Handbook for New Arrivals
19 January 2009
Read by 1914 persons
Objectives
As its name suggests, the welcome booklet is a handbook for new arrivals to your company.
It is given to them on their first day and should provide them with useful and practical information about company life.
It is the new arrival's first aid guide: it should therefore allow them to find their way around the premises (maps), to cope with basic daily tasks (couriers, facilities management...).
It can also be a reference guide that is kept (procedures and administrative processes).
Contents
Although the content of the booklet varies from one company to another, here is a suggestion of topics to cover. You can see if they are suitable for your situation. Feel free to enrich this section with your own experience.
• On the very first page, concrete and useful information for daily use: first of all a short welcome message, then the company address, telephone number(s), fax number, email address, website, SIRET number, APE code, legal form, share capital, intra-community VAT number. Possibly access map from public transport (bus, metro, SNCF). Show public car parks. Direct line number of the new employee (information to be completed manually), temporary network access password, email address assigned to them. Possibly, intranet address where the new arrival can find more information (highlight useful sections to get started, such as the photo directory for example).
• A brief presentation of the company: be concise. Give a brief history of your company, possibly draw an organisational chart of the latter and a floor plan by activity sector as well as a brief presentation of each of them. Don't forget to clearly mention all the places useful to everyone: HR office, reprography room, printing room (if printers are shared on the network), general services, smoking room, cafeteria, canteen...;
• Working hours: even if these are supposed to be in the employment contract, a little reminder is necessary. Also specify the reception host's hours of presence;
• Internal regulations: its presence is particularly important if you have established special rules regarding the use of messaging, internet access and IT equipment;
• Access to premises: it is important to specify how to access the premises. Do you need a badge? Who should you contact if you lose it? At what time are the premises closed? What precautions should be taken if you work outside normal hours (entrance/exit to use, alarm...) Is there a car park? How to access it?
• Equipment provided: where is the fax machine? The photocopier? Possible access codes, short instructions for use (do you need to press "0" on the fax for the external line, list of pre-recorded numbers, who to call in case of breakdown...). Telephones: how to contact an internal correspondent, how to get an external line, list of main codes (check your voicemail, transfer a call, cancel a transfer, three-way conference...). Supplies: how and when to request special supplies, contact details of the person in charge... IT equipment: description of the software provided, contact details of the IT department. Meeting rooms and equipment: what rooms are available (location, capacity, equipment available inside)? Where to book them? Available projection equipment: where to find it? How to book it? Is it possible to arrange snacks for clients? If so, who to contact and how much in advance?
• Practical information: at what time is the mail distributed? Where to leave outgoing mail and until what time? How to request a courier? A Chronopost or a DHL? Order forms: where to find them? Who is authorised to sign? Information transmission process... Holiday/absence requests: where to find the forms. How RTTs work, any periods when the company is closed. Useful telephone numbers (taxis for example).
• Social benefits: health insurance (contact details, references to be indicated), canteen, meal vouchers (how they work, canteen hours, access map if the latter is located outside, average cost of a meal...), drink/confectionery vending machines (where are they located), Works Council (who to contact, if possible an example of their achievements).
Generally speaking, make sure you only mention permanent information to avoid having to update your document regularly.
Format
Preferably choose a small format, so that this document is easy to carry around. A4 maximum, A5 preferably. You can of course go through a traditional printer or wish to design it internally. If it is a simple first aid guide, make sure you don't exceed ten pages. On the other hand, if it is more of a procedure guide, you can safely increase the number of pages. In any case, opt for short sentences if you want to be read! Favour lists which make reading easier. The tone of your writing should also be adapted to your company's culture: if it is customary to use the informal "you" within your company, then also use the informal "you" in your welcome booklet, so as to immediately immerse the new arrival in the atmosphere of the company.
Posted on January 19, 2009
top-assistante.com
As its name suggests, the welcome booklet is a handbook for new arrivals to your company.
It is given to them on their first day and should provide them with useful and practical information about company life.
It is the new arrival's first aid guide: it should therefore allow them to find their way around the premises (maps), to cope with basic daily tasks (couriers, facilities management...).
It can also be a reference guide that is kept (procedures and administrative processes).
Contents
Although the content of the booklet varies from one company to another, here is a suggestion of topics to cover. You can see if they are suitable for your situation. Feel free to enrich this section with your own experience.
• On the very first page, concrete and useful information for daily use: first of all a short welcome message, then the company address, telephone number(s), fax number, email address, website, SIRET number, APE code, legal form, share capital, intra-community VAT number. Possibly access map from public transport (bus, metro, SNCF). Show public car parks. Direct line number of the new employee (information to be completed manually), temporary network access password, email address assigned to them. Possibly, intranet address where the new arrival can find more information (highlight useful sections to get started, such as the photo directory for example).
• A brief presentation of the company: be concise. Give a brief history of your company, possibly draw an organisational chart of the latter and a floor plan by activity sector as well as a brief presentation of each of them. Don't forget to clearly mention all the places useful to everyone: HR office, reprography room, printing room (if printers are shared on the network), general services, smoking room, cafeteria, canteen...;
• Working hours: even if these are supposed to be in the employment contract, a little reminder is necessary. Also specify the reception host's hours of presence;
• Internal regulations: its presence is particularly important if you have established special rules regarding the use of messaging, internet access and IT equipment;
• Access to premises: it is important to specify how to access the premises. Do you need a badge? Who should you contact if you lose it? At what time are the premises closed? What precautions should be taken if you work outside normal hours (entrance/exit to use, alarm...) Is there a car park? How to access it?
• Equipment provided: where is the fax machine? The photocopier? Possible access codes, short instructions for use (do you need to press "0" on the fax for the external line, list of pre-recorded numbers, who to call in case of breakdown...). Telephones: how to contact an internal correspondent, how to get an external line, list of main codes (check your voicemail, transfer a call, cancel a transfer, three-way conference...). Supplies: how and when to request special supplies, contact details of the person in charge... IT equipment: description of the software provided, contact details of the IT department. Meeting rooms and equipment: what rooms are available (location, capacity, equipment available inside)? Where to book them? Available projection equipment: where to find it? How to book it? Is it possible to arrange snacks for clients? If so, who to contact and how much in advance?
• Practical information: at what time is the mail distributed? Where to leave outgoing mail and until what time? How to request a courier? A Chronopost or a DHL? Order forms: where to find them? Who is authorised to sign? Information transmission process... Holiday/absence requests: where to find the forms. How RTTs work, any periods when the company is closed. Useful telephone numbers (taxis for example).
• Social benefits: health insurance (contact details, references to be indicated), canteen, meal vouchers (how they work, canteen hours, access map if the latter is located outside, average cost of a meal...), drink/confectionery vending machines (where are they located), Works Council (who to contact, if possible an example of their achievements).
Generally speaking, make sure you only mention permanent information to avoid having to update your document regularly.
Format
Preferably choose a small format, so that this document is easy to carry around. A4 maximum, A5 preferably. You can of course go through a traditional printer or wish to design it internally. If it is a simple first aid guide, make sure you don't exceed ten pages. On the other hand, if it is more of a procedure guide, you can safely increase the number of pages. In any case, opt for short sentences if you want to be read! Favour lists which make reading easier. The tone of your writing should also be adapted to your company's culture: if it is customary to use the informal "you" within your company, then also use the informal "you" in your welcome booklet, so as to immediately immerse the new arrival in the atmosphere of the company.
Posted on January 19, 2009
top-assistante.com
