1. Write down the role and the tasks the person will do in the first week.
2. Create their own accounts instead of sharing another person’s login.
3. Add them to the groups and folders that the role needs.
4. Set up two-step sign-in on their first day.
5. Test a real first task with their manager before they work alone.

In Microsoft 365 or Google Workspace

1. Create the person’s own account, assign a license, and add them to the groups for their role rather than to individual files.
2. Have them set up two-step sign-in during the first session, with someone there to help, and add a second method as a backup so a lost or replaced phone does not lock them out. In Google Workspace, printed backup codes can be that backup.

• New staff receive a copy of someone else’s access.
• Setting up a new person takes days.
• No one knows which accounts each role needs.
• The new person needs access to payments, payroll, or client records.

We help list the accounts each role needs, set up access by role, and prepare the device. We record who owns each account and what the new person received, so the next hire and the eventual departure are easier to handle. Where Microsoft 365 or Google Workspace is used, we check the license and the groups before their first day.

Should new staff use their own devices?

It depends on the work. If they handle client information or payments, a business-owned device is easier to secure and recover. If personal devices are allowed, agree on basic rules such as a screen lock and updates. Little Fight NYC sets simple device rules for small teams on Mac, Windows, and iPhone.

What belongs on a first-day checklist?

Their accounts, two-step sign-in, email signature, shared folders, printer, phone or messaging setup, and a short note on how to report a problem. Little Fight NYC can build one for your team.