Employee Onboarding Kits: A Comprehensive Guide
Employee onboarding is crucial for organizations, as it greatly influences retention rates.
In today's changing workplace, where first impressions matter more than ever, companies are focusing on welcoming new talent with care and showing commitment to their well-being and growth.
One innovative approach gaining popularity is the use of welcome kits. These kits not only introduce new hires to company culture but also provide practical tools to help them settle in smoothly.
This article explores why welcome kits are important, how to get creative with them, and what elements make them effective in ensuring a positive onboarding experience.
What Is an Employee Onboarding Kit?
An employee onboarding kit serves as the ultimate welcome gesture for new hires. It's akin to a care package a college freshman receives from home, but instead of homemade cookies and motivational posters, it includes essential items like important documents, company policies, and contact information to ensure new hires are ready to start their roles smoothly.
From company swag like t-shirts and mugs to practical stuff like employee handbooks and login information, an onboarding kit is the ultimate "Welcome to the team!" gift. It's also a great way to create a sense of belonging and to make sure your new hire has all the resources they need to succeed.
The idea behind an onboarding kit is to make the transition to a new job as smooth and stress-free as possible. Having a well-put-together onboarding kit sends a message to new hires that they are valued and that their company is invested in their success.
The important part is that the kit is tailored to your company and role to best help new employees have a successful onboarding experience.
Why Your Company Should Have Employee Onboarding Kits
When it comes to onboarding new employees, it's important to make sure they feel welcomed and prepared for their new role. How does an employee onboarding kit do that?
Let’s break it down.
1. Creating a Positive First Impression
An onboarding kit shapes the initial impression of company culture. It should be friendly, casual, and reflect the company's personality, including a mission statement, an events list, and company swag. An overview of team members helps newcomers feel connected.
2. Personalized Welcome Experience
It's like a "new employee survival kit," containing essentials like a custom notebook and snacks. Personalized touches, such as a company mug or keychain, make newcomers feel valued and part of the team. Team-building activities foster camaraderie.
3. Efficiency Boost
Onboarding kits streamline HR processes, consolidating paperwork, policies, and training materials. Customizable to fit company needs, they ease the transition for newcomers, setting them up for success.
4. Brand Building
Kits inform newcomers about the company's values, mission, and culture through engaging materials and interactive activities. Branded swag, like t-shirts, reinforces brand awareness, making employees advocates for the brand even off-the-clock.
What You Should Include in an Employee Onboarding Kit
Let’s skip through the usual notebooks, pens, shirts, bags, and other office supplies that are typically provided to help employees’ productivity. Instead, let’s take a look at some of the extras that you can add to your onboarding kit for some additional pizazz and personalization.
1. Company Information
An employee onboarding kit should be more than just a bag of swag and a warm welcome letter. It should also include important information about the company that will help new hires understand the organization they're joining.
So, what kind of information should be included? Here are a few must-haves:
- Company history - Give new hires a brief history of the company, including when it was founded and how it has evolved over the years. This will help them understand the company's roots and give them a sense of its journey so far.
- Company mission and values - Make sure new hires know the company's mission and values. This will give them a sense of the company's purpose and what's important to the organization. Compared to other forms of advertising, corporate swag is relatively inexpensive, making it a cost-effective way to reach a large number of people.
- Organizational chart - A visual representation of the company's hierarchy can be a helpful tool for new hires. It gives them a clear idea of who reports to whom and how the different departments work together.
- Employee benefits - Make sure new hires know what kind of benefits they're eligible for, such as health insurance, employee perks, paid time off, and vacation time. This will help them plan for the future and feel taken care of by the company.
- Company culture - It's important that new hires understand the company culture and what it's like to work at the organization. Include information on things like dress code, office hours, and remote work policies.
- Contact information - Include a list of key contacts, such as HR, their supervisor, and other department heads. This will make it easy for new hires to reach out if they need help or have questions.
2. Personalized Branded Swag
When it comes to employee onboarding kits, one of the best things you can include is some awesome, branded, and personalized swag.
Now, we’re not talking about your standard company t-shirt or coffee mug (although those are always a hit). We’re talking about thinking outside the box and coming up with some truly unique items that will make your new hires feel like VIPs.
For example, how about a customized notebook or planner with their name on it? They'll be able to keep all their notes and to-do lists in one place, and they'll be reminded of their awesome new job every time they use it.
Or a branded power bank. It will be very helpful for new hires when they are working outside the office, they'll be able to keep their phone or laptop charged, and they'll think of your company as they do it.
You can also think about including a branded tote bag or backpack for them to take to work. This way, they'll be able to show off their new job to everyone they meet and have a functional bag to carry their work essentials.
And for some extra credit, if you really want to wow your new hires, consider gifting them a personalized gift card to a local restaurant or coffee shop. They'll be able to treat themselves to a nice meal or coffee on you, and they'll appreciate the gesture.
When it comes to including swag in an employee onboarding kit, don't be afraid to get creative. Personalized and branded items will make your new hires feel special and valued, and they'll be excited to show off their new swag to their friends and family.
3. Unique Items
When it comes to creating an employee onboarding kit, it's easy to stick with the basics: a welcome letter, a company handbook, and some office supplies.
But if you really want to make a lasting impression on new hires, it's important to think outside the box and include some one-of-a-kind finds.
For example, instead of just giving new hires a plain old company t-shirt, why not include a custom-designed, limited-edition shirt that only new hires will receive? This will make them feel special and exclusive, and they'll be excited to wear their new shirt around the office and show it off to their new coworkers.
Another idea could be to include a locally-made, handcrafted item that represents the company's culture or values. This could be anything from a piece of jewelry to a piece of artwork, and it will show new hires that your company is invested in supporting local businesses.
You can also think about including a gift card or a local guide for your area with recommendations for good places to eat, drink, and explore, showing that your company cares about the well-being of your employees.
Including unique items in an employee onboarding kit will show new hires that your company is unique and stands for more than itself.
4. Fun and Pizazz
When it comes to onboarding new employees, it's easy to get caught up in the nitty-gritty details of HR paperwork and company policies. But let's face it, that stuff can be pretty dry and boring.
That's why it's important to include some fun and pizazz in your employee onboarding kit to help break the ice and make the whole process a little more enjoyable for your new hires.
First things first, ditch the bland orientation packets and opt for something a little more visually appealing. A custom-designed welcome packet complete with company colors, logo, and images of smiling employees will definitely make a better first impression.
Next, give your new hires a sneak peek into company culture by including fun items such as branded merchandise, or a gift card to the company café or local coffee shop. Not only will this make them feel like part of the team right off the bat, but it also gives them an opportunity to bond with their new colleagues over a cup of joe.
You could consider creating a branded welcome video featuring employee testimonials, or a virtual tour of the office. This would be a great way to give new hires a sense of the company culture and to make them feel like they're already part of the team before they even start.
And lastly, don't forget about the power of technology! Include a QR code in the onboarding kit that directs new hires to a custom onboarding app. This can be a great resource for them as they navigate their new role and it's a fun way for them to access important information, forms, and training materials.
Just remember, the key to a successful employee onboarding experience is to keep it engaging and interactive, so don’t be afraid to have some fun with it!
How To Create the Ultimate Employee Onboarding Kit
Here are the four steps that typically make up the onboarding kit creation process.
Step 1 – Set Your Goals and Organize Your Budget & Design Ideas
First things first, set your goals.
What do you want to achieve with this onboarding kit? Are you looking to increase employee retention? Improve their knowledge of company culture? Give them a smooth transition into their new role?
Whatever your goals are, make sure they are clear and specific so you can measure the success of your onboarding kit.
Next, organize your budget and design ideas. You don't have to break the bank to create a fantastic onboarding kit. Look for ways to save money, such as using digital resources instead of printing materials.
As for design, keep it simple and visually appealing. Your new employees will appreciate a well-designed kit that is easy to navigate and understand.
Here are a few examples of goals you can set when creating an employee onboarding kit:
- Within the first 90 days, increase employee retention by 15%
- Improve new employee knowledge of company culture by 25% within the first 60 days
- Reduce the time it takes for new employees to feel comfortable in their new role by 50%
With clear goals and a well-organized budget and design, your employee onboarding kit will be a success. Your new employees will feel welcomed and prepared to take on their new roles in no time.
Step 2 – Carefully Consider and Choose the Right Items
When creating an employee onboarding kit, it's important to choose the right items to include. You want to make sure that the items you choose are not only useful and informative but also fun and engaging. After all, who wants to go through a boring onboarding process?
We’ve already spoken about what needs to be included but here’s a quick summary anyway.
- All important and relevant information about the company and its culture.
- Branded and personalized swag.
- Unique, one-of-a-kind items.
- Fun and interesting, out-of-the-box items that add that extra flair.
When creating an employee onboarding kit, remember to choose the right items that will not only inform but also make the process of transitioning into the company more enjoyable. Remember it's all about making the new employees feel welcomed and valued.
Step 3 – Add That Personal Touch
Let's be real, a plain old binder with company policies and procedures can be a bit boring. That's why it's important to add a personal touch to your onboarding kit. A little bit of personality can go a long way in making your new hires feel valued and appreciated.
- A welcome letter from the CEO or a senior leader in the company, something that’s personal and heartfelt, expressing how excited the company is to have the new hire on board.
- Company swag, such as a t-shirt, a mug, or a notebook with the company logo. This will give new employees a sense of pride and belonging to the company.
- A "getting to know you" section. This can include things like an icebreaker activity or a questionnaire where new hires can share a bit about themselves, such as their favorite hobbies or the name of their first pet. This will help your new hires to feel more comfortable and encourage them to get to know their new colleagues.
An onboarding kit should be more than just a boring stack of papers. It’s an opportunity to make your new hires feel welcomed and valued, as well as a chance to showcase the unique character of your company. So, make sure to add a personal touch.
Step 4 – Shipping and Delivery
The last step in creating an employee onboarding kit is shipping and delivery. After all the planning, designing, and organizing, it's time to get these kits out to the new hires. But don't get too excited just yet, there are a few things to consider before you start packing and shipping.
First things first, make sure you have all the necessary shipping materials. You don't want your employee onboarding kit arriving at their doorstep in a sorry state, so invest in some good quality boxes, packing tape, and bubble wrap.
Also, make sure you have a good shipping company and tracking number, so you know when the kit arrives.
Finally, personalize the delivery. Send it directly to the new employee's address, and make sure it arrives before their first day of work. Nothing screams "we care" like an employee onboarding kit waiting for them on their first day at the office.
Top 3 customized employee onboarding kits
Given that customization is a major part of making onboarding kits work within an organization, here are 5 examples to show you how customization changes the impact of receiving them.
1. Onboarding Tech Kit
This kit gives new employees all the tools they need to work effectively in a technology-focused environment right from their first day. It shows that we're committed to providing what they need to do their job well.
It includes:
- A high-end laptop
- Premium earphones (Boat Airdopes 138 PRO)
- A strong power bank (Mi 20000 mAh Power Bank 3i)
- A laptop stand from Portronics
- Stickers for their laptop
Want to know what else you could add to a tech swag? Here’s an article for you: How To Wow Your Employees & Customers With Tech Swag Gifts
2. Wellness and Well-Being Kit
This kit is more than just a set of items; it's a dedicated approach to nurturing the overall well-being of each team member.
Every component is chosen with their physical and mental health in mind and gives them the tools to prioritize mindfulness and relaxation, supporting a balanced and thriving lifestyle.
This kit stands as a tangible representation of your company's commitment to their well-being, ensuring they have the resources to flourish both inside and outside the workplace.
It includes:
- Fitness tracker or wellness app subscription
- Reusable water bottle with the team logo
- Healthy snack assortment
- Yoga mat
- Team meditation subscription
3. Team Building and Collaboration Kit
This kit is a symbolic gesture of your dedication to fostering unity, shared values, and effective collaboration among team members.
It signifies a culture built on teamwork. With this kit, team members aren't just joining a team; they're becoming integral parts of a collaborative family.
It's an introduction to a journey of shared successes and mutual growth within the company.
It includes:
Benefits of Customized and Specified Onboarding Kits
Customized and specified onboarding kits offer a range of benefits for both employees and employers. Here are some key advantages.
- Personalization and engagement: Tailoring onboarding kits to specific roles or teams shows a personalized approach, fostering a sense of value and engagement among employees.
- Enhanced productivity: Role-specific kits provide employees with the necessary tools and resources to become fully productive in their new roles more quickly.
- Cultural alignment: Customized kits can include items reflecting the company's culture and values, helping newcomers align with the organization's mission.
- Boosted confidence: Knowing they have the right tools at their disposal, employees feel more confident and comfortable in their new roles, leading to quicker adaptation.
- Team cohesion: Team-oriented kits promote unity and collaboration, encouraging employees to work together cohesively and build strong professional relationships.
- Well-being support: Kits with wellness-related items support employees' physical and mental well-being, contributing to a healthier, more motivated workforce.
These benefits collectively contribute to a positive onboarding experience, setting the stage for a successful and fulfilling employee journey.
Leave All Your Onboarding Kit Concerns With Swageazy
If you’re a business looking for a quick, easy and transparent way to create an onboarding kit your new hires will love and appreciate, look no further than Swageazy.
With an array of products and pre-made onboarding kits to choose from, crafting the perfect onboarding kit has never been easier. And the best part? Every single item you choose can be customized to your unique needs and requirements.
From helping you pick out products to offering personalized design services with transparent pricing, we’ve got you covered. Reach out to us to see how we can help you streamline your onboarding needs!