Onboarding a New Teammate: An Unofficial Guide

Intro:

Starting a new job can be both exciting and nerve-wracking. As existing team members, we often underestimate the impact our actions (or inactions) can have on a new colleague's initial experience.

While managers and onboarding buddies play a crucial role in this process, it doesn't mean we are mere spectators. Every team member has the power to shape the onboarding experience in subtle yet meaningful ways.

I’ll be sharing here some stuff that I do if I am not the onboarding buddy of a newcomer.

Even if they are not from my own team. If I had slightly interacted with them, I’d make sure to drop them a message like this:

But why??

Because we can! Helping someone who is just joining a new environment is one of the noble things to do. Especially if you’re not directly responsible for their onboarding :)

1. Be there on their first day

Even if you aren't directly responsible for their onboarding, being present on a new colleague's first day can make a big difference to them.

Either in the office or remotely, make sure to drop a message online. So they can match your real you with your name and face. Their first day can be a bit overwhelming with all the people, faces, and names.

Takeaways:

Drop a message online first thing, even if you’re both in the office.

2. Schedule a 1:X meeting

Taking time out of your schedule to have a one-on-x with the new teammate can be invaluable. It is something that they should push for. But they can be introverts or inexperienced. So we can take the initiative into our own hands.

It happens that some of us are not great chatters, or maybe we are introverts. In that case, invite another teammate to that meeting! Having another one can make it more goofy and less formal than it sounds.

Make sure to ask in that 1:X meeting questions that you can praise them for their answers. Questions about things they care about or something that could show common interests

Takeaways:

Push for scheduling 1:X with them
Feel free to invite someone else to the meeting if you feel it’ll create a more fruitful conversation.

Questions I ask:

How was leaving your job in the last month looking like?
- I mentioned that they don’t need to answer this, but almost all of them would love to talk about how they are leaving good colleagues or managers or leaving their last projects in a good state.
What would you like to know most about the team/company?
What’s the origin of your first name? (or last name?)
Which one of your previous companies have you enjoyed the most?
- I dive a little bit into that. So I can understand their preference of what they liked (or didn’t) about their previous colleagues and work.
What was it like to work for you at the time of COVID?
What’s your favorite food?

3. Be a storyteller

People love a good story! And every team has some of its own, from people achieving incredible things to old colleagues who left a mark and went elsewhere, to some teammates who have some niche hobbies and workstyle.

There’s so much you can talk about. So put your storyteller hat on and start talking to your new teammate about some of them.

For example, I usually chat with the newcomers about people who have been in the company for many years. About people who used to be there and where they are now. How the team used to be like and how it looks like now.

This does not only entertain them but gives them great insights that will help them navigate their current role and speak to the right people about the right things

4. Purge your first impressions if you were the interviewer

If you were part of the interview panel, leaving any first impressions or biases at the door once the candidate joins the team is crucial.

It’s very hard to judge a person based on a hiring conversation. So what you do is to inspect the work, always, and not the person. You should cherish this as a chance for a new, more accurate, and real perspective.

If you voted the candidate’s “no,” but the candidate got approved by the rest of the interviewing panel, and now they are your teammate. Here’s a little exercise that you can do:

Note down any positive qualities or contributions you've observed in the new teammate that weren't apparent during the interview
List three actions you will take to ensure you focus on the work and not the person. Something like:
- "I will provide constructive feedback based solely on the quality of work."
- "I will encourage open communication and ask for their perspective on tasks."
- "I will try collaborating on a project to understand their working style better."
At the end of the first three months of the new teammate's joining, reflect on your actions and see if you've genuinely let go of your initial biases.

5. Ask their onboarding manager if they need any assistance

Even if you're not directly involved in the onboarding process, showing initiative by asking the onboarding manager if they need help can be a great way to support the new teammate.

Perhaps there's a task you can assist with, or maybe there's some institutional knowledge you can share. This proactive approach helps the new colleague and fosters a culture of collaboration and support.

Also, the onboarding manager will definitely appreciate the help!

6. Provide feedback and praise

Positive reinforcement can help a new team member feel more confident in their role. If you notice them doing something well, let them know. Constructive feedback can also be beneficial if it's delivered in a supportive manner.

Do this publicly, do it privately, do it in meetings within the big team and within the squad.

And make sure that the feedback and the praise, especially the praise, are genuine. Pay close attention to the details of the effort they make. And make sure to highlight the effort before the results.

In Conclusion:

At the end of the day, the onboarding process is not just the responsibility of managers or designated onboarding buddies. It's a collective effort. Each one of us has the potential to make a significant difference in a new teammate's early experiences with the company.

Being proactive, empathetic, and supportive can help lay the foundation for strong working relationships and a cohesive team.

Remember, how we welcome a new colleague today can set the tone for our work together in the days, months, and years to come. Let's ensure that the tone is positive, inclusive, and collaborative.