The Day One Welcome Formula (+ PDF)
It’s here. Day One.
You’ve prepped. You’ve planned. And now your new hire is logging in (or walking in) for their very first day.
This moment matters more than most managers realize.
Because here’s the thing: first impressions don’t get a do-over. And how this new person feels on Day One will shape how they see their team, their role, and you for weeks to come.
Whether they’re onsite or remote, your goal is simple: make them feel welcome, connected, and settled. Let’s talk about how to do that without overcomplicating it.
Don’t Skip the Prep: 3 Tools That Set You Both Up for Success
Before we even get into the Day One magic, let’s back up and make sure you’ve got these three documents printed and ready:
Training Overview – Start capturing what your hire needs to be trained on. This helps you stop winging it and start guiding.
Role Vision + Expectations Worksheet – Your chance to put your expectations on paper. Think of this as their landing lights. The more clarity you provide, the smoother their descent.
User Guide – A short, thoughtful questionnaire that helps you learn how this person likes to work. Use it as a conversation starter. Better yet, have the whole team fill one out and swap insights.
What Makes a Great Day One? It’s Not Rocket Science
Managers sometimes stress about creating the “perfect” first day.
You don’t need balloons and branded hoodies (unless that’s your thing). What you do need is intention.
Here’s the 3-part framework I teach managers:
1. Help Them Feel Welcome
This is the top priority. You want that new hire to feel like they made the right choice. That they’re seen. Expected. Appreciated.
A welcome email works. A sticky note on their desk. A short Loom video from the team. Even a goofy welcome GIF in Slack. These small gestures say, You matter.
One of my favorites? Delivering a small welcome package—with snacks, a notebook, or a gift card for coffee. Nothing fancy. Just thoughtful.
2. Help Them Feel Connected
Especially if they’re remote, connection takes planning.
A virtual coffee chat. A casual team lunch (delivered to their door if needed). An all-team Zoom intro. The goal here is to bridge the emotional distance.
Give their coworkers a heads-up. Encourage hallway hellos or Slack shoutouts. Little things build big belonging.
3. Help Them Feel Settled
First days are overwhelming. You can help by grounding them in clarity.
Walk them through the key basics sheet—who they’ll work with, important meetings, client names. Then review the role expectations doc—daily schedule, communication norms, what “good” looks like in this role.
These tools aren’t just for them—they’ll make your job easier when it’s time to give feedback or redirect.
Simple, Human, Repeatable
Day One doesn’t need to be flashy. But it does need to feel intentional.
So pause and ask:
What will help this person feel welcome today?
What will make them feel connected today?
What will help them feel settled today?
If you can answer those three questions—you’ve already won Day One.
WHAT THIS MEANS FOR HR MANAGERS
You’re not just coordinating logistics—you’re teaching managers how to be better leaders from moment one.
That’s the real work of great onboarding.
When you equip managers with tools like the User Guide and Expectations Worksheet, you’re not just giving them a checklist. You’re giving them language—language for feedback, clarity, and connection.
Remind your managers: They don’t have to plan a Broadway show. They just need to be present, prepared, and a little more personal.
If every new hire walked away from Day One saying, “This feels like the right place for me,” imagine what that could do for your culture.
WANT MORE STRATEGIES LIKE THIS?
Contact me about my course Better Onboarding for Managers—a practical, manager-friendly guide to giving new hires the start they deserve.
Because great onboarding isn’t just a checklist—it’s leadership.
About The Author
For the past two decades, Cecilia Gorman has helped advertising agencies and other creatively-minded companies fix costly communication and productivity issues by teaching managers how to become better connectors, motivators, and leaders.
Cecilia is the author of Always Believe In Better, creator of the digital learning course for managers—Manager Boot Camp, and co-founder of the global training and support community for working women—Empowership.
Interested in growing your skills as a manager? Check out how Manager Boot Camp might help.
