10 Best Ways to Welcome New Team Members to the Company

Remember your first day at a new job? The nervous anticipation, the uncertainty about where to sit, who to talk to, and what to do. A warm, organized welcome can transform that anxiety into excitement and set the stage for long-term success. Research from the Brandon Hall Group shows that organizations with a strong onboarding process improve new hire retention by 82% and productivity by over 70%. Yet many companies still treat the first day as an afterthought—leading to disengaged employees who never fully integrate into the team. This comprehensive guide covers 10 proven strategies for welcoming new team members, plus practical tips for both in-office and remote onboarding. ## Why First Impressions Matter The first few days at a new company shape an employee's perception of the organization for months—or even years—to come. During this critical period, new hires are forming opinions about: - **Company culture:** Is this a supportive, inclusive environment? - **Their decision:** Did they make the right choice accepting this job? - **Their manager:** Will they receive the support they need to succeed? - **Their colleagues:** Will they fit in and form meaningful connections? - **Their future:** Do they see themselves growing here? A study by Digitate found that employees who had a negative onboarding experience were twice as likely to look for other opportunities soon after starting. Conversely, employees who rate their onboarding experience as "exceptional" are 2.6 times more likely to be extremely satisfied with their workplace. The investment in a strong welcome pays dividends in engagement, productivity, and retention. --- ## 10 Best Ways to Welcome New Team Members ### 1. Inform Your Staff Before the First Day Nothing creates more awkward moments than colleagues being surprised by a new face. Before your new hire's first day, communicate with the existing team about: **What to share:** - The new person's name, role, and start date - Brief background and what they'll be working on - How their role connects to the team - Any logistics that affect current team members **How to share:** - Team meeting announcement - Slack/Teams channel update - Email introduction - Company newsletter if you have one **Tip:** Ask the new hire for a fun fact or brief bio they'd like shared. This gives the team natural conversation starters. --- ### 2. Prepare Their Workspace Completely There's nothing worse for a new employee than wandering around looking for where to sit or waiting hours for basic tools to work. Prepare everything before they arrive: **Physical workspace checklist:** - [ ] Clean, organized desk (remove any previous occupant's belongings) - [ ] Computer set up and logged in - [ ] Monitors, keyboard, mouse configured - [ ] Desk supplies (notebook, pens, etc.) - [ ] Nameplate or desk identifier - [ ] Comfortable chair properly adjusted **Digital setup checklist:** - [ ] Email account created and functioning - [ ] Chat/collaboration tools (Slack, Teams, etc.) - [ ] Calendar access and team calendars shared - [ ] Access to relevant project tools - [ ] Document and file access - [ ] Scheduling tool access ([SchedulingKit](https://schedulingkit.com) for booking meetings) **For remote employees:** - [ ] Equipment shipped in advance - [ ] IT setup call scheduled before first day - [ ] All credentials and login info documented - [ ] Welcome package delivered --- ### 3. Create a Thoughtful Welcome Kit A welcome kit shows new employees they're valued from day one. Beyond practical items, it demonstrates that you planned for their arrival and care about their experience. **Essential welcome kit items:** - Company swag (t-shirt, mug, water bottle) - High-quality notebook and pens - Company handbook or culture guide - Office map or building guide - List of local lunch spots (for in-office) - Business cards (if applicable) **Premium additions:** - Personalized welcome note from manager - Gift card for lunch or coffee - Branded headphones or tech accessories - Company-designed stickers - Snack box with treats **For remote employees:** - Ship the kit to arrive before or on day one - Include a virtual background for video calls - Add self-care items (candle, desk plant) - Consider local food delivery gift card **Personalization tips:** - Learn their coffee or snack preferences during interviews - Match swag sizes to their preferences - Include items related to their role or interests --- ### 4. Assign a First-Day Buddy New employees often feel uncomfortable asking managers basic questions. Assigning a peer "buddy" provides a safe, approachable resource for all the little questions that come up. **Buddy responsibilities:** - Greet the new hire on arrival - Give office tour and introductions - Eat lunch together on day one (and first week) - Explain unwritten cultural norms - Answer "dumb" questions without judgment - Check in regularly during first few weeks **Choosing the right buddy:** - Someone in a similar role or department - Strong cultural fit with positive attitude - Good communicator and patient - Not overwhelmed with their own workload - Genuinely interested in helping new people **Support your buddies:** - Acknowledge the time commitment - Provide a checklist of topics to cover - Include buddy responsibilities in performance expectations - Thank them for contributing to onboarding success --- ### 5. Schedule a Proper First-Day Start Time Having new employees arrive at 8:00 AM sharp often means they sit nervously while the team trickles in, unsure what to do. Strategic scheduling creates a better experience. **Best practices for start time:** - **Start mid-morning (10:00 AM):** This ensures someone is available to welcome them and settle them in - **Avoid Monday mornings:** Mondays are chaotic; Tuesday or Wednesday allows better attention - **Block manager's calendar:** Ensure the hiring manager is available for the first few hours - **Plan the first day in detail:** No guessing about what comes next **First-day schedule template:** | Time | Activity | |------|----------| | 10:00 | Arrival and welcome with manager | | 10:15 | Desk setup and tech orientation | | 10:45 | Office tour with buddy | | 11:30 | Team introduction meeting | | 12:00 | Team lunch | | 1:30 | HR paperwork and benefits overview | | 2:30 | Role and project overview with manager | | 3:30 | Meet key stakeholders | | 4:30 | Wrap-up and Q&A with manager | --- ### 6. Make the First Day About Connection, Not Work Resist the urge to assign work immediately. First-day productivity isn't the goal—making your new hire feel welcomed and oriented is. **Focus first-day time on:** - Building relationships with teammates - Understanding company culture - Learning systems and processes - Getting comfortable in the environment - Answering questions and reducing anxiety **Delay until later:** - Complex project assignments - Independent work without support - High-pressure deliverables - Overwhelming amounts of documentation **The 30-60-90 approach:** - **Days 1-30:** Learning and building relationships - **Days 31-60:** Contributing with support - **Days 61-90:** Working more independently --- ### 7. Give a Comprehensive Office Tour Even seemingly simple things—like where to get coffee or find the bathroom—create stress when unknown. A thorough tour reduces this friction. **Tour stops to include:** - Their workspace and immediate team area - Restrooms on their floor - Kitchen, break room, and coffee supplies - Meeting rooms and booking process - Reception and building entry/exit procedures - Nearby colleagues they'll interact with - Emergency exits and safety information - Parking and transportation info **For remote employees:** - Virtual tour of key digital "spaces" - Overview of communication norms (when to use Slack vs. email) - Calendar etiquette and meeting culture - Documentation and file organization - Where to go for different types of help --- ### 8. Plan Structured Introductions Meeting colleagues shouldn't be haphazard. Plan introductions strategically so new hires build the network they need. **Structured introduction methods:** **1. Team introduction meeting:** Every team member takes 2 minutes to share their role and one non-work fact. Casual and humanizing. **2. Key stakeholder schedule:** Pre-book 30-minute meetings with important internal contacts during the first week. **3. Skip-level introduction:** Schedule time with your manager's manager for visibility and context. **4. Cross-functional connections:** Introduce them to colleagues in other departments they'll work with. **5. Written introductions:** Send an email introducing the new hire to the broader organization with their bio and role. --- ### 9. Create a First-Week Experience Plan First-day welcome is just the start. Plan the entire first week to maintain momentum and integration. **First-week elements:** - **Daily check-ins with manager:** 15-30 minutes each day to answer questions - **Lunch with different colleagues:** Meet 5+ people in first week - **Department overview sessions:** Learn what each team does - **Training on key tools:** Structured learning, not just "figure it out" - **Reading time:** Allow time to absorb documentation and context - **First small project:** Low-stakes work to start contributing **Week one schedule template:** | Day | Focus | |-----|-------| | Day 1 | Orientation, setup, team introductions | | Day 2 | Tool training, key stakeholder meetings | | Day 3 | Department overviews, first project kickoff | | Day 4 | Deeper dive into role, shadowing sessions | | Day 5 | Week reflection with manager, plan for month | --- ### 10. Celebrate Milestones and Check In Regularly Onboarding doesn't end after the first week. Continue supporting new hires through their first year with celebrations and check-ins. **Key milestone celebrations:** - **One week:** Small acknowledgment, ask how it's going - **One month:** More formal check-in, gather feedback - **90 days:** Comprehensive review, discuss performance - **Six months:** Career development discussion - **One year:** Anniversary celebration with the team **How to celebrate the one-year anniversary:** - Team lunch or virtual celebration - Public acknowledgment in team meeting - Small gift or recognition - Reflection on growth and accomplishments - Discussion of year-two goals **Gathering feedback:** Ask new hires about their onboarding experience so you can improve: - What went well? - What was confusing or frustrating? - What would have helped? - What would you change? --- ## Remote Onboarding Best Practices With distributed teams increasingly common, remote onboarding requires special attention. **Pre-arrival preparation:** - Ship equipment and welcome kit with buffer time - Conduct tech setup call before day one - Share digital workspace orientation materials - Assign a virtual buddy **First-day virtual experience:** - Video call welcome from manager - Virtual office tour of tools and spaces - Team video introduction meeting - Screen-share walkthrough of key systems - Scheduled breaks (video call fatigue is real) **Building connection remotely:** - Daily video check-ins during first week - Virtual coffee chats with teammates - Video-on culture for relationship building - Informal Slack channels for non-work chat - Consider flying remote employees in for first week if possible --- ## Common Onboarding Mistakes to Avoid **1. Overwhelming with information:** Spread learning over time rather than dumping everything on day one. **2. No clear first-week plan:** Uncertainty creates anxiety. Provide a detailed schedule. **3. Manager unavailability:** If the hiring manager is absent or distracted on day one, reschedule the start date. **4. Neglecting remote employees:** Virtual onboarding requires more structure, not less. **5. Ignoring cultural integration:** Technical training isn't enough—help new hires understand "how things work here." **6. Stopping after week one:** Onboarding continues for months. Plan ongoing support and check-ins. --- ## Frequently Asked Questions ### How long should onboarding last? True onboarding extends well beyond the first week. Most experts recommend a structured program of at least 90 days, with ongoing support through the first year. The first week focuses on welcome and basics, month one on training and integration, months two and three on increasing independence and performance, and the remainder of year one on development and career path. ### What makes the difference between good and great onboarding? Good onboarding covers the basics: desk is ready, equipment works, people know you're coming. Great onboarding makes new hires feel genuinely welcomed, valued, and excited. This comes from personal touches (handwritten notes, remembered preferences), genuine relationship building (not just process), clear path to success (expectations and support), and feedback culture (asking what's working and adjusting). ### How do I onboard someone when I'm also new to managing? Start with the basics: ensure logistics are prepared, schedule regular check-ins, and be honest that you're learning too. Ask your own manager or HR for onboarding templates and support. The most important thing is showing that you care about your new hire's success—genuine investment matters more than perfect execution. ### What should be in an onboarding checklist? A comprehensive onboarding checklist includes: pre-start communication and preparation, day-one logistics and welcome activities, first-week training and introduction schedule, tool and system access requirements, key people to meet and relationships to build, learning resources and documentation to review, 30-60-90 day goals and expectations, and check-in and feedback touchpoints. ### How do I welcome new team members in remote/hybrid environments? Remote welcome requires extra intentionality. Ship welcome kits to their home, schedule video-on meetings for face time, assign a virtual buddy who checks in daily, create digital spaces for informal connection, and consider bringing remote employees on-site for their first week if budget allows. The key is compensating for the lack of organic office interactions with deliberate connection building. --- ## Key Takeaways - **Preparation matters:** Have everything ready before day one - **Connection over work:** Focus first days on relationships, not deliverables - **Support structures:** Buddies, check-ins, and clear plans reduce anxiety - **Personalization counts:** Thoughtful details show you care - **Ongoing process:** Onboarding continues for months, not days - **Gather feedback:** Ask new hires how to improve the experience A strong welcome sets the foundation for employee success. Invest in these first impressions and you'll see returns in engagement, retention, and team performance. --- ## Related Articles - [Tips to Manage Remote Teams Effectively](/blog/tips-to-manage-remote-teams) - [9 Reasons Why Teamwork Is Important at the Workplace](/blog/9-reasons-why-teamwork-is-important-at-the-workplace) - [How to Create a Better Work-Life Balance](/blog/how-to-create-a-better-work-life-balance) - [5 Signs of Overworking at Work & How to Prevent It](/blog/5-signs-of-overworking-at-work-how-to-prevent-it) - [9 Effects of Overtime on Health and Productivity](/blog/9-effects-of-overtime)