1. Don’t forget the basics!
When introducing a new employee into the company it is important that you provide them with a detailed overview of everything they may need to know – a big part of this will be focused on their physical workspace requirements. With hybrid working still commonplace within most organisations, it is important that new starters are introduced to everything from logging on to their IT to using online chat platforms to keep in touch with colleagues. Simple things like where they can get a glass of water or where the nearest restroom is in the office, can be quite daunting at first! Not only will this help them to familiarise themselves with their surroundings, but it is also a chance for you to get to know them and understand the support that they may need to settle in to their new role.

2. Employees don’t have ‘one size fits all’ requirements
Not only does everyone work and communicate in different ways, but everyone will have unique physical requirements and preferences for their working set up. It is important to speak to your new starter in advance of their first day to get a sense of what they may need – such as a specific type of desk chair, a ground floor desk, a second screen or keyboard/ mouse. If you don’t feel comfortable having this conversation in advance, then perhaps arrange a session with the new starter at the end of their first week when they may have more idea what they will need to fulfill their role properly.

3. Communication is key
Whether your business is office based, hybrid or you work fully remotely, communication is always vital with a new starter. It is therefore crucial that you have suitable channels of communication in place so that new starters know where to turn, and so that they are able to meet their new colleagues in person too. It can work well to select an allocated office day/ days to ensure that people are there at the same time – this face-to-face contact will help to build team morale and facilitate colleagues getting to know each other – something that many of us missed out on during the covid-19 pandemic. As lets face it work is a social activity too, where many of us form long lasting friendships and even relationships, so let’s make it fun!

I would recommend encouraging your teams to set up a quick introductory call with a new starter in their first few weeks, or if working within an office environment, ask everyone to make sure they approach the person to say hello. This is why social and breakout spaces are so key within the workplace, as it gives people an opportunity to chat with their team away from their desks or formal meeting rooms.

4. Encourage collaboration
Starting in a new role can be daunting and there are lots of new things to learn. To ensure that new starters feel comfortable, it is important that that the team help them get up to speed and working collaboratively is a great way to do this. Increasingly, businesses are opting to make the workspace more suitable for collaboration – with fewer desks, less screens and more communal spaces which facilitate discussion and team-working. Afterall many of us choose to come into the office for these collaborative moments, as the day to day work is often now done from home.

As humans, we thrive off building connections and relationships with people, including our colleagues. To encourage this, I would recommend organising a team breakfast or coffee morning in the work canteen or communal space, and ensure that everyone makes the effort to attend. This will not only be a nice chance to catch up with colleagues, but will help the new starter feel more comfortable within the physical workspace surrounded by their team.

5. Teach the office etiquette
While it may seem simple, it is important to remember that every companies workspace is unique, so it is worth having a conversation about what is considered acceptable ‘office etiquette’ for your business. This could range from what is a suitable dress code, which headphones to use whilst on a video call or perhaps you have specific rules around where the team eat lunch. Not only will this ensure the new starter feels as comfortable as possible, it will also give them a chance to ask any questions or outline any help they may need along the way.