What to do when an existing employee joins your team
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Congratulations on your new employee who has transferred to your team! Though they aren’t new to the company, they are new to working on your team. Here’s how to onboard them and set them up for success
Before their first day with your team
Make sure that you know these important details about your new direct report
- Current team, mentor(s), and mentee(s)
- Start date with your team
- Pronouns
- Previous managers/teams
- Out of office time (scheduled/remaining)
- Professional development plans
- Schedule notes (leaves by 5:30pm for night classes, works from home on Fridays, etc.)
- Communication preferences
Have a handoff meeting with your new direct report and their former manager
If their previous manager is still at the company, meet with them to discuss supporting your new team member. The goals of this handoff meeting are to learn about your new direct report and their previous manager’s style, as well as reduce the natural disruptions that happen when a person gets a new manager.
You can discuss things like:
- Most recent review cycle feedback
- More recent feedback, projects, and other info since the last review cycle
- Direct Report’s goals, growth areas, things for New Manager to know
Plan a welcome lunch
Whether it’s virtual or in-person, having a welcome lunch for your new team member is a great way to introduce them to the broader team.
Send a personal note a few days before they start
Email your new hire to let them know you’re looking forward to having them join the team! HR will be sending an email with details on what to expect in their first week on a new team, so your email can be focused on excitement that they are joining you.
During their first week
Set up recurring 1-1 meetings
Make sure you have your first 1-1 with them during their first week. Ask the existing team member to transfer any relevant content to the new 1-1 document.
In the meeting, review these items for your new direct report:
- More recent feedback, projects, and other info since the last review cycle
- Professional goals and growth areas
- Current projects on the team
Then, help them plan their first three weeks. What is a quick win they can accomplish?
Check in at the end of the week
Make sure you catch them at the end of their first week for a check-in. Ask them about their week one experience, if they are clear on expectations for week two, and any other questions or concerns. Also, please ensure that your reporting structure is updated in our HRIS. Confirm that you can see your direct reports. If you cannot please contact HR.
