It is important to start any employee journey off the right way with a “welcome to the team” message or some sort of personalized communication.
Table of contents
- The Importance of Onboarding
- Welcome to the Team-Communication Best Practices
- Best Welcome to the Team Messages for New Employees
- What’s next?
Just imagine a new employee arrives on their first day of work, and they’re left waiting in the lobby for over an hour before anyone greets them. Finally, someone shows up and takes them to a conference room without saying a word. They’re handed a stack of papers to fill out and left alone to complete the paperwork without any guidance or explanation.
Later, they’re given a brief tour of the office, but it’s rushed and incomplete. They’re introduced to a few people, but each interaction is fleeting. Throughout the day, the new employee tries to ask questions, but nobody answers them. They’re given a manual to read, but it’s outdated and doesn’t provide clear answers. The new team member starts to feel like they’ve made a mistake accepting the job offer. It certainly doesn’t feel like winning teamwork!
The difference between these two approaches is that onboarding helps to acclimatize new employees and make them feel part of the organization. The other more mundane approach is simple orientation.
While orientation introduces employees to company policies, encourages them to enroll in benefits, and ensures they get all the necessary paperwork signed, onboarding is different. It’s got much more to do with communication. Effective communication in the onboarding process not only facilitates a smooth transition for the new team member. It also contributes to a positive team culture.
The Importance of Onboarding
Onboarding, the process we use to introduce new employees into the organization, is more important than many people (including business leaders) imagine. You, the employer, need to make a good impression during this time. If you don’t, it can directly affect your overall employee retention, leading to unnecessary staff turnover. BambooHR undertook a survey in 2023 to find out more about employee onboarding experiences. They found that those who experience a positive onboarding experience are three times more likely to be strongly committed to their new employer. Furthermore, more than 80% of those who had positive onboarding experiences continue holding their companies in high regard. And, they say, a standard onboarding experience can increase productivity by up to 50%.
According to Paychex, Only 52% of all new hires feel satisfied with the onboarding experience at their current job. While 39% find the onboarding clear, 32% find it confusing, and 22% find it disorganized.
Furthermore, Paychex finds a solution in “re-onboarding.” This involves putting all employees through the onboarding process again, no matter how long they’ve been working for the company. Re-onboarding is an excellent way to engage and check in with your team. Afterward, employees are more focused (47%), energized (42%), productive (34%), and efficient (33%). They say that re-onboarding also increases employee retention by 43%, which helps reduce the need for new-hire onboarding.
Psychology of Starting a New Job
In an article published in Psychology Today, business psychologist Camille Preston emphasizes that transitioning to a new job can be stressful for several reasons:
- It brings higher levels of uncertainty that can lead to mental health challenges, especially for those who don’t do well coping with the unknown.
- Adjusting to a new position can be difficult for adults — similar to how children struggle to adjust to new schools. A new routine or set of expectations can drain a lot of energy.
- Friendships are vital for a healthy work life. When transitioning to a new job, individuals typically lose their established support network, which can make the temporary increase in stress feel even worse.
If this happened to you, it would raise an alarm. However, providing inadequate written communication can produce the same response.
They are at the very beginning of their time at an organization. However, new employees often feel like they are in the way and worth ignoring. This is tragic, as no one should ever start their employee journey with the impression that they are not important.
So what can you do to level up your welcome message?
Welcome to the Team-Communication Best Practices
Welcoming a new team member is a crucial step in fostering a positive and inclusive work environment. Effective communication during this process helps set the tone for a successful collaboration. Here are some communication best practices for welcoming new team members to any organization.
Send Out a Powerful, Personalized Welcome to the Team Message
Right off the bat, new employees are making judgments about their employee journey. Who are they interacting with? Is the onboarding process effective and informative?
For them, the first internal communication will be a first impression. It’s important to get that right so you have their trust from the start. Surprisingly, many organization leaders don’t take the time to do it right. According to the BambooHR survey, 31% of employees quit their jobs within the first six months. The main reasons they cite are:
- 23% of respondents wanted clear guidelines about their responsibilities
- 21% expected more effective training
- 17% said a friendly smile or a helpful co-worker could have persuaded them to stay
So, clearly, a half-hearted welcome to the team message isn’t enough.
Enthusiasm and a positive tone are two important elements to include. You need to assure new employees that they are a welcome addition to the team and you are excited to work with them. The Wordsmith says that using “power words” can elicit strong positive emotions so they feel excited or empowered by their onboarding. Exclamation marks can also effectively send an impactful message. Instead of using them sporadically, end a sentence with one when you want to emphasize something or drive a point home. Just don’t go overboard!
Prioritize Clear and Effective Communication
Generally, employees who are well-informed stay satisfied and can make the long and successful journey for employees significantly better. But, they need essential information about the job and the company’s expectations.
An efficient way to convey it is through personalized communication. This way, the transfer of information is easy for both an internal communicator and receiver; add all the details that the new cohort will need and they will have a good foundation to work off of.
You can also make sure that they know that questions are encouraged and mutual understanding is the goal. Mutual understanding and even over-communication can be beneficial. There is nothing wrong with being too clear.
Consistency of information is another important element. If there is mixed messaging from the onboarding videos, the meetings with their manager, and the newsletters they are getting, then how are they going to do their job effectively? Reviewing onboarding materials, the welcome to the team message, and any company communications can ensure consistency and lead to all-important increased trust in the organization and its leaders.
Highlight Core Values
If they ended up getting the job, chances are employees aligned with what your company was looking for both in qualifications and attitude. But even after they get hired, it is still important to communicate the values and mission of the organization. Making sure they are clear for new employees can give them a chance to remember what they should be working towards. It is much easier to teach and reiterate those values from the start than to try to push them onto someone after they’ve been working there for a while.
It is also important that they see those values adopted by the organization. Don’t just say what the ideals of the organization are. Show how you adopt them in your communications and in the company culture.
Especially since it is so common for new hires to feel unimportant, personalized communication is key. Being acknowledged as an individual can make each and every new hire feel welcome.
An easy way, according to Indeed, to personalize the initial communications is to simply include personal details. These could be the person’s name, the department name, and the person’s specific skills that make them a great fit for the position. Personalizing messages and newsletters with personal attributes makes it easy to create a personalized experience.
Address the new team member by their name and express genuine excitement about having them on board. Mention specific qualities or experiences that stood out during the hiring process.
Warm Welcome Your New Employees
It is easy to overlook the importance of meaningful communication when it comes to new people. After all, they just need to get through the initial paperwork and onboarding so they can get to the actual job. However, the first welcome to the team message can set the tone for the rest of their all-important employee experience.
Make sure they feel welcomed and important because every employee counts for the success of an organization. There is no doubt that the right internal communication can help with that.
It’s a good idea to include details about their background, role, and a bit about their personality or interests. Encourage team members to reach out and welcome the newcomer.
Consider the Buddy System
Assign a buddy or mentor to the new team member. This person can guide them through their first few days, answer questions, and help them integrate into the team. Having a designated go-to person usually fosters a sense of belonging.
Open Lines of Communication
Emphasize an open-door policy and encourage the new team member to reach out with any questions or concerns. Make sure they know who to contact for different types of support, whether it’s related to their role, team dynamics, or any other aspect of their work.
Team Introduction Meeting
Host a team meeting to formally introduce the new member. Provide an opportunity for team members to share a bit about themselves and offer a warm welcome. This can be done in person or virtually, depending on the team’s location.
Onboarding isn’t an instant fix. Check-in regularly with the new team member during the first few weeks. Ask for feedback on their onboarding experience, address any concerns promptly, and ensure they feel supported as they integrate into the team.
Best Welcome to the Team Messages for New Employees
There are a multitude of team messages you can create for a new team member. Ideally, whoever creates a warm welcome should have some insight into the person who is joining the team. That’s important, because they may not warm to every type of message style. Also, bear in mind that your new team member’s message, in this case, will be seen as coming from the whole team.
Personalizing a team message for a new team member is particularly important. That’s why we have suggested that you add the new team member’s name in your welcome message. Where relevant, add a department reference and or specific skills as well.
Welcome aboard! Your skills and talents are a fantastic addition to our [department] team. Get ready for an incredible journey with us!
Hey there, [Employee’s Name]! The team just got a whole lot better because you’re now a part of it. Buckle up for an exciting ride using your [skills]!
A warm welcome to our newest team member, [Employee’s Name]! Your arrival brings a breath of fresh air to the [team department]. Let’s create some amazing memories together.
We’re thrilled to have you with us, [Employee’s Name]! Your energy and enthusiasm are the perfect fit for our dynamic team. Welcome!
Welcome to the family, [Employee’s Name]! Your unique perspective and talents are exactly what we’ve been waiting for. Let’s achieve greatness together.
New team member alert! [Employee’s Name], we’re over the moon to have you join us and value your [skills] immensely. Get ready for a mix of hard work, fun times, and shared successes!
Welcome, [Employee’s Name]! We believe in the power of diverse talents, and you bring something truly special to our team. Here’s to a fantastic journey ahead!
Say hello to [Employee’s Name], our newest team star! Your skills shine bright, and we can’t wait to see the incredible impact you’ll make. Welcome aboard!
It’s not just a welcome; it’s a celebration! Thrilled to have you join us, [Employee’s Name]. Let’s make work feel like a second home together.
Welcome to the dream team, [Employee’s Name]! Your talents are the missing piece we’ve been searching for. Let the adventure begin!
[Employee’s Name], your journey with us starts now! Welcome to a team where your ideas matter, your talents shine, and success is a collective effort.
Drumroll, please! 🥁 Welcome [Employee’s Name] to the [department] team. Your presence adds a new layer of awesomeness. Let’s make every day amazing!
Lights, camera, action! Welcome, [Employee’s Name], to the star-studded cast of our team. Your role? Bringing brilliance and inspiration every day!
A big, warm welcome to [Employee’s Name]! Our team just leveled up with your arrival. Get ready for a ride filled with growth, challenges, and shared victories.
New team member alert: [Employee’s Name] has joined the crew! Your [skills] and personality are the perfect match for our fantastic team. Let the good times roll!
Welcome, [Employee’s Name]! Your journey with us is like a blank canvas, and we’re excited to paint it with success, collaboration, and loads of positivity.
Break out the confetti! 🎉 We’re thrilled to welcome [Employee’s Name] to the team. Your energy and expertise are the secret ingredients to our success.
Welcome aboard, [Employee’s Name]! The team is now complete with your arrival. Let’s write a story of success, growth, and lasting friendships together.
Step into the spotlight, [Employee’s Name]! Your talent and potential are the stars of our team. Welcome to an exciting chapter of your career.
The team just got an upgrade – welcome, [Employee’s Name]! Your skills are the key to unlocking new possibilities. Let’s achieve greatness side by side.
In May 2023, we held a webinar on personalized messaging. Experts from our Customer Success team shared some data, best practices, and key Broadcast features for optimal personalization. We’ve highlighted some important information, insightful comments, and thought-provoking questions from the webinar in our Webinar Recap.
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A warm and simple way to say welcome to the team is by using phrases like, “We’re thrilled to have you on board!” or “We’re excited to welcome you to our team!”
A good welcome message should be warm and inviting, setting a positive tone for your interaction or relationship with the recipient. It should also convey important information, such as your name or the purpose of the message while being concise and respectful of the recipient’s time.
Welcome messages for new team leaders will express excitement about the person being appointed to lead the team. The message might say, “We are delighted to have you lead our team. Your expertise and leadership skills are invaluable, and we look forward to achieving new heights under your guidance. Together, let’s create a collaborative and successful journey.”