Everything You Should Do Before Employee Onboarding

You’ve finally found them — The One.

After weeks of sifting through resumes, conducting screener calls, and sitting in on countless interviews, you’ve finally found the perfect candidate.

Best of all? They’ve accepted your offer.

(Here’s where you break out your best celebratory dance moves.)

Your mind might be jumping ahead to plan their starting day — and while that’s important, onboarding actually starts as soon as they accept your offer.

That means you have some steps to take before The One kicks off on Day One.

I’m breaking down everything you’ll need to do to make sure your employee onboarding goes smoothly.

What should I be doing to prepare for employee onboarding?

  1. Greet them with a welcome email

Start off on the right foot with a welcome email, something that will make your new hire feel just how excited you are to have them! You might even want to ask a few questions to get to know them a little bit better.

For example, here at Payfactors we like to gather some information on our new hires — a couple of fun facts about them, their preferred pronouns, and a photo. (We send that out in a company-wide email, which I’ll get to in a second.)

2. Run a background check

If your company conducts background checks, it’s best to run one before your new hire begins. (In fact, you’ll want to include in their offer email that their employment status is pending until the results of the check come back.)

Once you get the results, a few things could happen.

The results could come back “clean,” in which case you should let your new hire know that it’s full steam ahead!

Or something potentially problematic could arise. Handling this outcome will vary from company to company, but it’s typical to let the candidate know that their start date will be pushed back as HR determines the best course of action.

3. Send an employee onboarding package

There’s undoubtedly tons of paperwork your new hire needs to go through. One way to avoid overloading them on the first day is by sending some of those documents ahead of time.

Send an email with important paperwork or — if you have an employee handbook or culture book you’re proud of — maybe send those in the mail.

It’s also a fun touch to send along some company swag in an onboarding package.

4. Set up their desk

Once you’ve got the supplies, decide where your newest team member will sit and set up their area.

Obviously, you’ll leave the personal touches to them, but there’s no better feeling than arriving at your new desk to find a company calendar, branded swag, maybe even a welcome card from the team.

5. Prepare their tech

In the likely case that you’ll be providing a company computer, prepare your new team member’s tech for them. Get their laptop preference, have their telephone line set up, and make sure they get a scheduled time with IT to set up their new computer.

Save yourself some time and stress by preparing a list of platforms they’ll need to join. Do they need to make a WordPress account, for instance?

When they arrive, it could be helpful to talk them through each platform they’ll be using regularly and make sure they get signed on.

6. Gather some “first-day” materials

Do you plan on leaving some candy on your new hire’s desk? Maybe stocking their drawers with office supplies?

Start by gathering everything you think you’ll need to start their employment with a bang!

7. Make their schedule

The first few days (or really weeks) of any job is going to be hectic for any new hire. Help out your newest team member by getting together a schedule for them!

Besides company-mandated training, there are likely other employee onboarding sessions new hires could benefit from. Take it upon yourself to schedule a variety of training and introductory meetings, so they have a well-balanced onboarding experience.

Oh, and don’t forget to include one-on-one check in’s and some fun outings (like team lunches), too!

8. Wrap up with an informational email

In the days leading up to a new hire’s start date, you’ll want to make sure you send one last informational email.

This should include things like what to bring on the first day, how to dress, where to check in, and other housekeeping items they’ll need to know.

The other thing you should make clear? How thrilled you are to have them aboard!

Your goal should be to get them as excited to work for your company as you are to have them on the team.

9. Let current employees know

Now we’re getting to that announcement email!

Alert the rest of the company however best fits your culture, but a company-wide email is a thoughtful (and easy) way to let everyone know who this new face is and what they’ll be doing.

If you gathered some fun facts about your new hire, include them here with a picture to help employees get to know them a bit!