Welcoming a New Employee

-

Understand

A new employee’s first impression is helpful to building a successful career with the state of Washington. As a manager, this is your chance to set goals and expectations, and help your employee feel comfortable, welcome and excited.

Take Action

Once you have made an offer to a candidate, work through the checklist below to ensure that your employee has a fantastic start with your agency.

Prior to Start Date

  1. Complete the Personnel/Payroll Data Sheet (PPDS).
  2. Determine Insurance Eligibility.
  3. Send the appropriate appointment letter to your new employee.
  4. Notify your IT staff to set up a new computer and phone, including all systems needed.
  5. Notify appropriate persons to grant access/keys for new employee.
  6. Stock workstation with office supplies.
  7. Contact your new employee to coordinate when and where to go on first day.
  8. Let your employee know to bring identification for I9 form and bank information for direct deposit form.
  9. Make sure you (or a buddy) have scheduled the time to meet your new employee.
  10. Prepare an outline of what work you want them to work on for the first day and first week.
  11. Start to draft your expectations under the Performance Development Plan. This will really outline what their milestones will be and when they should hit them.

First Day

  1. Meet your new employee! Be on time! Be excited! They are nervous, so be welcoming and engaging! Donuts never hurt!
  2. Escort the new employee to appropriate persons processing new hire paperwork.
  3. Review and sign the Position Description form (PDF) with the new employee:
  • Introduce your new employee to staff members. Again, make it fun.
  • Review your agency’s Mission/Vision/Values.
  • Walk new employee through the emergency exits, restrooms, breakrooms, where to put their wet umbrellas.
  • Sit down with them and review what they should expect for the rest of the week. Talk about norms in the office.

Within First Week

  • Set up buddy/mentor for employee.
  • Set up meeting with management team to meet and learn about your new employee.
  • Review the expectations you had created, under the Performance Development Plan, with the employee. Get their feedback and input. Make the final revisions and have everyone sign it.
  • Review agency policies and have the employee sign the Employee Policy Checklist.
  • Contact your HR Business Partner with any questions.