Practical guide for welcoming new staff members

14 of February, 2025

The arrival of new faces in a company is always good news. It means the company is growing and incorporating talent. However, it also brings significant challenges. One of the most noticeable challenges is easing the integration of new employees into workteams that have been functioning for a while.

If we can successfully combine the new elements, the integration process will be a success. However, if we fail to do so, we will face a problem. This is where it becomes necessary to have a welcome guide for new staff as part of the onboarding process.

What is the new employee welcome guide

When we talk about an employee welcome manual, we’re discussing a document created by the organization to facilitate and expedite the adaptation process. Each person may adapt at their own pace, but having such a document helps shorten the learning curve. The goal is that on the first day of work, the new hire knows what to expect in their new job. Fortunately, more and more companies are recognizing the importance of having this kind of aid for their new employees.

Among other things, the employee is informed of the bureaucratic proceedings and values of the company. In a way, they are explained how the day-to-day operations take place in the company and in their particular role. As you may know, onboarding is not something we can leave for last. The sooner it starts, the sooner the adaptation process will be completed. That’s why the new staff welcome guide is usually delivered a few days before the first day of work. By doing this, the employee feels more engaged, reinforcing their sense of belonging.

Welcome guide for new employees: the contents

This document is part of the company’s onboarding plan, so each organization structures it according to their needs. However, there are a number of elements that must not be missing from the employee welcome manual. We’re talking about the key contents to make the integration of new hires truly effective, without wasting time. It’s important to start with a table of contents to allow the new employee to quickly find the information they are interested in.

Welcome message

The new employee welcome guide should start with a greeting from the company’s CEO or manager to the new employee. The welcome message from the head of the workteam where the new hire will carry out their duties can also be included. It should be brief, no longer than one page (or slide, when done in person). A standard greeting will not suffice; it should inspire and motivate the new hires to do their best for the company.

Company overview and history

If an employee agrees to work for our company, in 99% of the cases they will know what the company does. However, it is still interesting to include a company presentation. And what better way to start than with the beginning: a historical overview with information about the company’s origins, trajectory, and milestones. It can be accompanied by a dossier with the current name, corporate image, the portfolio of products or services, locations, departments, target audiences, suppliers, and any other information that may be of interest.

Corporate values

The history of the company cannot be understood without its corporate values. Here we have two options, both equally valid. On one hand, we can define the company’s values. On the other hand, there’s the possibility that the company wants to reorient itself. Often times, we decide to renew the workforce in search of values that our current team cannot reach. In this case, it is necessary to present the values that the organization wants to achieve so that the new employees are aware of the goal.

Company culture and policies

This is a key chapter in the new employee welcome guide, as it includes the bulk of the information. Here are some of the highlights:

Dress code: What are the expectations regarding attire at work? Formal or casual? Are shorts allowed in the summer? Is there a requirement for safety gear such as boots, helmets, reflective vests, gloves, etc.?
Schedules, breaks, and rest periods: This is a topic that is likely discussed in the job interview, but it never hurts to be reiterated. We should not overlook aspects like the system for keeping track of work hours, clocking in, and overtime.
Leaves, sick days, and vacations: Every company has its own policies and protocols for vacations, sick days, or even requesting specific work shifts. It should be explained how to request vacation days, in which cases absences are accepted, how to justify them, etc.

Information about the job role

Last but not least, it’s important to cover issues related to the position the employee will be occupying. Aspects such as IT tools (accessibility and usage) are crucial, especially when it comes to digital onboarding. It’s also important to discuss workplace hazard prevention and employee training opportunities at the company. This way, through the new employee welcome guide, we establish the different internal communication channels the employee will have access to.

Having human resources software like Sesame HR facilitates the preparation of the new employee welcome guide. A program of this kind is your best ally in the onboarding process, and through tools such as onboarding checklists we ensure that no aspect is overlooked. Remember the importance of personalizing each guide for each new hire. It’s the best way to ensure that employees are engaged from minute one.

Customer-oriented, both internally and externally, specializing in the definition and implementation of HR policies, as well as talent management, recruitment, and retention. Strong leadership, communication, negotiation, organization, and team coordination skills. Over 12 years of experience in Human Resources.

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iriserrador

HR Content Specialist