Make the company’s first impression a lasting one.
You found the right person for the role, now it’s time to onboard them, but that’s straightforward and not a big deal. Right? Well, how the company onboards their new hires communicates a lot about the culture and company itself. Onboarding can fall anywhere on a spectrum from “Oh, we forgot you were starting today” to “Welcome! Here’s all your training, information about the company, and what your first 90 days looks like”. Somewhere in between is ideally the sweet spot for most companies; organized, informative, and welcoming without being overwhelming.
A great onboarding experience starts before a new hire’s first day. Having a thoughtful onboarding plan reassures employees that they made the right decision in joining your company. It helps create a positive first impression, accelerates productivity, and sets the stage for long-term success. Along with an on-boarding checklist, most successful programs also establish clear ownership for tasks to allow for consistent welcoming and integrating of new team members. Below are some key areas to keep in mind when preparing for a new employee’s arrival.
What could your onboarding include?
Necessary paperwork
- Before their first day the new hire should have fully executed their employment agreement: signature, witness signature, date and returned to the company.
- If you require any background or reference checks, education verification etc. those should be completed prior to starting as well.
- Collect before or on their first day, their payroll information, SIN and any other information for HR (ie emergency contacts).
Location and equipment
- Confirm where this person will be working on an on-going basis or for their training. Ensure the space is clean and stocked with necessary accessories, pen, notebook etc.
- Submit requests for equipment (laptop/software/systems access) as soon as possible as setup can take time.
- If the company operates remotely, this may need to be mailed to the employee.
Map out their first week
- Put together an approximate schedule of what their first week looks like. Does every hour need something booked into it? No. The new hire will need some time to process everything they’re learning, so give them a bit of breathing space between meetings and training.
- For the schedule, who is it important they meet with? Their manager, their team, direct reports and whoever else has a dotted line to this role. Does their team or their role work closely with other departments? Make sure they are meeting with the right people that are going to help facilitate their role. This can be spread out, it does not have to all be in one day.
Regulated training requirement
- Below is a list of training that is standard for most companies regardless of industry. Having this completed within their first week is best practice as it’s easy to lose track of.
- Health & Safety: Worker & Supervisor Health & Safety Training
- AODA
- Workplace Harassment & Violence Training
Policy review
- Allocate time for reviewing company policies which can include a sign off that they read and understood them. If you do not have policies, there are some every company should consider having in place and depending on size, may be mandatory.
Welcome email
- Having an email in their inbox for their first day outlining their schedule, training, where to find policies and who they can expect to meet with is a great way to summarize all the pieces the company has been putting together.
- Another communication that can go out the day they start is a an introduction email company or department wide welcoming them to the team, a bit about who they are, their role and where they will be working. This provides staff a direct line to the new hire and opportunity to welcome them or find them in person.
Connect before their first day
- Schedule a brief call with the new hire 1-3 days before they start. Use this time to review practical details such as dress code, work hours, parking, and who they should ask for upon arrival. Let them know whether they should bring a lunch, and where they can store their food, or if lunch will be provided. These small details can help ease first-day nerves and set the employee up for success. The call typically takes less than 15 minutes but can make a significant difference in their onboarding experience.
A well-planned onboarding experience is one of the simplest yet impactful investments a company can make. The goal isn’t perfection—it’s helping new hires feel confident that they belong, understand what success looks like, and have the tools they need to thrive from day one and beyond. This is the new employee’s first real experience with the company culture. An organized process sends a clear message: We’re excited you’re here, and we’re invested in your success!
To help you get started, we’ve created a New Employee Onboarding Checklist that covers the key steps discussed in this article. Click here to download the checklist and use it as a guide for your next hire.
________________________________________________________________
In today’s evolving workplace, having a trusted HR partner can make all the difference and that’s where SB HR Management comes in. By combining strategic insight with practical, people-focused solutions, SB HR Management helps organizations navigate complex workforce challenges with confidence.
Let’s work together to support your people and strengthen your business.
Reach out to Dana Ott, Director of HR Consulting, to get started.
