Template: First-Day Agenda for a New Hire
A structured first-day agenda sets expectations and builds confidence. This template covers IT access, team introductions, workspace setup, employment contract review, and role overview—all essential to smooth onboarding in a Swiss SME context.
The first day shapes how a new hire perceives your company. A clear agenda reduces confusion, signals professionalism, and allows them to contribute meaningfully from day one. Use this template to guide your team through what matters most.
Tailor timings to your office size and location. Small teams may compress activities; distributed teams need extra lead time for equipment dispatch and video calls. Share this agenda with the new hire two days before their start date.
Pre-Arrival: Equipment & Access
Arrange IT access before they arrive. Coordinate with your IT support or external provider to ensure laptop, email, phone, and software licences are ready. Delayed access frustrates new hires and wastes their first hours.
Send the new hire the agenda, parking or public transport details, building entry instructions, and dress code (if any) one day before they start. Confirm your phone number and arrival point so they can reach you if delayed.
- Laptop (encrypted, VPN configured, office software installed)
- Email account and mobile number activated
- Cloud storage and project-management tool access
- Parking pass or GA Halbtax subsidy details (if applicable)
- Building key card or access code
- Welcome pack with employment contract, salary slip template, and company policies
Morning: Paperwork & Safety
Review the employment contract, confirm Pensum percentage, salary, and start date. Answer questions about social insurance deductions (AHV/IV/EI), Quellensteuer (if applicable), and 13. Monatslohn if your company offers it. This takes 20–30 minutes.
Cover workplace safety, emergency exits, and accident reporting. Provide handbook or intranet link covering hygiene, data protection, and confidentiality expectations. In regulated cantons, point to occupational health resources.
- Employment contract sign-off and copies exchanged
- Salary, benefits, and tax deductions explained
- Data protection and confidentiality policy review
- Emergency contacts and workplace safety briefing
- Holiday entitlement, notice periods, and day-off procedures
- Expense claim or timesheet process (if applicable)
Afternoon: Team & Role Clarity
Introduce the new hire to colleagues. Schedule short one-on-one chats with direct manager, team lead, and key collaborators. Fifteen minutes each is enough for names, roles, and informal welcome.
Walk through the role expectations, current projects, and immediate priorities for the first week. Set a check-in for day three or four to identify early blockers and adjust support. Close by confirming start time for day two.
- Tour of office, desks, kitchen, and facilities
- One-on-one time with direct manager (role overview, key wins, team dynamics)
- Brief introduction to three to four key colleagues across functions
- Walkthrough of current projects and first-week focus
- IT systems demonstration (email, calendar, intranet, timesheets)
- Confirm day-two start time and any day-one feedback they need
Frequently asked questions
- What if the new hire hasn't received their laptop by morning?
- Have a backup plan: borrow an unlocked device, arrange use of a shared workspace, or schedule their IT setup for the afternoon if delays occur. Communicate this proactively the day before; don't surprise them on arrival.
- Should I include GAV or sector-specific rules in the first-day agenda?
- Yes, if applicable. Many Swiss sectors follow collective labour agreements (GAV). Reference these in your handbook or contract review; confirm your industry's requirements with your cantonal employer association or legal counsel.
- How do I handle first-day paperwork if the contract is not yet signed?
- Both you and the new hire should sign the contract before day one. If unexpected delays occur, have them sign a dated confirmation of role, Pensum, and salary, then exchange fully executed contracts within two working days.
General information for Swiss employers, not legal advice. Have a lawyer confirm anything with legal consequences.