Best Practices for Welcoming and Parting Ways With Your Team

Author: Angela Ash

In building an engaged, efficient team, the most important moment is the initial one. When a new hire joins a company, they inevitably form the first impression.

In other words, the better the onboarding process, the better the impression will be. The most important part is to instill a sense of belonging into the newcomers’ minds.

The Art of Creating Stellar Onboarding Programs

The finest of onboarding programs transcend traditional orientation sessions. They are designed to welcome new hires and introduce them to the company’s values and goals in addition to their roles.

To achieve this, businesses would do well to create personalized onboarding plans. Specifically, they can tailor the introductory part to each new hire’s interests and aspirations and find the right approach to let them see how their contributions fit into the bigger picture.

Next on, the plans should factor in social interactions, mentorship programs, and team-building activities to help new hires incorporate faster. A collaborative work environment is rooted in strong interpersonal connections, after all.

Forging Connections within Teams

Successful employee onboarding plans encourage communication and socialization. Simply put, fostering collective bonds is not only desirable but necessary.

Team-building activities are perfect for this purpose, as they can be formal and informal. When team members interact in a relaxed setting, people tend to form good relationships more easily. Businesses that encourage open communication have a high success rate.

In a similar fashion, mentorship programs can help new hires meet more people fast. It’s recommended to pair them with seasoned team members. It’s also a good idea that the senior colleague is from a different team, as new hires will get to meet people from different departments.

Positive Leadership

Businesses encouraging a culture of inclusivity and appreciation tend to appeal more to younger employees. The concept of inclusivity and diversity entails appreciation for diverse perspectives and recognizing and celebrating individual achievements.

Leaders who set up team-building initiatives, encourage open dialogue, and lead by example are critical in this regard. It’s not difficult to gather that such individuals set the tone for a supportive workplace that extends well beyond onboarding.

The Initial Weeks

The first few weeks are critical for new hires in terms of fitting in. During these days, employees should get to know the goals and expectations of the management and get to understand the broader context of their contributions.

Typically, onboarding programs outline milestones but it is equally important to allow new hires to fit in at their own pace. That’s where mentors step in and provide any necessary clarifications.

Targeted training and development should be in focus during the initial weeks. New hires should understand company processes, role responsibilities, and the tools they’re expected to use.

Sustaining a Positive Team Environment in the Long Run

A positive team environment is built over time. Usually, collaborative efforts play a key role but leadership should also participate actively.

Many businesses have recognized the significance of feedback, which can be obtained in various ways, including but not limited to regular team meetings, one-on-one check-ins, and open communication channels.

Another crucial aspect to consider is employee well-being. Businesses that prioritize the physical and mental well-being of their workforce never fail to create a supportive environment.

There are many ways to go about this, with the most notable examples including wellness programs, mental health initiatives, and flexible work models.

Respectful Team Transitions

In such an environment, team departures are handled gracefully and with sensitivity. The two main focuses of the process are ensuring the dignity of the party who’s leaving and the team morale at the same time.

Once again, open communication makes this possible. Leaders should communicate the news to the team in a positive manner, highlighting the contributions of the departing employee. Providing context helps businesses to minimize rumors.

Offboarding Checklist

A typical employee offboarding checklist should follow a well-timed pattern. Here’s a sample:

Pre-departure:

  • Notify relevant teams and colleagues about the departure.
  • Conduct an exit interview
  • Collect company-owned devices
  • Retrieve access cards, keys, etc.
  • Revoke email and other account access
  • Disable access to company systems and networks
  • Ensure knowledge transfer

Final day:

  • Plan a farewell event

Post-departure:

  • Set up an auto-response for the employee’s email
  • Forward important emails to relevant team members
  • Remove the employee from internal directories.
  • Confirm final paycheck details
  • Ensure the return of signed documents
  • Distribute exit surveys
  • Remove the employee from email lists and communication channels
  • Confirm completion of all offboarding tasks
  • Determine the duration for retaining employee files
  • Review exit interview feedback for potential improvements

Knowledge Transfer Matters

Farewells happen all the time but they don’t need to be painful. One thing to keep in mind is that businesses should ensure that corporate knowledge doesn’t dissipate. One solid way to prevent this from happening is to establish a knowledge management system.

As for other points of interest, look at the bright side. Even the most pleasant of workplaces cannot hope to keep everyone in forever. People have their own personal goals, after all.