• Business Cards Review: Verify the information for their business cards, including:
  • Name, position, department, work email, phone, and address.
• Order Materials: Request their nameplate, business cards, and name badge.

Introduce key department processes, topics, and resources:

• Mission, vision, strategic plans, and goals.
  • Explain how their work aligns and contributes to their achievement at the department and university levels.
• Office meeting expectations.
• Performance review process.
• Available rewards and recognition opportunities (department, university, or career field-specific).
• Department organizational chart and directory.
• Insights from the What Makes Our Department Unique? form.
• Procedures for:
  • Requesting supplies.
  • Using printers, copiers, and fax machines.
  • Submitting travel/mileage reimbursements.
• Policies on breaks, lunches, vacation, sick leave, and overtime/comp time (if applicable).
• Department security guidelines and after-hours/weekend office access.
• Timesheet submission process and pay schedule.

• Advise new team members on essential job-specific procedures and processes.
• Arrange shadowing opportunities with a co-worker or their Orientation Partner.
• Identify relevant job knowledge and skill development resources:
  • Courses, videos, standard operating procedures, guides, and tools.

Communication

• Introduce department/team communication tools:
  • Outlook calendars, email lists/groups, Teams groups, and shared inboxes.
• Review both formal and informal communication methods.
• Schedule recurring meetings, such as:
  • Weekly one-on-ones, six-month reviews, annual reviews, and other key events.

For the first meeting, consider the following topics:

• Job expectations and preferred communication styles.
• Department culture and norms.
• Systems and program access status.
• How their role supports OU’s mission, vision, and strategic goals.
• Upcoming department/team meetings and send calendar invitations as needed.

At the end of the first week, meet with new team members to review their experience. Use the Sample First Week One-on-One Questions as a guide to gather feedback and address any concerns.