We have a new hire coming on board, and I’m concerned that this person gets off to a good start. Historically we haven’t done so well. We all scramble to find the right tools. My existing employees end up competing, instead of managing. I don’t have enough time left to jump in. The new person ends up wasting time, or re-doing training, or being less than productive because they get mixed signals. It almost seems like it’s not worth the effort to try to add another person. Help!
As your business grows in size, you’ll be adding people more quickly. That means your company will benefit from getting better organized at bringing new employees on board. Teaching existing employees the importance of managing, and giving them the confidence to lead, is essential. Delegate and prioritize, making the time to bring new people up to speed quickly so they, too, can help out.
Put a stake in the ground with this next hire, and get things in order. Set up files on the computer. Create a new hire checklist:
- forms completed: I-9, bank direct deposit, IRS W-4
Include boxes to indicate the new employee’s status:
- office staff / field staff / supervisor / manager / officer / owner
- full time / part time / exempt / non-exempt
- regular / temporary / intern / per diem / student
- salaried / salary + commission / commission only / draw
- eligibility for expenses / expense limit
- start date: _______ / first review date:______ / supervisor: _____
- company property: laptop, printer, keys, credit card, cell phone, EZ Pass
So much happens so quickly in the first few weeks, rely on a form to stay on top of it all.
Make sure information is readily accessible on the computer. Company background, product and service descriptions, basic training and tests, organization chart are all essential. Remember a new employee will be in information overload, and needs to be able to refer frequently to written documents.
Have a pre-meeting with existing personnel. Discuss why it’s important for everyone involved to get the new person off on the right foot. Agree on first, second, third and fourth week objectives. Ask for someone to volunteer as a mentor, to introduce the new person around. Define roles and responsibilities for supervision. Make it clear that everyone’s expected to be on their best behavior, and that everyone is responsible for the success of this new person.
Lay out the first week’s training plan, including an introduction to the company’s goals, key industries and services offered. Be prepared to share examples of how other people have progressed through the organization. Share information about why this person was hired, how they will be important to the organization as they begin to master the job.
The first few days, be quietly visible – enough that current staff knows you’re watching, without stepping into the middle of each training session. Allow the training to flow as you continue focusing on your responsibilities. At the end of each day check in with the new employee’s supervisor and mentor to see how things are going.
Try to plan your schedule for 70% to 80% of capacity. Leave gaps so you can check in on how things are going. You’ll be more able to focus when you don’t have to feel like you’re trying to be in 2 places at once.
Finally, keep tight tabs the first week. Most business owners say they can tell in 48 – 72 hours if they’ve made a mistake in hiring or supervision, and rarely does it get much better if things are seriously off course that soon. Don’t dig a deeper hole by letting problems fester. Be ready to reassign managers, or let the person go and moving on to your back up candidate.
Looking for a good book? Onboarding: how to Get Your New Employees Up to Speed in Half the Time by George B. Badt and Mary Vonnegut.
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Andi Gray is president of Strategy Leaders Inc., www.StrategyLeaders.com, a business consulting firm that specializes in helping entrepreneurial firms grow. She can be reached by phone at 877-238-3535. Do you have a question for Andi? Please send it to her, via e-mail at AskAndi@StrategyLeaders.com or by mail to Andi Gray, Strategy Leaders Inc., 5 Crossways, Chappaqua, NY 10514.
