How to Train New Starters on Office Equipment and Document Systems (Without Making It Overwhelming)

Welcoming someone new to your team isn’t just about a smile and a handshake. It’s about making sure they don’t feel like they’ve been dropped into a filing cabinet full of passwords, printer errors, and folder structures that make no sense.

If you’re in charge of onboarding in a UK office – whether you’re an Office Manager, team lead, or the unofficial go-to for “how do I get this thing to print?” questions – this one’s for you.

Here’s how to train new starters on all the practical stuff they really need to know – from where to make a cup of tea to how to confidently handle sensitive client data. All without frying their brain in the first 48 hours.

Start Simple: The First Few Days

No one wants to be bombarded with acronyms, logins, and “how-to” guides five minutes after they’ve been shown to their desk. So ease them in.

📦 Give Them a Welcome Pack That’s Actually Useful

Think of this as their starter survival kit. It should include:

• A basic office map (where the kitchen, loos, meeting rooms and fire exits are)
• Key contacts (IT support, HR, Office Manager, Line Manager – not just a list of names but who to call for what)
• Login details, initial passwords, and a quick guide to the office Wi-Fi
• Fire evacuation plan and first aid info
• A short “need-to-know” list for day one (like how to book a meeting room or who keeps the biscuit tin stocked)

🪑 Show Them Their Space

Yes, it sounds obvious. But guiding someone through their actual workstation sets the tone.

• How to adjust their chair and monitor (don’t just wave vaguely at the seat)
• How to log into the phone system, transfer calls, and set voicemail
• Where to put their stuff, how to lock drawers (if that’s a thing), and how hot desking works if you’ve got it

Make Tech Less Terrifying

We’ve all started a job where just logging into the system feels like trying to get into Fort Knox. Your job is to make it feel less like a puzzle and more like part of the workflow.

💻 Give Them a Quick IT Tour

• Show them how to log in, change passwords, and access the main apps or platforms they’ll be using
• Walk through the shared drives: what goes where, what they have access to, and what should never be saved locally
• Email essentials: how to set up their inbox, send calendar invites, and the basics of email etiquette (especially if they’ll be talking to clients)

Let’s Talk Printers (Yes, Really)

There’s a weird silence around printer training – like everyone just magically knows how to use them. Spoiler: they don’t. So, show them the ropes before they’re stood there, red-faced, trying to work out why their document isn’t printing.

🖨 Teach Them How to:

• Print, scan, and copy using the office’s multifunction printer
• Load paper, change toner, and clear paper jams (with confidence, not panic)
• Use secure printing if you have it (PIN codes, access cards – and why it matters for confidential documents)
• Understand who to call or message when something’s gone wrong (and not spend 20 minutes shouting at a machine)

Same goes for other kit like:

• Photocopiers (if separate from printers)
• Binding machines (quick demo if they’ll need it)
• Meeting room tech (projectors, screens, or video conferencing gear – especially for hybrid or client-facing teams)

Once They’re Settled: The Deeper Dive

After week one, it’s time to go a bit deeper into your document systems and digital processes.

📁 If You Have a Document Management System (DMS):

• Walk them through logging in, searching for files, uploading documents, and tagging things properly
• Explain how version control works, how to check documents in/out (if your system requires that), and where their team’s documents live
• Clarify permissions – who can see/edit what – and why it’s important for compliance
• Talk through document workflows (approvals, shared access, etc.)

🗂 If You Don’t Have a DMS (Just Shared Drives):

• Reinforce folder structure and naming conventions – because chaos in shared drives spreads fast
• Explain the rules around sharing documents – especially externally
• Show them how to avoid duplicates and how to archive old files
• Talk through how to handle confidential docs (and where not to save them)

📬 Don’t Forget Email Filing and Etiquette

Email is still a major tool in most offices – and the bad habits set in early.

• Show them how to organise emails into folders
• Set up rules for filtering less urgent messages
• Talk about tone, formality, and when it’s okay to pick up the phone instead
• Most importantly: where to save important attachments (hint: not their inbox)

GDPR, Data Protection and Staying Legal

This isn’t just about not getting fined – it’s about respecting client and colleague data.

• Explain what counts as “personal data” and how it should be handled
• Show them how to securely dispose of documents – both paper (shredding) and digital (secure deletion)
• Make sure they know not to store sensitive info on USB sticks or personal devices
• Emphasise that data protection isn’t just for IT – it’s part of everyone’s job

Training That Sticks: How to Deliver It

You can have the best guide in the world, but if your delivery is rushed or too dry, it won’t stick. Here’s how to keep it useful and human:

• Buddy system: Pair them with someone friendly and experienced – not just for one day, but as an ongoing point of contact.
• One-to-one sessions: Especially helpful for people who are shy about asking questions in front of a group.
• Group sessions: Great for general info – just don’t make it death-by-PowerPoint.
• Short video tutorials: Handy for reference later (especially for fiddly equipment or software).
• Hands-on practice: Let them try it while someone’s there to help. No one learns to use a binder or shared drive by reading a policy doc.
• Encourage questions: Seriously. Say it out loud – “There’s no such thing as a silly question.”
• Log what you’ve covered: It helps you track training and also protects you if anything goes wrong later.

Final Tip: Don’t Overload Them

Break things into manageable chunks. You don’t need to teach everything in the first 48 hours. Spread it out over a few weeks, and check in often to see what’s landed and what needs a bit more explanation.

In Short…

A strong onboarding process that includes clear, simple training on office equipment and document systems isn’t just helpful – it’s essential. Done right, it boosts confidence, cuts down on errors, and helps new starters feel like part of the team faster.

So take the time. Be patient. And maybe, just maybe, you’ll never again hear the words: “Erm… how do I print this?”

Wouldn’t that be nice?

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