5 Steps to create a Welcome Strategy

Now you know “How to welcome a new employee”. You understand its importance to increase employee engagement starting on Day-1. Having a personalized welcome strategy allows you to differentiate your organization from the other ones and attract more talents. People exchange information about their first experience with their friends or relatives and sometimes people who approached them to gain insights on the company. Your employees are then one of the best marketing tools to spread good or bad information about your organization.

You may start to panic and realize that in your organization there is not such a thing as a welcome strategy. You understand the principles developed in my post on: “How to welcome a new employee?”, which describe the 5 areas to consider when developing or reinforcing your existing strategy. (Welcome Package, Check-Lists, Personal Mentor, IT and Celebration: read more here)

Before you freak out, let me give you some hints. You can develop your own strategy because you are an expert in your organization. You know its people and processes; you have an insider look and can spot areas of improvements.  The next question is: How can I improve employee first days and weeks at work in my organization?

The first advice I would like to give you is to engage with as many people as possible in your firm during the development of your strategy. This will allow you to get more ideas on the table and a more realistic picture of what is and what will be. You could ask for volunteers to participate to the exercise of developing a welcome strategy. Some may come as they felt that their first days could have been much better organized.

Do not be scared when you receive negatives feedback. On the contrary, use them to build a strong welcome strategy that will reduce the types of incidents your own employees had to face. Acknowledge the need to improve the current state and listen to what your employee have to say. The word “Improvement” suggests that something can be better done. Do not over think about the issues you had in the past but concentrate on constructing a better today and tomorrow.

There are several methods to collect ideas in groups. I encourage you to use the The Snow Card Technique as it is a very effective brainstorming tool. It can be used in small and big groups and the group can be divided by themes. So, if you have not a lot of time allocated to your project but many volunteers, do not hesitate to divide your group in the subcategories (a, b, c, d, e) defined bellow.

It is important to expose the project timeline and steps to the employees involved so they know where they are going and when each step will take place. A clear communication will also allow you to prevent any stress on your side. You will have clearly defined your timeline and expectations to avoid unexpected events.

Let’s now talk about the process itself. It is divided in 5 steps as it is easier to remember 5 steps than 20. Use this process as your own and do not hesitate to add more to it as it is supposed to be a base to start thinking. This is not a rigid method that has to be followed perfectly. You have the responsibility to make it your own. I will be happy to help you during the development process. Do not hesitate to contact me with any questions: acgraber@gmail.com

Now let’s have a look at the process I developed to help you create or redefine your welcoming strategy. To do so, you can follow the following process:

Here is a more detailed process to help you with the underlining questions that will help you deepen your thinking process.

 I. Inventory of current situation
a. What is our welcome package?
b. Do we have check-Lists?
c. Do we design a personal mentor?
d. Do we evaluate IT needs?
e. Do we celebrate?

II. Define envisioned strategy
a. What will be the best welcome package ever?
b. What will contain our check-Lists?
c. How will be the personal mentor designed?
d. What and how will we evaluate IT needs?
e. How will we celebrate?

III. Gaps analysis
a. What gaps exist between our current situation and our envisioned strategy?
b. Make a list of all the gaps between those two situations.

IV. Filling the gaps
a. What steps should we follow to fulfill the gaps?
b. What will help use filling the gaps?

V. Review
a. Are the five steps al covered?
b. Are they difficulty we did not anticipate? What can we do about it?

This may seem overwhelming to you but remember that all big thing seem difficult until they are done. Do not give up on your employees. Give them the best reasons to stay with you with the best first days and weeks at work. To be engaged they need to know that they count, not as a number on a employee list, but as a human being.

In case you want to discuss. I am always here for you!

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