Work Environment

Building connections with your new employee to make sure they have the best first week is an essential part of the onboarding process. The first week of work has the opportunity to make a great first impression. By taking the time to orient your new employee to their new work environment, you will make them feel welcomed and you can increase your new employee’s engagement and productivity. Depending on your employees work environment, consider the following: (Depending on your employee’s work environment, location and schedule.)

On-site/Hybrid (if applicable)

• On-site tour may include:
  
  • Assigned work area
  • Building map (meeting space, lactation room, first-aid stations, emergency exits, etc.)
  • Restrooms (include all-gender list for reference)
  • Kitchen area, break room, food storage, vending machines, refrigerator, coffee area
  • Storage or resource materials and supplies common areas
  • Office equipment
  • Mail boxes
  • Campus and US mail - explain mail services
  • Building access and security measures
• Issue keys (building, office, desk, files)
• Add new hire to team meetings and other team events (such as retreats)
• Explain campus transportation and parking options
• Explain office equipment use, including issue copy card or arrange for copying/printing access
• Explain telephone system and provide departmental phone etiquette
• Provide staff list / organization chart
• Office ergonomics:
  • Have employee sign up for the training and self-assessment, go to UCSC online ergonomics training
  • Allow employee time to set up work area utilizing the ergo self-assessment guide

Remote/Hybrid (if applicable)

• Add new hire to team meetings and other team events (such as retreats)
• Issue/manage office equipment
  • Inventory and ship campus-issued equipment, keep campus issued equipment secure, set up phone forwarding service, other remote office space needs (desk, chair, external camera), etc.
  • Explain telephone system and provide departmental phone etiquette
• Explain the reimbursement limitations
  • Travel and lodging reimbursements must be approved in advance and align with the UC Travel Policy
  • Personal cell phone charges may not be reimbursed. See the Guidelines for the Purchase and Use of Cellular Phones and Other Portable Electronic Resources
• Provide staff list / organization chart
• Office ergonomics:
  • Have employee sign up for the training and self-assessment, go to UCSC online ergonomics training
  • Allow employee time to set up work area utilizing the ergo self-assessment guide

Assure your new employee that their comfort and productivity are important. If they experience any discomfort, they should let their supervisor know right away.

Review department operations and practices

• Ordering equipment and supplies
• Confidential data management
• Signature authorities
• Review job-specific policies, procedures and compliance matters