The recruitment cycle

6. Onboarding

This section contains a sample checklist to refer to when going through the pre-boarding and on-boarding process. This is only a recommendation; it’s always worth asking your new employee what might help make their joining process easier and more accessible.

This has been adapted from Deloitte Insights: a new home at work,  an employer's guidebook to fostering inclusion for refugee employees.

Pre-boarding

1. Consider sending all the HR documents (an offer letter, admin documents etc.) in both, local and your employee’s native language.  A letter from the CEO or the manager welcoming them to the organisation helps create a warm reception.
2. When possible, inviting your new employee for an informal meeting with their future colleagues prior to starting their role can help them feel more at ease. It can also allow them to ask questions they may not have had a chance to ask before. If any of your existing staff members speak their native language, it might be a good idea to include them at this stage too. 

On-boarding

1. On their first day, if distributing any written materials, such as manuals, induction list, tasks, policies etc. consider sharing them in both local and native languages.
2. Introduce your new employee to their work buddy. This is a person that will help them find their feet during their first weeks. They will answer their questions, introduce them to colleagues, show around the premises and include in any social activities (such as shared lunch, sport activities outside office etc.)
3. As part of the induction process, consider delivering cultural training to help your employee understand the UK workplace culture. What might seem straightforward to you, might not occur to your new staff.

A sample checklist for businesses to help them prepare for a refugee employee joining their team:

• What is the English level of the new employee? Do I need to translate any materials in advance?  Some of the local support organisations (including specific migration teams within your local authority), might be able to help with translating short documents. They might also be able to organise a translator to attend the induction with your new employee. 
• Do any of your existing employees speak the language of your new recruit? If yes, consider asking them to become a ‘work buddy’. They would help with welcoming them to the team, showing around and supporting with translation (if required).
• To ensure refugee employee’s opportunities for growth, consider contacting the local ESOL (English for Speakers of Other Languages) providers (free of charge) and allowing time for learning
• If other employees speak the same language as the new recruit, consider asking them to wear a colour badge which will help identifying them when support with translation might be needed
• Think about opportunities for a team integration. Consider monthly lunches with different cuisines, lunch & learn: sharing interesting facts about your country. This can be broadened and include employees’ families (e.g., sport day one weekend)
• Make sure you’ve set-up regular check-in meetings to ensure the onboarding process is going smoothly
• Find out if there is anything else that could help with the induction process
• Check if they met everyone they wanted and help facilitate the introductions if needed
• Provide a list of contacts in the organisation who can answer different questions that might came up