Welcoming a new employee: Ideas for announcing their arrival & onboarding.

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Talent scouts and HR professionals, have you ever considered the powerful impact that a well-orchestrated arrival announcement can have on the integration of a new employee?

Onboarding is a crucial stage in an employee’s professional life. A good first impression can set off a wave of positivity that will spread throughout your new employee’s time with the company.

Let’s take a look at some modern and original ideas for announcing the arrival of a new employee in your company. By focusing on successful onboarding, your company can not only facilitate the integration of the new employee, but also increase long-term talent retention and engagement.

Depending on your company or sector, some of these methods may seem far-fetched or “over the top”, as our Anglo-Saxon friends would say, but they have been put in place (although not all at once) in many companies, both large and small.

The positive impact of good onboarding on employee retention and engagement

Before diving into creative ideas for announcing the arrival of a new employee, it’s essential to understand why an effective onboarding process is so crucial for your company.

  1. Reduce turnover: A well-planned onboarding reduces the chances of a new employee leaving prematurely. By giving them a warm welcome and providing them with the tools they need to succeed, you strengthen their sense of belonging right from the start.
  2. Increased productivity:An employee who feels comfortable and supported in their new environment works more efficiently. Successful onboarding enables employees to quickly understand their role and responsibilities, accelerating their integration and productivity.
  3. Positive working climate: A successful induction process helps to create a welcoming and inclusive company culture. The other members of the team also feel valued when the company puts in place an attentive and caring onboarding system.
  4. Engagement and motivation: When employees feel supported and appreciated from the outset, they are more inclined to invest themselves fully in their work and deploy their full potential.
  5. Strengthened employer brand image: A successful onboarding process can be an opportunity to highlight the organisation’s corporate culture, values and vision. This strengthens your employer brand and attracts new talent.

Now that we’ve established the importance of onboarding, let’s explore some innovative ideas for announcing the arrival of a new employee and paving the way for a successful integration!

Create a foretaste of the arrival

Even before the new employee walks through the doors of your company, it’s time to generate enthusiasm within your teams and your online community if this new employee will have a public role. Create a preview of the arrival to arouse curiosity and excitement about this long-awaited new member of the team.

Utilisation des réseaux sociaux : teaser, stories et annonces créatives

Social networks are powerful tools for building anticipation around the arrival of a new employee. Here are a few ideas on how to turn up the heat if your new employee will have a direct role as an ambassador for your brand, in customer relations, sales or community management:

  • Mystery teaser: Post an enigmatic teaser on your social media accounts, highlighting clues about the identity of the new team member without revealing it completely. It could be a mysterious image, an intriguing phrase or a short video that piques your audience’s curiosity.
  • Interactive stories: Use Instagram, Facebook or LinkedIn stories to share fun anecdotes or interesting facts about the new employee. Encourage your audience to participate by asking questions, organising surveys or asking for predictions about the new employee’s role in the company.
  • Welcome videos: Invite team members to record short individual or group welcome videos. These videos can be posted on social networks to show just how excited the team is at the prospect of welcoming this new talent.

Involve existing employees in preparing the advert

Nothing reinforces the feeling of belonging more than involving current employees in welcoming new recruits. Here’s how to get your teams involved in preparing the advert:

  • Brainstorming session : Hold a brainstorming session with team members to discuss creative ad ideas. Encourage them to share their suggestions and experiences to make this announcement unique.
  • Personalised messages: Ask each team member to write a personalised welcome message for the new member of staff. These messages can be integrated into the company’s official communications, such as the announcement email or the welcome video.
  • Collective welcome gift: To mark the occasion, consider giving a collective welcome gift chosen by the team. This could be an object linked to the new employee’s interests or a symbol representing the company’s values.
  • Surprise welcome: Organise a little surprise party for the new employee’s first day. This will create a warm atmosphere right from the start and show just how much the team is looking forward to his arrival. It’s an excellent opportunity to have an afterwork with the whole team and provides a more relaxed setting for discussions with the new employee.

By involving your existing employees in the preparation of the advert, you strengthen the bonds between team members and create a welcoming environment where everyone feels valued and listened to.

The power of the welcome email to new employees

The welcome email is one of the first official communications a new employee will receive from your company. This is a valuable opportunity to create a memorable impression right from the start. Here are a few tips for writing your welcome email:

Personalisation and warmth

Start the email by personally addressing the new employee by their first name. Express your enthusiasm and delight at the prospect of welcoming him into the team. Show them that they are eagerly awaited and that their integration is important for the company.

Example:

Dear [Prénom du Nouveau Collaborateur]

We’re delighted to welcome you to the [Nom de l’entreprise] team! We’ve been looking forward to your arrival and are delighted to have you on board.

Highlight the new employee’s achievements

Briefly mention the achievements and skills that attracted your attention during the recruitment process. This reinforces the new employee’s confidence in their abilities and shows that you value the talents they bring to the company.

Example:

We were impressed by your career path, your skills in [Domaine de compétence] and your remarkable achievements at [Ancienne entreprise]. We are convinced that you will make a significant contribution to our team and our projects.

3. Make it interactive

Include links to useful resources or documents to help new employees familiarise themselves with the company before their first day. You can also add an invitation to join the company’s internal groups on social networks so that they can start interacting with their future colleagues.

Example:

To make the transition easier for you, we have prepared a document containing important information about our company, our culture and our team. Don’t hesitate to have a look at it before you arrive: [Link to PDF, Canva or other document]

You can also join our internal group on [solutions utilisées] to get to know your future colleagues and ask questions if you need to: [Link to LinkedIn and Slack groups, Discord…]

4. Use images and visuals to personalise your message

A visually appealing advert creates a positive first impression. Incorporate images or visuals of the team, the company logo and key moments in professional life to personalise the message.

For example: Insert a photo of the team smiling and getting together to welcome the new member of staff, or a photo gallery.

5. Invite questions

Encourage the new employee to ask questions or share concerns before their first day. Let them know that you are there to support them and help them through this new phase.

Example:

If you have any questions or special needs before you arrive, please let us know. We’re here to help and support you throughout the integration process.

The announcement email is a powerful way of showing just how much your company cares about its employees. It’s an excellent way of reducing their stress at the thought of their first day and will give them the keys to a successful integration from the outset.

To go even further, you can make (or have made) a welcome video that dynamically introduces your company, its projects, team members, and to create and edit that video you can use free video editing tools available online.

Organising a welcome day

There’s more to welcoming a new employee than just saying hello. Organising a special induction day is an exceptional way of immersing the new employee in the heart of the company’s culture and enabling them to forge links with their future colleagues.

1. Plan a day dedicated to welcoming new employees.

Ideally, plan the induction day for the new employee’s first day or just after their arrival. Make sure that the day is dedicated to their integration and that they have no commitments or urgent tasks to deal with, and that this does not conflict with a very important event for the other teams (an important deadline, the release of a new product, a trade show, etc…).

2. Induction programme: presentation of the company, teams, current projects

  • Company presentation: Start the day with a company presentation. Provide an overview of the company’s history, values, mission and vision. Show the new employee how his or her role fits into the organisation as a whole.
  • Meeting with the teams: Organise meetings with the various teams the new employee will be working with. Encourage informal exchanges to break the ice and foster social links.
  • Introduction to current projects: Present the current projects to which the new employee will contribute. Explain the impact of these projects on the company and the value that its work will bring.

3. Welcome lunch

Organise an induction lunch with the new employee’s team. Whether in a nearby restaurant or by bringing a convivial lunch to the company, this activity encourages informal interaction and strengthens social ties. As this is an important point, we’ll come back to it later in the article.

4. Visit to the premises

Take the new employee on a tour of the premises to familiarise them with their working environment. Show them the different areas (offices, meeting rooms, common areas) and introduce them to colleagues they may not have met during the official presentations.

5. Mentoring and follow-up

Assign a mentor or sponsor to the new employee to support them throughout their integration. The mentor can be an experienced colleague who will act as a guide and support in the new employee’s first days and weeks. Choose someone who is sociable and available, who has already been with the company for some time and knows its inner workings – we’ll come back to this point in the next section.

6. Time for informal exchanges

Set aside time during the day for informal discussions with the new employee. Encourage discussions on non-professional subjects to get to know them better outside their professional role.

7. Presentation of a welcome pack

Offer the new employee a welcome pack containing personalised company goodies, office supplies and perhaps even a little welcome note signed by the team (we’ll go into more detail on this below).

8. Evaluation of the day

At the end of the day, organise a short evaluation session to gather the new employee’s impressions and comments. Make sure they feel comfortable sharing their first impressions and asking any questions they may have.

Buddy system: a friend to guide (mentoring or sponsorship)

Joining a new company can be both exciting and intimidating for the new employee. Setting up a “Buddy System” with an experienced colleague can greatly facilitate integration and help the new employee to quickly feel at ease in their new environment. Ideally, this mentor should not have a direct hierarchical link with the new employee, so that communication is more relaxed.

1. Buddy selection

Carefully choose the experienced colleague who will be the new employee’s “buddy”. Ideally, you want an employee who is friendly, open-minded and has excellent social skills. The buddy or mentor must be someone who has a good knowledge of the company, its culture and its internal processes. It must not be the employee’s N+1 or N+2, so as not to blur the hierarchical lines.

2. A warm welcome

As soon as the new employee arrives, the “Buddy” should give him a warm welcome. They can welcome them to their office, invite them to lunch or organise a small informal meeting with other members of the team.

3. Presentation of the teams

The buddy plays a crucial role in introducing the new employee to key members of the team and other colleagues. They can organise informal, friendly meetings to help the new employee get to know the different people in the company.

4. Familiarisation with the company

The buddy should provide the new employee with essential information about the company, such as its values, mission, vision and history. They can also share practical tips on internal resources, work tools and procedures, or simply the best places to eat around the company !

5. Helping to understand internal processes

The new employee may feel overwhelmed by the company’s internal processes and policies. The buddy should be available to answer questions, explain procedures and help navigate the various departments.

6. Encourage exchanges and communication

The buddy should encourage the new employee to ask questions, express concerns and share ideas. Open communication allows new employees to feel listened to and supported during the integration process.

7. Social activities and team-building

To help the new employee feel part of the team, the buddy can invite them to take part in social activities and team-building events. This strengthens social ties and promotes harmonious integration. These can be genuine events organised on a regular basis, as is the case in many companies, or more informal get-togethers with a few colleagues over a coffee or a drink.

8. Regular follow-up

The buddy should maintain regular contact with the new employee, especially during the first few weeks. They can organise informal meetings to ensure that the new employee is settling in well and to resolve any problems that may arise.

The “Buddy System” is a collaborative approach that benefits both the new employee and the “Buddy” himself, as it strengthens communication skills, leadership and team spirit. This is a particularly effective way of helping a new employee to integrate quickly and smoothly into the company… and a good way of judging whether the famous buddy could one day be a good manager.

Personalised welcome pack

We talked about this above in the section on the welcome day, but here are some more details. A personalised welcome pack is a warm and thoughtful way of welcoming a new employee to the company. This welcome kit is a significant gesture that shows the company cares about the well-being of its employees from the moment they arrive. If you’re short of ideas, here’s what you need to get you started:

1. Choice of goodies and personalised supplies

Select useful and personalised goodies and supplies for your welcome pack. Make sure they reflect the company’s culture and are in line with the new employee’s interests. Here are a few ideas:

  • Company T-shirt or sweatshirt:A garment with the company logo reinforces the feeling of belonging to the company culture.
  • Personalised mug or flask: A mug or flask with the new employee’s name will add a personal and practical touch to the welcome pack.
  • Notepads and pens : Provide quality office supplies to facilitate the new employee’s work;
  • Personalised notebook: A notebook with the new employee’s name will enable them to take notes during meetings and training sessions.

2. A practical guide to business

Include a practical guide to the company in the welcome pack. This guide should contain important information on:

  • The company’s culture: The company’s values, mission, vision and objectives.
  • Policies and procedures: Internal rules, working hours, holidays, etc.
  • Internal resources : Key contacts, work tools, internal systems, etc.
  • Company benefits and programmes:Benefits, professional development programmes, social activities, etc.

3. A personal welcome

Add a personalised welcome note signed by the new employee’s management team and colleagues. It shows that the team is happy to welcome him and is ready to help him throughout his integration.

4. Practical information

Don’t forget to include practical information in the welcome pack, such as the company’s address and emergency contacts, as well as information on public transport and nearby amenities.

5. Bonus: Personalised gift

To add an extra touch, consider including a small gift personalised to the new employee’s interests. For example, if the new employee is a coffee lover, you could include a gift card for their favourite coffee.

6. Neat presentation

Pack the welcome pack in a personalised bag with the company logo. Careful presentation shows that the welcome pack has been prepared with care and the bag (usually a tote-bag) will undoubtedly be reused on other occasions by the new employee, who will carry the brand’s image with them.

Welcome lunch

Organising a welcome lunch is an effective and convivial way of encouraging informal exchanges and strengthening the social links between new employees and their team. This moment of relaxation allows new arrivals to get to know their closest colleagues in a more relaxed way, making it easier for them to integrate socially.

1. Choice of venue

Choose a convivial place for lunch, whether it’s a restaurant close to the company or a relaxation area on the company premises. Make sure the venue is large enough to accommodate everyone comfortably.

2. Invitation to the team

Invite all members of the new employee’s team to the welcome lunch. It’s a chance to meet colleagues and forge links. However, it is not worth inviting the whole company if there are a lot of you: it is better to restrict yourself to the employee’s direct team and those with whom they will be in most contact. There are other opportunities to meet everyone.

3. Relaxed atmosphere

Create a relaxed and friendly atmosphere over lunch. Encourage informal discussions by asking open-ended questions, such as hobbies, interests or significant work experience.

4. Integration of the new employee

Make sure the new employee feels included and welcome during lunch. Encourage colleagues to speak directly to them and involve them in conversations.

5. Sharing experiences

Encourage colleagues to share their own experiences of integrating into the company and to give advice to the new employee. This can help to alleviate any concerns and create a caring environment.

6. Presentation of roles and responsibilities

Take advantage of the welcome lunch to briefly present the roles and responsibilities of each member of the team. This gives the new employee a better understanding of each other’s contributions and enables them to see their role in the overall context.

7. Acknowledgements and opening

Conclude the lunch by thanking everyone for attending and getting involved. Stress the importance of the new employee’s integration and of team spirit within the company.

Focus on training new employees

A successful induction involves more than just an induction day; it also involves appropriate training to help the new employee familiarise themselves with their role, responsibilities and the skills required in their new position. Focusing on training makes it easier for new employees to adapt and sets them on the road to success right from the start. Here’s how to plan an effective training course:

1. Identify training needs

Before the new employee arrives, discuss their skills, knowledge and professional development needs. This will enable you to tailor the training to their specific needs.

2. Job and process training

Organise in-depth training on the new employee’s job responsibilities, internal processes and the tools used in the company. This will enable the new employee to feel confident in their new role and understand how they can contribute to the company’s success.

3. Encourage in-house workshops and training

In addition to job-specific training, encourage the new employee to take part in internal workshops and training courses. This can include seminars on technical skills or personal development sessions, depending on their interests and professional goals.

4. Mentoring and coaching

Consider providing the new employee with a mentor or coach who can help them acquire the necessary skills and navigate the company. Mentoring enables new employees to benefit from the experience of an experienced colleague and to receive personalised support throughout their integration.

5. Formation continue

Make sure that the training is not limited to the first few days or weeks. Plan ongoing training opportunities to enable new employees to develop their skills and keep up to date with new practices and technologies.

6. Assessing progress

Take regular stock of the new employee’s progress in terms of training and integration. Identify strengths and areas for improvement and propose corrective action if necessary.

7. Feedback and recognition

Encourage the new employee to give feedback on the training and induction process. Feedback is invaluable in improving the onboarding process for future employees. In addition, be sure to recognise and celebrate the new employee’s successes and achievements during the induction process.

By focusing on training, you show the new employee that you care about their professional development and are committed to helping them succeed in their new role. Appropriate, ongoing training speeds up the integration process, boosts the new employee’s confidence and sets them on the road to success within the company.

The virtual integration of a new employee

With the rise of remote working and distributed teams, it is becoming increasingly common to welcome new employees away from the company’s premises.

A well thought-out virtual induction is essential to ensure that new employees feel connected, supported and well prepared for their new role. Here’s how to organise a successful virtual integration:

1. Advance preparation

Before the new employee arrives, send them a welcome email with details of the virtual integration, the planned timetable and the communication tools they will be using to keep in touch with the team. Make sure you have set up all the accesses it will need in advance.

2. A warm virtual welcome

Organise a virtual welcome meeting so that the new employee can get to know the key members of the team. Encourage participants to turn on their webcams to create a more personal and warm connection. Nobody likes talking to black screens.

3. Use of appropriate communication tools

Make sure the new employee has all the communication tools they need to work effectively with their team. Tools such as Zoom, Microsoft Teams, Slack or Google Meet can be used for virtual meetings, calls and informal exchanges.

4. Interactive online training

Organise interactive online training sessions to familiarise the new employee with the company, its internal processes and work tools. You can also save these sessions so that the new employee can access them later if they need to review certain information.

5. Virtual mentoring

Offer virtual mentoring for new employees, where an experienced colleague can help them settle in, answer their questions and provide ongoing support. Mentoring sessions can be conducted via regular video calls.

6. Virtual integration activities

Organise virtual induction activities to foster social ties between new employees and their team. For example, you can organise online gaming sessions, virtual lunches or informal discussions outside working hours.

7. Regular feedback and follow-up

Be proactive in gathering feedback from new employees on their virtual integration. Make sure you keep in touch with them regularly to assess their level of comfort and satisfaction.

8. Access to online documentation

Provide new employees with easy access to documentation and online resources to help them in their day-to-day work. This includes manuals, procedures and any other relevant documents.

Welcoming a new employee means improving team spirit.

To sum up, the successful onboarding of a new employee is essential to ensure a smooth integration and rapid productivity within the company.

Welcoming a new member of staff with panache and care as soon as they arrive demonstrates the company’s commitment to the well-being of its employees. This creates a positive climate, reinforces the company culture and encourages talent retention and commitment.

Successfully integrating new staff has a positive knock-on effect, boosting the commitment, job satisfaction and productivity of the whole team. Investing time and resources in a well thought-out onboarding process is therefore a worthwhile investment for the company in the long term.

Let’s not forget that each new employee brings with them a wealth of unique experience and skills, and by welcoming them with care and providing them with the tools they need to succeed, we cultivate a working environment that is conducive to the professional and personal fulfilment of everyone.

So don’t wait any longer, be creative and thoughtful when announcing the arrival of your new employees, and make sure they feel welcome from day one !

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