New Hire Onboarding & Setup

Your company email account is one of your primary communication tools, and likely, primary for customer-facing teams. This guide will walk you through accessing and setting up your email account, ensuring you stay connected with your team, company communications, and external customers/partners.

 

Accessing Your Email Account for the First Time

Instructions on Logging Into Your Email Account To access your email for the first time, go to the company's email login page and enter the credentials provided by HR. You will be prompted to change your password upon the first login. Remember to create a strong, unique password.

Information on Resetting Your Initial Password Upon first login, you will be prompted to reset your initial password. Choose a strong password that includes a combination of letters, numbers, and symbols. Avoid using easily guessable information like your name or birthdate.

Configuring Email Settings

Customizing Settings Such as Signature, Out-of-Office Replies, and Email Forwarding In your email settings, you can create a personalized email signature that includes your contact information and professional title. Set up out-of-office replies for when you are not available, and if necessary, configure email forwarding to another account for convenience.

Tips for Organizing Your Inbox with Folders and Rules To keep your inbox organized, create folders for different types of emails such as 'Projects,' 'HR,' and 'Personal.' Use rules to automatically move emails to these folders based on criteria like the sender or subject line. Regularly review and clean up your inbox to maintain efficiency.

Email Security and Best Practices

Understanding the Importance of Email Security Email security is crucial in protecting sensitive company information. Be vigilant about phishing attempts and suspicious links. Avoid sharing sensitive information over email unless it's encrypted or secured.

Best Practices for Managing and Protecting Your Company Email Use strong, unique passwords and change them regularly. Be cautious with email attachments and links, especially from unknown senders. Always verify the authenticity of requests for sensitive information.

Troubleshooting Common Email Issues

Common Email Issues and How to Resolve Them Common issues include inability to send or receive emails, slow email loading, and problems with attachments. Most of these can be resolved by checking your internet connection, ensuring your email client is updated, or restarting your computer.

When and How to Contact IT Support for Email-Related Problems If you're unable to resolve an issue, contact IT support. Provide a clear description of the problem, any error messages, and steps already taken to try to resolve the issue. IT support can be reached through the IT portal or via email at it@[companyname].com.

 

Feedback and Support: If you encounter any issues or have questions about your company email account, please reach out to our IT Support Team at IT@[companyname].com. We welcome your feedback to enhance our email setup guide.

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Maximizing the Use of Our Digital Resources

As part of our team, you have access to various internal systems and portals that are integral to your daily operations. This guide is designed to help you understand and effectively navigate these resources.

Overview of Internal Systems and Portals

We provide various internal systems and portals to facilitate your work. These include the company intranet for internal communications, project management tools for collaboration, and HR platforms for personnel management. Each system is designed to streamline specific aspects of your work and enhance productivity.

The intranet is your go-to source for company news, policies, and employee resources. Project management tools enable efficient collaboration on tasks and projects, while the HR help center allows easy access to HR information, benefits, and leave requests.

Logging In and User Authentication

The best way to log into each system is by starting from Okta, selecting the respective tile, and entering your credentials. First-time users may need to set up their account with a secure password and additional authentication methods. 

For added security, multi-factor authentication (MFA) will be be required. This involves verifying your identity using a second factor like a mobile app or a security token via Duo, ensuring that access to these systems is secure and protected.

Navigating and Customizing Your User Experience

Tips on Customizing and Optimizing the User Interface for Efficiency Customize the user interface of each system according to your preferences and role requirements. This might include setting up quick access to frequently used tools, creating custom dashboards, or adjusting notification settings to reduce distractions.

How to Access Frequently Used Tools and Resources Quickly Bookmark essential tools and resources in your browser for quick access. Utilize in-built search functionalities within each system to find information swiftly. Organize your dashboard to display the most relevant data and tools front and center.

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Collaborating Using Internal Tools

Best Practices for Collaborating with Team Members Using Internal Systems Use collaboration tools like chat, video conferencing, and shared documents to work effectively with team members, regardless of location. Regularly update project statuses and share resources to keep everyone in the loop.

 

Feedback and Support: For any additional guidance or to report issues with our internal systems and portals, please contact us at IT @[companyname].com or submit a ticket form. We value your input and suggestions for improving our digital resources

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Setting Up Your Home or Office Workspace

Selecting Your Workspace

For Remote Employees: Choosing a Quiet, Well-lit Area in Your Home Selecting the right spot in your home is key for productivity. Choose a quiet area to minimize distractions. Ensure it's well-lit, either by natural light or good artificial lighting, to reduce eye strain. Your workspace should be dedicated to work tasks, helping you to mentally switch into work mode and maintain a work-life balance.

For In-Office Employees: Familiarize Yourself with Your Assigned Desk Space For those working in the office, take some time to get acquainted with your assigned desk space. Check the accessibility of power outlets, internet ports, and proximity to other resources like printers or meeting rooms. Make sure you're comfortable with the location and layout of your desk in relation to the rest of the office.

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Ergonomic Setup for Your Desk

Adjusting Your Chair, Desk, and Computer Monitor to Maintain Good Posture Your chair should support your spinal curves, with your feet resting flat on the floor. Adjust your desk and computer monitor height so that the top of the screen is at or slightly below eye level. This helps prevent neck and back strain. Your keyboard and mouse should be within easy reach, allowing your wrists to be in a relaxed position.

Tips on Reducing Strain and Fatigue During Work Hours To reduce strain, take short breaks every hour. Use this time to stretch or walk around. Adjust the lighting to avoid glare on the computer screen. Practice eye exercises like the 20-20-20 rule: every 20 minutes, look at something 20 feet away for 20 seconds.

Essential Equipment and Supplies

List of Necessary Equipment for Your Workstation Your workstation should be equipped with a computer (laptop or desktop), a keyboard, a mouse, and possibly additional peripherals such as a headset for virtual meetings, a webcam, and a second monitor, depending on your role. Ensure you have a stable internet connection for seamless work.

How to Request Additional Supplies Through the IT Portal Should you require additional supplies or equipment, submit a request through the IT service catalog or submit a request. 

Setting Up Your Computer and Network Access

Step-by-Step Guide on Setting Up Your Computer and Connecting to the Company Network To set up your computer, plug in all necessary cables and power it on. Follow the on-screen instructions to connect to the company network. This may involve entering a password or installing specific software. For Wi-Fi connections, select the company's network from the list of available networks and enter the required credentials.

Information on VPN Access for Remote Employees For remote employees, VPN access is essential for secure connections to the company network. Download the VPN client from the IT portal, install it, and log in with your company credentials. This will give you access to internal systems and resources as if you were in the office.

 

Feedback and Support: For further assistance or to provide feedback on your workstation setup, please contact IT at ITworkstation@[companyname].com. Your feedback helps us improve our setup process and support

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