A slightly sassy survival guide for the moment you realize… congratulations, you’re the HR department now.
Congratulations! You did it. After reviewing resumes, coordinating interviews, and asking candidates where they see themselves in five years (a question everyone answers diplomatically and no one actually means), someone has officially accepted your job offer. Somewhere your newest employee is celebrating their new opportunity and imagining their exciting first day.
Meanwhile, back at the office, someone asks the question everyone was secretly hoping someone else had the answer to:
“Okay… now what?”
If your organization doesn’t have a dedicated HR department, this is the moment when the to do list multiplies overnight. Paperwork needs to be sent. IT needs to know someone is starting. A workspace needs to appear. Someone needs to greet them. And somehow their first day needs to feel organized and welcoming instead of like a group project that started ten minutes ago.
Before you start pulling your hair out over the sudden mile long list of things to do, take a deep breath. You’ve got this! With a little thoughtful pre boarding and onboarding planning, you can turn that chaos into a smooth and welcoming start.
Here are ten steps to help you do exactly that.
- Send the Paperwork Before Day One
Let’s start with the least glamorous part of hiring: paperwork. Tax forms, direct deposit forms, handbook acknowledgements, yes it all has to happen. But here’s the secret. It doesn’t have to happen on day one.
Sending paperwork ahead of time allows new hires to complete forms before they arrive so their first day can focus on introductions, learning the role, and settling in.
- Ask About Previously Scheduled Time Off
This step prevents one of the most common surprises in hiring.
Many employees accept new jobs while already having vacations, family events, or appointments scheduled months in advance. Asking about this early avoids awkward scheduling conversations later.
- Prepare a Workspace That Says “We Expected You”
Imagine showing up for your first day only to discover your desk is still piled with someone else’s paperwork and no one can find a chair for you.
Not exactly the welcome you were hoping for.
Make sure their workspace is clean, organized, and stocked with basic supplies. These small details help someone feel comfortable immediately.
- Ask What Helps Them Feel Comfortable at Work
Every employee works a little differently, and comfort at work looks different for everyone. Some people prefer certain writing tools. Others may need specific desk setups, lighting, or a quiet space to do their best work.
Take a moment to ask the new employee what helps them feel comfortable and productive in a workspace.
- Discuss Accommodations Early
Accommodations should never feel like an afterthought or something employees need to struggle to request after they start. Pre boarding is the perfect time to ask whether there are any accommodations that will help the employee succeed.
This might include ergonomic equipment, accessibility needs, technology support, or workspace adjustments.
- Coordinate with IT Before They Arrive
Nothing slows down a first day like discovering that the new employee cannot log into anything.
Coordinate with IT ahead of time so their email, system access, and software are ready to go. If possible, schedule time for IT to walk them through the tools they will use regularly.
- Plan the First Day and First Week
New employees should never feel like they are wandering around trying to figure out what they are supposed to do.
Create a simple schedule for the first day and first week that includes introductions, training sessions, and meetings with key team members. This structure helps them feel oriented and productive quickly.
- Create a Training Roadmap
Every role requires learning new systems, processes, and expectations. Instead of overwhelming the new employee with information all at once, create a clear list of trainings they will need to complete.
This might include internal policies, software training, compliance requirements, or professional development sessions.
- Schedule Job Shadowing Opportunities
One of the most effective ways for employees to learn a new role is by observing experienced colleagues.
Schedule job shadow opportunities with team members who perform key tasks related to the new employee’s role. This allows them to see how things work in real time and ask questions along the way.
- Plan the First 90 Days
Great onboarding doesn’t stop after the first week. A thoughtful 90-day plan helps guide employees through their transition into the role.
Consider breaking the first three months into phases.
The first 30 days focus on learning systems, understanding the organization, and meeting colleagues.
The next 30 days focus on applying skills and beginning to take ownership of tasks.
The final 30 days focus on increasing independence and contributing more fully to the team.
Bonus Tip: Consider a Small Welcome Kit
If your organization has the resources, consider putting together a small welcome kit. It does not have to be elaborate. A notebook, a few snacks, a coffee gift card, or a welcome note can make someone feel immediately appreciated.
These gestures are not about the items themselves. They are about sending a message that the organization is excited to have the person join the team.
Conclusion
At the end of the day, bringing a new employee onto your team should feel exciting, not overwhelming. While it may seem like there are a hundred small details to manage, a little preparation goes a long way. Thoughtful pre-boarding, a clear plan for the first week, and intentional check-ins during the first few months can make the difference between a confusing start and a confident one.
Remember, your new employee is walking into an unfamiliar environment, meeting new people, learning new systems, and trying to make a good impression all at the same time. When an organization takes the time to prepare ahead, it sends a powerful message that the employee is valued and that their success matters.
Because when employees feel welcomed, prepared, and supported from the start, they are far more likely to engage, contribute, and grow within the organization. And that first impression sets the tone for everything that follows.
About the Author Emily Davies is the Learning and Development Specialist at Care Compass Network, where she designs and delivers leadership development programs, workforce training initiatives, and learning experiences that help organizations and professionals grow stronger together. She is passionate about building confident leaders, strengthening teams, and creating workplaces where people feel supported and inspired to do their best work. Emily’s favorite part of her role is working with leaders during Care Compass’s annual Leadership Programs, where she collaborates with organizations across the region to help them design thoughtful, supportive workplaces for their staff. Whether she is facilitating workshops, developing training resources, or helping leaders think creatively about culture and engagement, Emily loves helping people turn great ideas into workplaces where both employees and communities can thrive.