Manager Toolkit

Once your new employee receives their offer letter from HR, contact them via phone/email/LinkedIn to welcome and congratulate them. This can be a quick way to make them feel welcomed, supported, and valued. It is also a great time to ask your new employee their lived name and pronouns, and to find out any other information they would like shared with their new team. If their lived name is different than their legal name, we also encourage you to share these resources with them on how to update their name in the BU systems. An example email can be found HERE.

Inform the existing team members about your new employee’s start date, role, and background. This allows them to be prepared to welcome and assist the new team member. Encourage team members to reach out and introduce themselves, fostering a positive and inclusive environment. You can find a sample introduction email linked HERE.

Closer to your new employee’s start date, share logistical information with the new employee, such as start time, location, dress code, and any items they should bring on their first day. Provide details about parking, building access, and any security protocols they need to be aware of. You can find a sample email HERE.

Ensure that your new employee’s workspace is prepared for their first day in the office. This includes setting up their desk, computer, phone, and contacting IS&T for any necessary tools or equipment they will need to perform their job. Your department administrative staff should have a setup request form but if you need a sample form, please find one HERE.

Develop a detailed onboarding plan that outlines the activities, training, and objectives for your new employee’s first week and beyond. This plan should cover essential topics, introduce key stakeholders, and include any relevant resources or materials. Having a structured onboarding process in place ensures a smooth transition for your new employee and sets clear expectations. You can find a sample onboarding plan HERE.

If you are able to utilize an Onboarding Buddy, then make sure to have their assigned buddy reach out to welcome them to the team. You can learn more about the benefits of utilizing an onboarding buddy HERE. 

Prepare a personalized welcome kit or swag bag with BU-branded items like a notebook, pen, water bottle, or T-shirt. This gesture shows new employees that you value their presence and helps them feel part of the team.

Give your new employee a guided tour of the office, introducing them to their coworkers and familiarizing them with various departments, facilities, and amenities. This helps them to feel more at ease and understand the workplace layout.

Organize a brief team meeting where each team member introduces themselves and shares a bit about their role and interests. This allows new employees to connect faces with names and get a sense of their colleagues’ backgrounds.

Meet with their assigned mentor/onboarding buddy. This person should be someone who can provide guidance, answer questions, and help them acclimate to the University’s culture. This relationship can help to foster a sense of support and belonging.

Arrange a brief session where different team members share insights, tips, or lessons learned about their respective roles or projects. This can help new employees understand the University better and gain valuable insights from experienced team members.

Consider organizing a small welcome event or happy hour after work, either on-site or at a nearby venue. This gives new employees a chance to unwind, socialize, and build relationships with their colleagues in a more relaxed environment.

Be sure your new employee has all the resources to fully integrate into their new team. This includes making sure they are familiar with the team’s systems and databases, are added to any team chats and groups, as well as encouraging socialization and team building by organizing activities that will connect your new employee with their colleagues.

Host a casual lunch or coffee break for your new employee during their first week in the office. This provides an opportunity for them take a break from their first week and to better socialize with their new colleagues.

Help your new employee understand the University’s goals and strategic plan, our organizational structure, and how your department and their role function within a broader context. Additionally, provide an overview of the University’s policies, procedures, and relevant compliance information.

Encourage your new employee to attend an HR hosted Campus Connects session, where they will learn more about navigating their career journey at BU. They will also be given an opportunity to meet with resource groups on campus, and connect with other new employees. Managers are welcome to attend with their new employee, or are encouraged to allow an assigned onboarding buddy to join as well.

Help your new employee get familiar with our campus by creating a customized tour for them to take!

Provide comprehensive job specific training to equip your new employee with the necessary knowledge and skills to perform their role effectively. This may include product or service training, software usage, tools, and systems familiarization. Encourage your new employee to ask questions and provide resources for further self-guided learning.

Collaborate with your new employee to establish clear and measurable goals for their first few months. This helps them understand expectations and gives them direction for their work. Regularly review progress and provide feedback to ensure they stay on track.

Continuously provide support and resources beyond the first week. Schedule regular check-ins to address any questions or concerns. Encourage your new employee to provide feedback on their onboarding experience and make adjustments as needed.

Encourage your new employee to actively participate in the University’s events, groups, and initiatives. This will allow them to fully experience everything BU has to offer and adapt to our vibrant culture.

Establish a timeline for performance evaluations and provide regular feedback to your new employee. Set clear expectations and offer guidance for improvement. Celebrate achievements and milestones to recognize their contributions.