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How to Hold a Spotless First Video Call with a New Team Member

Adding a new member to your team can be a challenging experience for everyone involved, as it can and will directly affect the way every member of the team works. The best thing you can do is to work on incorporating these new employees into the team seamlessly so they are able to start working alongside others immediately. 

The first video call you hold with your new team member can be a tricky one and you should remember that the person you will be talking to is probably going to be just as nervous as you are about it. In order to help you make this first contact with your new employee easier, here are some of the best tips for a spotless first video call with your new team member.

1. Decide who will participate in the call

The very first thing you need to do in order to hold the video call is to decide who will be present in it. If this is your first time meeting with this new employee, it might be a good idea for it to be private between the two of you, so they do not feel the pressure of having to meet other people on their "first day".

On the other hand, if your team is made up solely on remote workers, it might be a good idea to incorporate others into the video call, as you might not have many chances of scheduling a meeting with everyone, especially if they live in different parts of the world, under different time-zones.
The most important thing is to let your new employee know in advance, so they are prepared about the whole situation.

2. Get to know your new employee

A good way to start the video call is to ask your new member a few more personal questions about themselves and their career, such as their aspirations and goals and also their expectations in regards to the job. These might have been asked during their interview, but you can use them as an ice-breaker and help them feel more comfortable, since they will be talking about something they are passionate about.

By asking them about their personal interests, you might also be able to keep track of other tasks they might be interested in helping with in the future. "The better you know your employees, their capabilities and their interests, the better your team will be able to perform as a whole, since everyone will be happy with the position they are in", advises Dorian Martin, Social Media Manager for WowGrade.

3. Give them a briefing on their responsibilities

After you have become more comfortable with talking to one another, it is a good time for you to give them a briefing of their responsibilities and the tasks they will need to perform as part of their position. Emphasizing on the importance of their tasks for the progress of the entire team is essential and will help them feel more included in the new environment.

At this point, it might also be good idea to let them know about your expectations from them. You should make sure to explain to them around how much time you expect them to need to learn and get used to their new responsibilities without pressuring them, so they can know more or less what they need to expect in regards to their training period and the transition to their actual responsibilities.

4. Explain how the team stays in contact

Whether you are dealing with a solely remote team or you just have a few remote team members, it is only normal that your team uses a certain app or tool in order to stay in contact with one another. While emails might be useful, they do not always allow for the direct contact the remote members need when facing an issue and this can create problems for your team as a whole.

"When holding your first meeting with a new team member, it is a good opportunity to include them in the platforms you use for communicating with the rest of the team and explain to them their main functions. You can even assign them to one of the older team members in order for them to be able to ask questions whenever you are not available", advises Melanie Sovann, Content Manager for Studicus.

5. Be approachable and open to questions

While this might go without saying, a successful first video call with your new team member will greatly depend on your attitude towards them. It is up to you to be approachable and friendly, so they feel comfortable and accepted into the team immediately. It is normal to expect them to be reserved with their words or actions since you are of higher authority than them. 

Therefore, it is a good idea for you to urge them to ask questions and to be helpful so they have a good impression of you. This will ensure their respect towards you and will help them feel less awkward about asking simple questions and speaking their mind in the future.

6. Stay within your time limit

Last but not least, another thing you need to consider in order for the video call to be a success is the time limit you will set for it. If your video call is going to continue with some training and a more specific introduction to their work obligations by you or another team member, you need to make sure that the call lasts long enough to answer basic questions before moving on to more complicated aspects.

This is something you should inform your new team member about in advance, as they will be caught off guard if you let them know they will need to be free for a couple hours at the last minute. This way they will be more prepared about the whole process and they will be able to start getting used to the way you hold meetings for your team in the future.

Welcome your new member on board

The man purpose of this first video call with your new team member is for you to introduce them to their basic responsibilities and potentially to the rest of the team. This is exactly why you need to make sure that you have informed them about the length of the call in advance, so they are able to prepare questions and worry less about the length of the whole process.

Your first contact with your new team member can play an important role in your working relationship with them in the future, so you should make sure to make it as pleasant as possible, without leaving out essential aspects of the job they just accepted. 

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Tuesday, 11 August 2020
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