate language in e-mails, jokes coming from your web address, or visits to certain types of web sites.

Culture
This item can be quite broad and may not require discussion, however, there may be quirks, rituals or codes of conduct that are expected or frowned upon in your group. Consider the following:

• Do team members walk the floor in the morning to say good morning or goodnight as a daily ritual?
• Are there routine meetings or inspections (Health & Safety or Quality Inspections) to be aware of?
• Are staff encouraged or discouraged from hanging diplomas/degrees on their office walls?
• Are perfume or personal scents restricted due to associated allergies or discomforts?
• Do staff members have personal radios or listening devices, or are such items unacceptable?

Hours

• Are lunch times scheduled at regular times or are they completely flexible?
• Are break times scheduled?
• Are working hours flexible?
• What is the overtime policy?

Dress Code
Your team may or may not have a formal dress code. Where there are clear guidelines, outline them to avoid confusion. Consider the list below and determine which items best qualify as “appropriate attire” in your workplace?

• shorts
• denim clothing or coveralls
• golf or sports wear
• leather clothing
• boots
• jacket
• hats
• sandals
• open toe shoes
• nylons
• ties (for men)
• sleeveless attire

Let’s get personnel matters started off right…
An H.R. representative (or Supervisor) should verify that a new start’s Personnel Record is complete. Confirm the following:

• that the offer letter (letter of employment) been appropriately signed and returned, including any covenants or other contractual requirements;
• that Payroll has the new hire’s full name, address, Social Insurance Number, date of birth, salary data, and void cheque (if being paid by direct deposit);
• that the new start knows who to go to in case of any serious issue, such as workplace harassment; and
• that the new start knows who to call when ill or when making leave arrangements.