What are five effective ways to use email for onboarding new team members?

2 2. Share relevant resources

One of the main goals of onboarding is to help the new team member learn about the organization, the culture, and the work. Email is a great way to share relevant resources that can help them get up to speed and familiarize themselves with the policies, procedures, and best practices. You can send them a link to an online onboarding portal, a document with frequently asked questions, a calendar of upcoming events and deadlines, or a list of contacts and mentors. You can also attach any files or forms that they need to complete and submit. Make sure to organize and label your resources clearly and avoid sending too many or too large attachments.

3 3. Schedule check-ins and feedback

Another important aspect of onboarding is to provide regular check-ins and feedback to the new team member, especially in the first few weeks. Email is a convenient way to schedule and confirm these check-ins, whether they are one-on-one meetings, group sessions, or online surveys. You can use email to set the agenda, the objectives, and the expectations for each check-in, and to remind the new team member of the date, time, and platform. You can also use email to follow up after each check-in, to summarize the key points, to acknowledge their achievements, and to offer constructive feedback and suggestions.

4 4. Encourage collaboration and communication

One of the challenges of onboarding new team members is to help them integrate into the team and build rapport and trust with their colleagues. Email can be a useful tool to encourage collaboration and communication among the team members, especially if they are working remotely or across different locations. You can use email to introduce the new team member to the rest of the team, to invite them to join any online groups or forums, to include them in any relevant email threads or discussions, and to ask for their input or feedback on any issues or projects. You can also use email to celebrate their milestones, to recognize their contributions, and to share positive feedback from others.

5 5. Be responsive and supportive

The last but not least effective way to use email for onboarding new team members is to be responsive and supportive. Onboarding can be a stressful and overwhelming experience for the new team member, and they may have many questions, doubts, or concerns along the way. Email can be a lifeline for them, as long as you are available, attentive, and helpful. You can use email to answer their questions promptly and clearly, to address their concerns empathetically and professionally, and to offer your assistance and guidance whenever they need it. You can also use email to check on their well-being, to show your interest and care, and to encourage them to reach out to you or others if they have any issues or challenges.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?