5 Things We Can Learn From Kindergarten Teachers About Welcoming New Employees

The process of on boarding a new employee is more than just processing their paperwork and determining a start date. It’s a big deal for the employee, especially in cases where the employee may have been specifically recruited for a position and possibly had to uproot their family and relocate.

This is why what we call a “warm welcome” is so important. It sets the new employee up for success on day one and it helps put their mind at ease that they’ve made the right decision to choose to work at your organization.

One of the most succinct examples of warm welcomes is in the way kindergarten teachers welcome their new students. If you’re old enough to remember your first day of kindergarten, or if you have children around that age, then you know there are nerves and first-day jitters from the kids as well as the parents. But nobody makes a warmer welcome than a kindergarten teacher.

Here are the top five things kindergarten teachers can teach us about how to welcome new employees.

1. Prepare. Ask any teacher at any grade level and they’ll you their first day of school is not the same day as a child’s first day of school. And the reason is, teachers begin preparing lesson plans and supply lists several weeks in advance. They arrive in their classroom a few days early so they can set the room up just right, decorate it, and create a warm and welcoming environment for the students who will be in their care for a year.

All of these details serve to positively distract students and their families from the nervousness and angst they might feel. Kindergarten teachers know that preparing the entrance, hallways, and classrooms with friendly and colorful pictures and messages will help put little ones and their families at ease.

In healthcare, hiring managers and HR managers must also prepare. Will the new employee need a desk? Then take steps to make sure it’s ready for a new occupant. Clear it off. Have a nameplate ready. If they aren’t working at a desk, prepare space for them whether it’s a locker or a cubby. Put their name on it and add a welcome note.

Speaking of a welcome note, there’s another opportunity where a note of welcome might make sense. When an offer has been officially accepted, the hiring manager or the HR person could send the new employee a personal welcome note addressed to them and their entire family welcoming them to the organization. This is especially important if the job required a move to a new city or state. If the company extends a warm welcome to the entire family, it might make the transition a little easier for the employee’s family. Many employers offer job search assistance for spouses affected by the job move. A welcome note included with the packet of job search information would be a nice way to make a personal connection.

2. Proactively Anticipate. Kindergarten teachers know this is a completely new experience for kids and their parents, too. So they will often host a “Meet the Teacher” night. These events are designed to help ease the child into the routine of school, but it’s also to give the parents a firsthand look at the school. Taking a small tour of the principal’s office, the nurse’s office, cafeteria, etc. will be invaluable to parents especially if they need to make trips to the school or if they need to work closely with the school nurse to manage any medications or other special instructions the child may have. The purpose of “Meet the Teacher” night is to proactively answer any questions the parents or kids may have prior to the first day of school.

Practicing the art of proactive anticipation is important for new employees too. And it really isn’t that hard. It just involves taking a few steps back and seeing things through their eyes.

Perhaps you’ve worked at your hospital or organization for 20 years. You know it like the back of your hand, right? But for new employees, this is a whole new world. Assuming they had an in-person interview (which isn’t always the case), their first day may only be the second time ever visiting your facility. It’s not familiar to them.

So consider the employee’s first day. What will their arrival look like? Maybe you could try to step in their shoes and see things as they might. Hop in your car and enter your facility with a new set of eyes. Are the road signs clear? If not, make a note to remove that “pain point” from the new employees experience.

Next, drive into the facility. Is it clear where the employee parking is located? If not, make a note.

Next, park your car. If your organization has a separate entrance for employees, is that entrance clearly marked? Does the entrance require a passkey or access card to enter? Will the employee have this on their first day? If not, make a note!

Finally, enter the building. Will the new employee know where to go? Where are the elevators? How about the restrooms? And by the way, are there separate restrooms for employees and patients? If so, these are things that will need to be communicated to new employees before they arrive on site.

Here’s a suggestion on how to do it: Prior to their start date, send a letter in the mail or via email with all of the information they need to be set up for success from day one.

It doesn’t have to be anything fancy. A pre-printed sheet with a map of the hospital or organization, directions from all points, and highlighted areas of where employee parking is located would suffice. It should also note where they should enter and exit the building as well as specific directions of where to go on their very first day. This way the employee arrives armed with the tools they need to be successful.

3.Plan. Kindergarten teachers take great care in planning the first day for their students. Kids generally don’t know one another so it’s hard to jump right into regular kindergarten activities such as play, arts and crafts, and storytime. They’re all just a bunch of strangers at this point. So, to break the ice a bit, teachers will often have the group sit in a circle and take turns sharing their name and a few interesting things about themselves. It’s a great ice breaker and it gives the kids a chance to ease into life as a kindergarten student.

The first day for a new employee can be equally as strange and unfamiliar. Employers or hiring managers can do a few things to plan for the employee’s first day.

Imagine awkwardly walking into your new work location only to discover no one knows who you are because no one was expecting you! That’s just what happened to one of our team members at a job she had prior to working with us. She showed up and the receptionist didn’t recognize her from the interviews and they had no idea she was reporting for work that day. Not a very warm welcome!

Instead, let your team know you have someone new starting today. Share their headshot and a little bit about them in an email or during a team meeting. Let your current employees know what the new employee will be doing, what their role will be, and how they will fit in to the big picture. When the employee arrives on day one, your team will be prepared to create a warm welcome. They’ll know what the new employee looks like from their headshot and they will be armed with a little information to start a warm, friendly conversation.

4. Pair Up Kindergarten teachers often pair up students for games and also for safety (always stick with your buddy). The reason, of course, is that if they get lost or need help, they have someone else to help them out.

We can do the same for new employees.

Consider pairing up the new employee with a current employee. Someone to show them the ropes and give them the inside scoop on what life is like at your organization. The current employee can take the new employee on a tour of the facility, introduce them to key people, and show them the things seasoned employees know (where supplies can be found, where the “good break room” is and which vending machine has the best choices.)

It may not always be possible to pair a new employee with a current employee on the first day, but imagine how much faster the new employee will acclimate to the work environment if they have a peer to show them the ropes and show them how you do things at your organization.

5. Party

Finally, kindergarten teachers know how to have fun. Whether it’s a bunch of balloons or a dance party, the goal on the first day of kindergarten is for the students to feel at ease in a welcoming environment.

The goal is the same for new employees. The organization probably spent a good deal of time and resources recruiting, hiring, and on boarding the new employee. You don’t want to waste all that effort on a poor first impression.

One thing our team does is ask every new employee to fill out a “personal inventory”, prior to their first day of work. The personal inventory can include things such as their favorite drink (coffee or soda?), their favorite snack food (fruit or cookies?), favorite movie or TV show,etc. It’s a fun exercise and it gives a little insight into the human side of the employee.

Imagine the new employee’s surprise to find the employee break room stocked with some of their favorite items. A bowl of M&Ms or some granny smith apples, iced coffee or diet soda in the fridge, etc.

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Too often, new employees arrive to their first day of work with very little preparation and direction. Talk about baptism by fire! This lack of knowledge can lead to anxiety, stress, and feelings of uncertainty.

No matter our title or expertise, at our core we all want to feel like we belong. Little tricks from kindergarten teachers can help new employees have an easy transition to their new work environment.

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