Onboarding Employees

So, you have just hired a great new staff member and you want to help them succeed?

Setting up an effective onboarding experience for incoming staff before they arrive will give them the best chance possible, and will often benefit both your business and your employees.

Taking a little extra time preparing can pay dividends down the track, as new staff develop into valuable employees for you and your business.

Consider these ten points when designing your onboarding pack or experience:

1. Welcome letter or call: It is a great idea to provide a warm welcome to your new employee, let them know how happy you are that they have joined your team and give them a brief introduction to the company.

You might like to cover:

  • your company’s mission and values,
  • the new hire’s job description and responsibilities,
  • contact details of a supervisor or mentor the new starter can approach with questions.

2. Information about their first day: Give your new employee all the information they will need about their first day! It may seem like a no-brainer but many businesses overlook this step. Make sure your employee knows when their first shift will be, what time they should arrive (for instance should they arrive 15 minutes prior on their first day?), who they will report to and what employees can expect on their first day. Use this opportunity to reiterate uniform, equipment and appearance standards or anything else pertinent to an employee’s first shift.

3. Company Directory: If your business is large it may benefit new starters to understand who is who in your organisation. You might like to provide a company directory listing the names, email addresses, and phone numbers of key staff, or an organisational chart. Adding photos will help new staff remember the many people they will probably meet in their first few days, which are often a whirlwind of learning (and forgetting) names.

4. A roster: If you already have a roster planned for your new hire, consider including it in your starter pack. This will ensure your employee knows what to expect as soon as possible and you may be able to identify any potential issues before they arise. You don’t want to suddenly find out an employee can’t work a key date you need such as Christmas Eve or Boxing Day!

5. Written employment contract: While an employment contract can be verbal, it is important to record the exact terms and conditions of employment when you hire. Setting out the job requirements in writing makes it easier to manage employees, even if problems do arise.

Remember that written employment contracts must be up-to-date with current laws, ensure you check whether new requirements and entitlements apply to any new employees.
Learn more about current contract requirements here.

6. Your company workplace policies: It is important to make new starters aware of all your workplace policies upon starting and ensure they accept them. You may like to Include your workplace policies in your onboarding pack, along with a document for the new starter to sign to acknowledge they are aware of, and understand, your policies fully. Or, if you have the scope and technological know-how, consider moving this process online which can save you printing reams of policy documents.

7. Employee information forms: New employees need to supply you with their personal information such as their full name, date of birth, home address, home telephone number and emergency contacts. Information about any special health or personal requirements should also be requested to ensure your new employee is comfortable and safe in their new workplace. Finally, if your employees require either police or working with vulnerable people checks, you should complete these before allowing new employees to begin work. Keep these details as part of your confidential employee files.

8. Tax and payroll forms: All new starters need to complete a tax file declaration form so that you can pay them and withhold the appropriate amount of tax. Download the Tax file declaration form here.

It is also important you have the details required to pay employees, if this is to be electronic, ensure you have requested and obtained bank details before your first pay cycle.

9. Superannuation standard choice forms: You need to give your new hires the superannuation standard choice form, advising them of your default super fund or allowing them to advise you of their choice of fund. Download the form here.

10. Fair Work Information Statement: It is a legal requirement to give every new employee a copy of the Fair Work Information Statement when they start their new job. The Statement provides new employees with information about their conditions of employment. Download the Fair Work Information Statement here.

By considering and adapting these points to the size and operational style of your business, you should be able to design an effective process that gives your new staff the best chance of success, ensuring they are given every chance to develop into the valuable member of the team you have identified through the hiring process. Access your onboarding checklist here.

If you would like any support onboarding your new employee a My Pathway recruiter can help. Contact us today.

Email: jobactive@mypathway.com.au | phone: 1800 410 610