Purpose
This SOP outlines the steps for line managers to organise a welcome lunch for a new team member. The goal is to facilitate social integration, build team cohesion, and provide a warm welcome to the new hire.
Responsibilities
- Line Manager: Organises the lunch, ensures team participation, and oversees the welcome process.
- Team Members: Participate in the lunch to welcome and interact with the new team member.
- New Team Member: Attends the lunch to meet and interact with their new colleagues.
Procedure
1. Planning the Lunch
1.1. Selecting a Date and Time
- Choose a date within the first two weeks of the new team member’s start date.
- Select a time that is convenient for the majority of the team, typically around noon.
1.2. Choosing a Venue
- Select a venue that is easily accessible for all team members.
- Consider the new team member’s preferences or dietary restrictions.
- Options can include a nearby restaurant, or getting takeaway.
1.3. Budget Approval
- Determine the budget for the lunch.
2. Inviting Team Members
2.1. Sending Invitations
- Send a calendar invite to all team members, including the new team member, with the details of the lunch (date, time, location).
- Include a brief note about the purpose of the lunch and encourage participation.
2.2. RSVP Management
- Track RSVPs to ensure adequate seating and accommodations at the venue.
- Follow up with team members who have not responded.
3. Preparation for the Lunch
3.1. Coordination with the Venue
- Confirm the reservation with the venue (if applicable), including the number of attendees and any special requirements (e.g., dietary restrictions).
3.2. Communication
- Send a reminder to the team the day before the lunch, reiterating the details and encouraging a welcoming atmosphere.
4. During the Lunch
4.1. Welcoming the Team Member
- Ensure that the new team member feels welcomed and included from the start.
- Introduce the new team member to each team member, highlighting their roles and how they will interact.
4.2. Facilitating Conversations
- Encourage team members to share their experiences and offer advice to the new team member.
- Ensure that the conversation remains inclusive and that everyone has an opportunity to speak.
4.3. Creating a Positive Atmosphere
- Foster a friendly and relaxed environment.
- Avoid discussing sensitive or controversial topics.