Key Takeaways:
Don’t Wait. Get new hires integrated into group texts, call queues, and ring groups on the first day. Being in the loop means being part of the team faster.
Use a checklist. Consistency keeps onboarding smooth and nothing slips through the cracks, while making the process something you don’t have to think about every time.
Ensure full access to tools. Set aside a little time in advance. Phones, texting, voicemail, and integrations should all be ready so new hires can communicate effectively from day one.
Take it from this Reddit thread, employee onboarding as an SMB is a hard business with tough critics. But it’s really all about simplifying processes in a way that makes it straightforward to hit repeat. The one thing that can be easy to overlook? Communication.
Once you’re through the HR basics—paperwork, benefits, security, training, and more—it can be easy to miss the communication onboarding that gets your new team member collaborating. This key component is essential to avoid frustrated employees, missed messages, and a lot of awkward, delayed, and annoying “who do I call again?” moments.
Whether you’re staffing up for the holidays or bringing on year-round talent, here’s how to make sure your team hits the ground talking (literally).
Communication Onboarding Checklist
Give Them the Right Tools, Fast
Desk phone, softphone, mobile app. Walk them through their options and let them pick which tools will work best for them. VirtualPBX knows that comfort is the key to faster productivity.
Plug Them Into the Right Teams
Add them to the right ring groups or Contact Center queues quickly to avoid call hiccups and get them into the loop.
Emergency Location (e911)
Often overlooked, this communication onboarding step is critical. Remote employees need emergency services to actually find them. Establishing an e911 location for every new hire from day one keeps your team members safe.
DID vs. Extension
Does your team member need a full phone number, just an internal extension, or both? Set it now, avoid the “oops” later, and give them the flexibility the need to go all in for your business.
Voicemail to Email
It’s true. Voicemails are often left unchecked. Avoid the hassle, and keep your team from dropping balls by forwarding them to email so nothing gets missed.
Texting Access
1:1 texting, group texts, customer-facing, even marketing—make sure your new hire can ping the team and your customers without fumbling.
Basic System Training
Be sure to walk through communication system basics during onboarding. From transfers and parking calls, to CRM integrations, it’s important not to assume they’ll just figure it out.
Integrations & Automations
Does your company have systems in place for automatically transferring information? Be sure every new employee understands the integrations and automations set up to help them succeed.
Support & Escalation Guidance
Onboarding can be pretty overwhelming. It’s a lot to remember. Give them a lifeline. Who to call, what to do, and where to go when they need help fast.
Why It Matters
Communication onboarding isn’t boring admin. It’s the first step to making new hires feel capable, confident, and part of the team. Nail this, and you’re not just onboarding employees, you’re giving them the tools to actually do their jobs without headaches.
Toss this checklist into every orientation packet. Offer a PDF version for managers. It’s a tiny effort that pays off in less confusion, fewer “wait, who do I call?” moments, and a smoother start for everyone.
