Onboarding New Employees the Right Way
For so many years I pushed back and avoided hiring that first employee. It felt like such a responsibility! For me, it wasn’t that I was nervous about managing another person – I’d led amazing teams in my corporate life. No, it was that fear of now having a financial commitment to not only supporting our family, but now someone else’s. What if we lost a client? What if there isn’t enough work? What if…Bah. They were all fear driven excuses.
Once I finally did make the plunge, I was so grateful I did. My first hire is still with me today – she’s a rock star. I’d love to say that every hire I made was just as successful, but alas that’s not the case. I’ve had some hits and some misses, and the one thing I learned in all those experiences is the importance of starting out on the right foot.
Onboarding is the corporate term we use to encompass all the things that need to happen when we bring a new employee into our business. Recruitment (FINDING the perfect person) is just step one. Next, we need to help them understand all about our business, how we do things, and what we expect of them.
After a world of corporate onboarding, and then half a dozen or so new employees in my own business, I’ve got some advice for how to NAIL this onboarding thing.
1. Preparing Ahead of Time
Yep, the work starts even before they do. Here’s a few things to consider:
Paperwork and Essentials: I know you love this part ;) Have all necessary paperwork, like tax forms and employment contracts, ready in advance. It eliminates any unnecessary stress.
Accounts and Access: I don’t know about you but my business RELIES on technology (check out THIS POST for my tech stack!). Much of the pre-work that I do is to get email and all the other tech access set up.
Workspace Setup: Now for me this isn’t relevant, cause we all work remotely, but if you have a space where your team works, this is for you. Ensure their workspace is ready with the essentials they need for their role. That could be a desk, computer, and any other required tools.
Bottom line - A warm, welcoming, and organized workspace (virtual or IRL) speaks to your company culture.
2. Introduce Your Company Culture
Speaking of your company culture…Your business has a unique culture that drew your new employee in. Share it with them right from day one!
For many of us, our company culture is basically a reflection of our (as the business owner) personalities and values. As “growing-solopreneurs” it’s inevitable that we’ve poured ourselves into our businesses and we want to ensure that our customers and clients still feel that same vibe with our new team members.
A welcome package is a great way to share what your company is all about. It could include your company's mission, values, and a brief history. People love gifts - give your employee some of your products! Let them know they're now a part of something special.
And, if you already have a team, arrange introductions with them. This helps break the ice and fosters a sense of belonging. Plus, it's just plain friendly!
3. Training and Guidance
Your new employee wants to add value, but they need guidance.
Develop a training plan that covers their role, responsibilities, and any required skills. I like to lay out a 4 week plan that drips in new tasks/duties overtime so it’s not so overwhelming all at once. Make sure they understand their role in the bigger picture – this can help your new team member see their place and importance in your business.
I am a TRUE believer in having SOP’s (standard operating procedures) in place before you bring on new team members. These are documents with step-by-step instructions on how to do their tasks. Your newbies can’t read your mind and shouldn’t feel lost or discouraged because they don’t know what you want from them. These instructions aren’t set in stone and can change as systems improve but having them from the beginning is important.
Lastly, if it fits with your business, assign a buddy or mentor to help them acclimate. It's like having a friendly guide in a new city. Make it clear that they have someone they can go to directly with any questions - and if that person is you, make sure you’re not so busy that you can’t be approached.
4. Clear Communication
Don't leave them in the dark. Communication is key. Set clear expectations for performance, timelines, and goals. Transparency goes a long way. This ties back directly to the training plan; give direction in terms of how you want tasks to be done. Be clear and concise.
You can also schedule regular check-in meetings to provide feedback and answer any questions. It's a chance to ensure they're on the right track. Ask them how they are doing and if there are things they need to be better supported in their position. You can also be proactive and offer support if you have noticed anything you think they might find helpful.
5. Encourage Feedback
Your new employee is fresh eyes on your business. Encourage them to share their thoughts and ideas on how things run, and the way things are done.
Let them know you have an open-door policy. If they have questions, concerns, or ideas, you're there to listen. As a business owner - we can sometimes fall into wearing rose colored glasses when it comes to how our business is running. When an employee is making suggestions that would change the way “we’ve always done it”, it can be easy to dismiss because we are so attached to our way. But the insights new staff members have can be a DIAMOND in the rough. Use their fresh perspective to your advantage.
The onboarding process of new staff isn't just about paperwork and rules; it's about making your new employee feel like they made the right decision choosing to work for your business. The best way to keep the excitement and momentum up is by starting off well organized and welcoming. New employees have a lot to learn but also have a lot of value to bestow. So, make that first day memorable and positive, and you'll set the strong foundation for a dedicated, rock star team member.