Onboarding encompasses more than administrative procedures; it is focused on connection, clarity, and culture. While Human Resources establishes the foundational structure (the head) , managers contribute essential context and connection (the heart) that ensures new employees feel welcomed and supported

• Personalize and Empathize
  • Enhance the onboarding process by employing empathy and customization, ensuring it serves as a tailored experience rather than a routine checklist.

• Build Relationships Early
  • Engage proactively by asking questions, actively listening, and investing in each individual's long-term success at UAB.
  • Arrange regular one-on-one meetings, not only to address tasks, but also to foster connection and provide meaningful support

• Facilitate Cultural Integration
  • Guide new hires to understand team norms, organizational history, and strategies for achieving success within the organization.

Connect with your new employee prior to their first day and make sure you cover the following:

• Where to go (include parking info, building, address, etc).
• When they should arrive (date, time)
• What they should wear (let them know if they are taking their OneCard badge picture)
• Who they can call for assistance

Download Email TemplateOpens an external link.

Ensure their office is clean, equipped, and welcoming.

Don’t assume all is in working condition.

• Check the basics to ensure they are present and functioning:
  • Computer
  • Phone
  • Desk
  • Chair
  • Light bulbs
  • Pens
  • Paper
• Once the basics are done, make sure to add items that convey be a warm welcome to the new team member:
  • Decorate their office or door
  • Provide a bag/basket of UAB swag
  • Get their favorite snacks, drinks, candy
  • Welcome card signed by the team

Download Full Checklist for Onboarding StaffOpens an external link.

• Email the Team
  • Email the team and surrounding stakeholders to let them know when the employee is starting. If you have a department newsletter, you could consider using this outlet.

Download Template Email to Team Opens an external link.

• Introduce the Team
  • On day one or in their first week, dedicate a time to introduce the them to the team. This could include a welcome breakfast, lunch with the team, or a simple staff meeting to introduce the new employee.

• Hold Department Orientation
  • If you have multiple staff being onboarded, departments can hold an orientation specific to their area.

Download Template Department Orientation AgendaOpens an external link.

• Take a Tour
  • Ask their assigned buddy or another team member to provide them a tour of the building.
  • Show them where restrooms are, snack room, elevator, stairs, etc.
  • Bonus points if you can drive or walk around to show them around our beautiful campus and give them context of other buildings they may be visiting frequently.

• Schedule Stakeholder Meetings
  • Schedule meetings so that the employee can get to know the team and stakeholders.

Download Stakeholder Meeting QuestionsOpens an external link.

Nothing is more frustrating than not being able to do the work you are hired to do because you cannot access the needed systems. Most of the main systems like email, OneDrive, etc. are provisioned automatically.

It is a good idea to check on the following:

• Email
• Computer
• Printer
• File Storage (Network, SharePoint, Box)
• Software specific to your area

View Logistical Onboarding ChecklistOpens an external link.

Orientation may be one event, but onboarding is continuous.

Ensure the new employee meets with their supervisor to discuss role expectations and set goals for them to progress through their 1st, 2nd, and 3rd months of employment.

Download 30-60-90 Day PlanOpens an external link.