Welcoming a new team member: How to get it right from day one
Adding someone new to your team is always exciting! It’s a chance to bring fresh ideas, new energy, and another set of hands to help your business grow. But let’s be real – if you don’t set the right tone from day one, that excitement can fizzle fast, or the new team member might not be equipped for success in the new role. So, how do you make sure your new team member feels like part of the family, while keeping the rest of your team ready for the change? Whilst also making sure they’re in the best position possible to excel in their new role?
Stationery essentials for your new team member
First things first – make sure they’ve got the tools to hit the ground running from day one. Nobody likes showing up to their first day of a new job, only to realise they don’t have a pen.
Here’s a checklist to get you started:
Notebook: Something they can use to jot down notes during training or HR induction sessions.
Pens, pencils, and highlighters: helpful for highlighting key bits of information, and makes it easier to refer back to.
Sticky notes and page flags: these are handy if they need to categorise information, or write down little reminders.
Folders or binders: Help them keep track of all the “first week” handouts and notes they’ve made.
Tech supplies: all the tools they need to do their job. And don’t forget logins and passwords! LastPass is a great tool for storing all the required passwords for company logins. It’s what we use at Paperstone HQ.
Induction/on-boarding plans
BuildEmpire stated that according to a Glassdoor survey, properly conducted on-boarding improves a company’s retention rate by 82%. Further to this, a huge 79% of employees say on-boarding programs help them integrate and understand company culture.
What helps with this process?
HR documentation: make sure both the company and the new starter fill out and sign all the necessary forms. This also includes their employment contract.
Job description: a clear job description will let the employee know what’s expected of them. It also allows the company to measure their progress.
Training/on-boarding plan: create a plan that outlines what you want them to learn and master. Include tests to see how they’re getting on, and goals/milestones you’d like them to achieve along the way. SMART goals are a great for development and to help them get the most out of their new role.
Celebrate and welcome your new team member!
You don’t need balloons and confetti (unless that’s your vibe). There are plenty of ways to make your new colleague feel genuinely welcome:
Set up their workspace: A clean, ready-to-go desk beats one piled high with someone else’s leftover junk.
Welcome email: Introduce them to the whole team with a quick blurb about who they are and what they’ll be doing.
Plan a team lunch or fun team activity: Getting to know co-workers over some food or while doing a fun activity is a great way to welcome someone to the team. A local pub quiz is an idea for a team activity that encourages communication and collaboration with other team members. It’s something that we’ve done recently with a new team member. The Guinea in Tunbridge Wells is by far our favourite spot for a pub quiz and is definitely the Paperstone local.
Welcome gift: A small token like a branded mug, water bottle, or even a little card with a voucher to a local coffee shop helps them instantly feel a part of the team.
The key here is to make them feel like they belong – not like they’re just another cog in the machine.
Immerse your new team member in company culture
Culture can be tricky to explain – it’s less about what you say and more about what you do. Here’s how to help them settle into yours:
Pair them with a buddy: Assign a team member to be their go-to for questions, whether it’s about processes or where to find the best lunch spots.
Share your values: If your company has a mission statement or core values, now’s the time to highlight them. Paperstone’s are: We Solve Problems, We Love to Learn, We Work Smart, We are One Team.
Introduce rituals: Whether it’s weekly stand-ups, monthly happy hours, or Taco Tuesdays, let them know what traditions to expect. We always make sure we have a fridge stocked in our office with our favourite drinks. Whether it’s beer, cider, a soft drink, or fruit juice, everyone enjoys a drink before home time on Fridays.
Lead by example: If your culture values collaboration, openness, or creativity, make sure they see those values in action.
It’s also a great idea to encourage your new team member to share their own perspective – sometimes fresh eyes can help improve the way things are done.
Get your team ready
A new starter doesn’t just affect the person joining – it’s an adjustment for everyone.
Here’s how to prep the rest of the team:
Communicate early: Let the team know who’s coming, what their role will be, and how they’ll fit into the bigger picture.
Encourage openness: Remind your team to be approachable and supportive during the on-boarding process.
Update processes: If you’ve got shared resources (like documents or software), make sure they’re up-to-date and easy to access.
Check in: After the first week or two, ask your team how things are going. They might have picked things up about the new team member that you may not have noticed.
By involving your team in the on-boarding process, you’re not just helping your new team member —you’re reinforcing the collaborative spirit of your workplace.
Final thoughts
Welcoming a new team member doesn’t have to be complicated. With a little planning and a lot of heart, you can turn their first days into a memorable experience that sets the tone for their future with your company.
Remember: this isn’t just about preparing them to succeed – it’s about showing them why your business is the right place for their professional and personal growth.
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