Manager Checklists: The Employee's First Day and Week

Help your employee have a successful first day and week with these checklists!

Below you will find checklists that will help you ensure your new employee's transition to their role at the UM System goes smoothly.

Before the Employee's Start Date

Keep in touch with the employee and prepare for their arrival

• Keep in touch with the employee, especially if there's a time gap between when the offer was accepted and the start date. Consider:
  • Calling the employee to see if you can answer any questions
  • Inviting the employee out to lunch to get to know that person better
  • Sending a handwritten note to the employee
  • Providing a preview of the employee's first week

Determine working space

• Determine where the employee’s workspace will be and get it ready for the employee’s first day. Think about standard office supplies (e.g., pens, notepads, stapler) as well as anything that may be useful for the employee’s specific responsibilities.

Obtain the technology and related items that are necessary for the employee to do their job. This may include:

• Computer
• Phone
• Long distance code
• Conference code
• Security access to necessary programs and shared drives
• Business cards, nameplate, and name tag
• Purchasing card, if appropriate

Prep your team with the new employee’s name, job responsibilities and background. Encourage them to send a welcoming email to the new employee directly.

Check with your department on any other to-dos that you may need to complete.

Inform the employee of basic logistics about their first day. Make sure they know:

• Where to park
• Where and when to arrive
• The dress code
• Their work schedule
• What to expect on their first day

Consider how to schedule and guide the employee during their first few weeks in the position:

• Be prepared to provide careful instructions on a few of the employee’s first projects, so they are sure to understand your unit’s way of doing things and your expectations
• Schedule plenty of one-on-one time with you and the employee
• Schedule time between the employee and important peers and stakeholders of the position
• Add to standing meetings to the employee’s calendar as appropriate

The Employee's First Day

Download a printable PDF version of this checklist here.

Welcome the new employee to the University with a small gift or note.

Take the employee on a tour of the space.

• Introduce the employee to others, explaining that person's role and how the new employee will interact with them.
• Point out spaces such as the breakroom, restrooms, supply cabinet, copy room and emergency exits.

Provide an overview:

• Advise the employee on the process for obtaining a university ID card.
• Provide instructions on obtaining a parking pass.
• Advise the employee on who to go to for certain types of questions.
• Have the employee complete any necessary paperwork that is needed for your department (e.g., confidentiality agreement).

Share additional resources:

• Encourage the employee to attend New Employee Orientation. If orientation is on the first day of employment, make sure the employee knows where to go and when to arrive.
• Ensure the employee has supplied all employment documentation and completed New Employee Registration procedures.

The Employee's First Week

Download a printable PDF version of this checklist here.

Socialize with the new employee by taking them and the rest of the team to breakfast, lunch, coffee or whatever works best for how your team operates.

Spend time with the employee, making sure to discuss:

• A training plan to get the employee started
• ​Projects to start off with
• Your initial performance expectations for the employee's work

Provide the employee with information about the department, including:

• Organizational structure
• ​Necessary templates (e.g. PowerPoint, email signatures, form letters)
• Contact list
• Common acronyms

Get the rest of the team involved with getting the employee up to speed:

• Consider how team members can be involved in the training plan
• Bonus: having an employee train a new team member can be a developmental opportunity for both the new and existing employee

Provide regular opportunities for the rest of the team to get the know the new employee and vice versa. It's important for team members to understand each other's roles, experiences, and personalities.

Help the employee learn how to work successfully in a higher education setting. Point them to industry publications such as The Chronicle or Inside Higher Ed to begin the process.