Why it helps
A new starter's first week sets the tone. When it's rushed, they end up standing around, the paperwork gets forgotten, and the health and safety induction happens "next week". That's frustrating for them and risky for you.
AI can turn your rough ideas into a clear plan: what happens each day, who they shadow, when the safety induction happens and which forms need doing. It can also write a friendly one-page welcome pack, so they turn up on day one knowing where to park, what to wear and who to ask for.
The prompt
Copy it, swap the bits in [square brackets], and paste it into ChatGPT, Claude, Gemini or Copilot.
I run a [type of business] in [town], New Zealand. A new [role] starts on [day and date]. Help me plan their first week. About the job and the week: - Their hours: [days and times] - Who they'll shadow: [roles or first names] - Main things they need to learn: [list] - Safety basics for our workplace: [for example hazards, PPE, emergency exits, first aid kit, how to report an incident] - Practical details: [parking, what to wear, breaks, where to put their stuff] Please write: 1. A day-by-day plan for their first week. Include a health and safety induction on day one, who they shadow each day, and a quick check-in at the end of the week. 2. A paperwork checklist for me, including a signed written employment agreement, a tax code declaration (IR330), and KiwiSaver. Don't explain the rules for these, just list them so I can check the details on ird.govt.nz and employment.govt.nz. 3. A friendly one-page welcome pack for them. Use plain English and NZ English spelling. Only use the details I've given. Don't invent policies, pay rates, rules or legal requirements.
Then keep chatting
Make the welcome pack shorter and more casual, like a text message.
Add a simple checklist they can tick off as they learn each task.
Write a few questions to ask at the end-of-week check-in.
Turn day one into a timed schedule from 8am.
Step by step
- Jot down the basics: their hours, who they'll work with, what they need to learn and the safety points for your workplace.
- Copy the prompt, fill in the [square brackets] and run it. Use roles or first names, not personal details.
- Read the plan and make sure the safety induction really happens on day one, before they start any risky task.
- Check the paperwork list against ird.govt.nz (tax code and KiwiSaver) and employment.govt.nz (employment agreements). Have the written agreement sorted before they start.
- Send the welcome pack a few days before they start, and put the plan where the people they're shadowing can see it.
Worked example
Example details are made up. Your results will vary, so always read and check before you use them.
Watch out for
- Employment agreements must be in writing in NZ. Check the requirements and use the templates at employment.govt.nz, and sort it before they start.
- Tax and KiwiSaver: the IR330 and KiwiSaver steps have rules and timings. Check them at ird.govt.nz rather than relying on AI.
- Health and safety: under the Health and Safety at Work Act 2015 you need to make sure workers are trained and supervised for the risks of the job. AI only knows the hazards you tell it about. Check worksafe.govt.nz and your own H&S system.
- Privacy: don't paste the new starter's IRD number, bank details, address, date of birth or health information into AI. Keep those on the forms, stored securely, as the Privacy Act 2020 expects.
Go further
Save the plan as a template and update it each time you hire. Pair it with your staff checklists so the new person has something to follow when you're not there, and add their shifts to the weekly roster.
