Starting a new job can be a stressful and overwhelming process for employees, but you can ease the transition with a welcome package. This document contains everything new hires need to know during their first few weeks, from parking details to insurance details. By putting all key information in one spot, you can create a handy reference point and ensure accurate information.
The employee handbook is a key part of the welcome package, as it contains information about all policies and practices that impact workers. Consider attaching a sheet that calls attention to the most important passages. You might also add a note about practices that are considerably different from other companies in your industry — a free laundry service, for example, or a specific dress code for work-related events. By calling out individual sections and adding notes, you can increase visibility and bring a more personal touch to a dry document.
New hires face a variety of administrative tasks when they start a job, from completing tax forms to securing a building ID. Help your staff stay on schedule by including a listing of key dates in your welcome package. Place this sheet somewhere near the front of the package to ensure that employees see it, and consider adding a check box to each item for easier task tracking. Since non-HR employees are unlikely to have this information memorized, this simple sheet can save new workers a great deal of time and confusion.
Logistics are a small part of a new job, but they can cause a great deal of stress. Use your welcome package to ease this burden and create a smoother onboarding process. Provide a map that shows workers where to park, being sure to note whether or not spots are assigned. Include building access codes if necessary, or explain how to get past security on the first day. If your building is large and confusing, consider attaching a map that shows the break room, bathroom, printing station, warehouse or other key spots. Note the locations of different departments, mention common office hours for reception and HR, and provide any other details that a new employee needs to know in the first week.
Modern businesses often employ a great deal of technology to support everyday operations. In the welcome package, provide all of the details workers need to get started. Provide usernames and passwords for the worker's computer, and explain how to get set up on the network. List the URL and new email address for the company's email system, and provide information about your office's preferred desktop client. Other things to include are the Wi-Fi password, codes for copiers, printer designations and backup procedures. Don't forget about data security requirements — if you ask workers to change passwords every three months, or if you require the use of a VPN when accessing company files over non-office Wi-Fi, include these details.
Done correctly, a welcome package is an invaluable resource for a new employee. By personalizing the document and including the most important information, you can reduce confusion and make workers feel capable from the start.
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