How to Plan for an Employee’s First Day

Candidate Experience

8 minutes

October 20, 2025

Written by Yağmur Erge

A structured first day is crucial to reduce stress and reinforce their choice to join. This guide will help you craft an unforgettable first day, from prep work to building lasting connections, turning nervous newcomers into confident team members.

Ready to make some first-day magic happen? Let's dive in! ✨

Laying the groundwork before day one

Here's the thing about successful onboarding - it actually starts way before your new hire even sets foot in your office. The pre-arrival phase? That's where you set the right tone and calm those first-day jitters. Plus, solid preparation shows your new team members that you actually value them from day one.

Send a personalized welcome message

A thoughtful welcome email is like building a bridge between "you're hired!" and their actual first day. This isn't just any generic email - it should scream genuine excitement about having them join your team.

Your message should include a warm greeting, essential info, and hint at what's next. Great welcome emails make new employees feel valued and excited about joining. Include personal details from interviews, express eagerness to have them onboard, and offer to answer questions before they start. They’ll likely have some!

Nothing kills first-day excitement faster than showing up to a desk that looks like it's waiting for someone else. You need to get their workspace, phone, computer, and all those password logins sorted out in advance.

Ensure remote employees' equipment arrives on time to avoid troubleshooting on their first day. Set up their email, communication tools, and platform access. Prepare a quick tech walkthrough for password management and system access, and provide clear IT support instructions.

Want to reduce anxiety? Share that first-day schedule ahead of time so your new hire can mentally prepare for what's coming.

Your communication should cover practical details: arrival time, parking, entry, and dress code, as office dress codes can be unclear to newcomers: what seems casual to you might be confusing to them. Giving a sneak peek of their first-day schedule helps clarify and build confidence.

Introduce the onboarding buddy in advance

An onboarding buddy is like having a friendly face in the crowd during those crucial first weeks. Pick someone who's well-connected and comfortable answering questions and making introductions.

Introduce this buddy via email before day one, and if they share any interests with your new hire, mention that! This connection gives new employees someone to approach with questions. The buddy should personally reach out, show excitement, and offer help with pre-start concerns. It's like having a friend before you walk through the door.

Designing a Welcoming First Day Experience

Now that you've got all the prep work handled, it's time for the main event - that actual first day experience! How you welcome your new team members isn't just important, it literally sets the tone for their entire journey with your company.

Start with a Warm Greeting and Team Welcome

First impressions are crucial. Some companies give new hires a grand welcome with signs, applause, or ceremonies. Alternatively, have team members send brief welcome messages to show excitement and foster belonging, demonstrating that your organization values its people.

Give a Guided Office or Virtual Tour

Skip the dull "bathroom down the hall" routine. Instead, make your company tour engaging with storytelling. Choose an energetic guide to show new hires around, sharing fun stories about company culture and history.

For in-person employees, cover key spots like restrooms, water coolers, and the kitchen to prevent wandering. For remote workers, offer a virtual walkthrough of headquarters and digital workspaces to help them feel connected.

Want to break down barriers fast? Share a meal together. It's one of those traditional onboarding activities that actually works because it promotes empathy, reduces shyness, and gets conversations flowing. You've got options here:

Take them out to a local restaurant

Grab lunch in the office cafeteria

Host a cooking event where team members try different recipes

These communal eating experiences work wonders for building that sense of belonging while giving new hires natural opportunities to build relationships outside the formal work environment.

Provide a Light Task to Build Confidence

Nobody wants long presentations on day one. Get your new employee doing something productive with manageable job shadowing, like "riding a bike with training wheels." They work on real projects with guidance, learning by doing. This helps them find strengths and build confidence, rather than overwhelming them with information.

Getting New Hires Crystal Clear on Their Role

Let's be honest - unclear role expectations are a recipe for disaster. New employees with fuzzy job understanding are way more likely to struggle and feel let down with their positions long-term. That's why nailing the explanation of job duties, tools, and goals right from day one isn't optional.

Break Down Job Responsibilities and Expectations

Time for real talk about job descriptions. They should reflect daily tasks, key responsibilities, and how their work connects to the team, not just a polished, idealized version. Avoid corporate jargon and get specific.

Here's a stat that'll grab your attention: 70% of new hires decide if they're a good fit within their first month. That means you've got exactly 30 days to get this right.

Focus on four critical areas when setting expectations:

• Position responsibilities (what they'll actually do) • Work hours (when and how they'll do it)

• Leadership opportunities (room to grow)

• Advancement potential (where they can go)

This level of transparency doesn't just help them - it empowers employees to bring their best work from the start.

Master the Tools and Software Walkthrough

Software training can influence a new hire's confidence. When demonstrating systems, explain their purpose and how they fit into workflows, not just point and click. Start with group training, then allow solo exploration before reconvening for questions.

Many companies expect instant mastery, but realistic expectations about learning curves are essential. Be clear about where to get help during technical issues and ensure employees know critical functions thoroughly.

Set Up Short-Term Goals and Success Metrics

Short-term goals act as stepping stones, motivating new employees while progressing toward larger aims. Set clear expectations for the first 30, 60, and 90 days from day one; these milestones boost confidence as tasks are completed. Show, don't just tell, what success entails by defining specific skills, behaviors, and benchmarks for progress.

Co-creating goals fosters ownership and clarifies how individual wins contribute to organizational success. Ultimately, role clarity is the essential foundation for everything else.

Building early connections and support

Here's a stat that'll blow your mind: 92% of highly engaged workers feel listened to in the workplace, compared to only 30% of disengaged workers. That's not just a number - that's your roadmap to creating connections that actually matter!

The first day is just the beginning. Real success comes from building those supportive relationships that help new employees thrive long after the welcome party is over.

Assign a mentor for ongoing guidance

Think of mentorship as giving your new hire a GPS for your company culture. 🗺️ You want to pick someone who's not just technically skilled but also genuinely enjoys helping others succeed.

The best mentors don't just explain workflows - they share the "why" behind company expectations and help bridge those inevitable skill gaps that pop up. Set clear expectations for both the mentor and mentee, but keep things flexible enough to adapt based on how each person learns best.

At the end of the day, effective mentors become confidence builders, offering direct feedback and coaching that helps new hires feel capable and supported from day one.

Encourage open communication and questions

Open communication isn't just a buzzword; it's what happens when everyone feels safe to speak up. Regular check-ins between managers and new hires are crucial to catch issues early. Hosting town hall meetings enables free expression of ideas and concerns. A stark reality: 57% of employees leave because of their manager, so the onboarding relationship can determine whether a new hire stays or leaves.

Create a safe space for feedback and learning

Psychological safety is simple: people must feel safe asking questions, making mistakes, or sharing ideas without fear of punishment. Promote feedback and create space for concerns, recognizing continuous learning as a core value. The connections made now form the foundation for future growth. Getting this right turns nervous newcomers into confident, long-term contributors! 🎯

Our Final Word on First Days 🎯

A well-planned first day leaves lasting impressions, boosting engagement, productivity, and retention. Effective onboarding isn’t just paperwork; it’s about integrating new hires with clear roles, real connections, and ongoing support. These efforts turn nervous new employees into confident team members, benefiting your organization long-term. Investing in a meaningful first-day experience builds a motivated, engaged workforce that drives success. Provide new hires with a memorable welcome to set the tone for their journey.