Dealing with New Hires

After the submission of agreement of employment by the new hire and the subsequent employer agreement, the first day an employee starts work can be exciting and hectic for both the new employee and the employer.  There are generally two ways you can go about getting the legalities over with.  You can do it first or last on your employees first day.  Some prefer to do it last.

Greet your new employee and set the tone for your relationship.  Be friendly, but perhaps not too friendly.  Show your new employee to their desk or work space.  If feasible, invite your employee to personalize their desk or space according to company policy.  You should also introduce your new employee around.  Point out the people who may be able to give them some assistance and introduce them to all of their fellow co-workers. 

Have lunch with the employee or have another trusted employee lunch with them.  This gives them a sense of camaraderie with the staff.  Answer any questions they may have but this may also be a time to let them talk about themselves.

Give your new employee business cards or get them ordered and then show your new employee the work safety posters and any other material they may need to see such as the minimum wage chart, etc.  Also show them designated areas such as smoking areas or outdoor picnic tables.  Throughout the day, ask if there are any questions.  Many times this can all be overwhelming to the new employee. Assure them they can ask questions any time.

Then bring on the paperwork.  The new employee will need to fill out all tax documentation necessary and you will need a copy of their Social Security card and their I.D.   They will need a form I-9 and also a W-4.  Make sure all information is filled in completely.  You will also need to remember to fill out a new hire form. All employers, regardless of size, must complete and submit a New Hire Reporting Form to a designated state agency. Each state has its own version of the form, which is usually available online; begin a search with your state's name and "new hire reporting.

This will become routine with the more employees you hire but if you are just starting out and have not hired anyone before or only one or two people, going through the checklist helps.  This is especially true about filling out the necessary government forms.

After all of the legalities are taken care of, ask again if there are any questions and help the new worker feel at ease.  Explain the policies, give them an employee handbook if there is one and generally cover what is in the handbook.  Some employers have the new employee sign a paper stating they have received an employee handbook.  Often this can avoid future problems if the employee claims they never got one.  The next few days are sure to be filled with questions and settling in.  This is natural and you will learn to take it all in stride.

Contact one of our experienced employment attorneys in your area today!