Onboard Like a Pro Session Objectives Introduction Outline

Onboard Like a Pro

Session Objectives Introduction Outline Responsibilities Train Accept the New Hire Give Early Feedback Put Manager in Charge Assign a Mentor Focus on the Stuff that Really Matters

Introduction Great People = Success The Definitive Guide to Onboarding

Introduction Talent, how to hire it and keep it. Talent makes your company awesome. Findings of a recent survey conducted by Bamboo HR: The average company is losing 1 in 6 of their new hires each month for the first three months. Discovered why the new hires surveyed had left their jobs so early. Identified the reasons why new hires have difficulty investing in their new positions. 4

Introduction Explain the outward flowing movement. 1. Offers are rolling in. 2. Your new hire was still looking. 3. They were still deciding on a career path. 5

Introduction So what do you have control over? Some experts estimate it costs companies 2 X the employee’s annual salary to rehire if a new hire leaves within the first 6 months. Of those respondents participating in the Bamboo. HR survey who left within the first 6 months, they say the following things would have helped them stay at their new jobs. 6

Introduction So what do you have control over? 23% 21% 17% 12% 9% 23 percent of respondents said, “receiving clear guidelines to what my responsibilities were. ” 21 percent said they wanted “more effective training. ” 17 percent said, “a friendly smile or helpful coworker would have made all the difference. ” 12 percent said they wanted to be “recognized for [their] unique contributions. ” 9 percent said they wanted more attention from the “manager and coworkers. ” 7

Outline Responsibilities New hires want you to tell them exactly what their responsibilities are.

Train New hires want more effective training.

Welcome the New Hire New hires want to feel embraced by the team.

Give Early Feedback New hires want feedback on their early work and assurance they’re headed in the right direction.

Put Management in Charge New hires want to engage with their direct supervisor as soon as possible.

Assign a Mentor New hires want to connect with someone they can look to for guidance.

Focus on the Stuff that Really Matters New hires want you to focus your efforts on the things that set them up for success.

Ideas to Think About New Employee Welcome Letter Department Pre-Arrival Preparation Checklist Orientation & Onboarding Checklist Mentor Checklist New Employee Checklist (given to employee) Monitoring Employee Success & Engagement Checklist

New Employee Welcome Letter Example (Manager tool) March 19, 2018 < First and Last Name> <Address> <City>, <ST> <ZIP> Dear <New Employee>: On behalf of our entire department, welcome to (Employer)! We are looking forward to your joining us as a (New job title) on (Start Date). When you arrive on (Start Date), you will have the opportunity to meet your co-workers. I have also assigned (Mentor Name) to be your Mentor. He/she will serve as a guide and trainer during your orientation into the department. Your Mentor can be helpful resource to answer any questions you may have. We are all looking forward to your arrival! Sincerely, Manager 16

Department Pre-Arrival Preparation Checklist (Manager tool) Employee Name Title Start Date Department Mentor Completed by Manager instructions: Please mark off (or date) each item after it has been completed. The following list contains information and activities that your department may want to cover with the new employee during the orientation process. Not all of the information listed below is applicable to every position or job. � Work with the HR to complete the department welcome letter. The letter should include the following: v. Reporting information v. Mentor v. Manager to the work area and designated parking lot v. Mentor name � Appoint a Mentor for the new employee and inform the mentor of what will be expected of him or her in that role. (see Mentor section) � Plan your schedule to greet and spend quality time with the new employee during their first week of work. � Arrange the new employee’s work area so they have important documents information and files, including the following: v. Copies of any pertinent reports or list (department/office phone and e-mail list, etc. ) v. Schedule of the employee’s first day activities, including pertinent names and locations. 17

Department Pre-Arrival Preparation Checklist (con’t) �Arrange the appropriate office/desk/workstation setup, including the following: v. Send equipment form to HR v. Security Codes/Key Fob (HR) v. Remove/add furniture v. General office supplies v. Nameplate (Admin) v. Business Cards (Marketing) �Inform the staff and other pertinent departments of the new employee’s arrival and specific job responsibilities 18

Orientation & Onboarding Checklist (Manager tool) Employee Name Title Start Date Department Mentor Completed by Manager instructions: Please mark off (or date) each item after it has been completed. The following list contains information and activities that your department may want to cover with the new employee during the orientation process. Not all of the information listed below is applicable to every position or job. � Welcome and introduce the new employee to the department staff v. Mentor v. Manager � Review the new employees job responsibilities and expectations, which may include the following: v. Overview of the job duties and job description v. Outline of expectations for the new employee v. Departmental goals and individual goals v. The company’s balanced scorecard process, if applicable v. Department organizational chart v. Information security policy 19

Orientation & Onboarding Checklist (con’t) �Review any department policies and procedures, which may include the following: v. Department employee Handbook (Human Resources) v. Ordering supplies v. Emergency procedures v. In-going and out-going mail system v. Work Travel or trips v. Department Procedures v. Required meetings and general attendance requirements v. Work hours, lunch and break schedules v. Timekeeping v. Requests for time off and calling in sick v. Dress Code 20

Orientation & Onboarding Checklist (con’t) � Ensure that the new employee has obtained the following: v. Keys, security codes, passes v. Computer access to all relevant programs, including e-mail passwords v. Necessary office supplies, including business cards v. Department contact list and e-mails v. Registered or completed for required training v. Enrolled in health benefits within the first 30 days of employment � Schedule Meet and Greets with all Managers within the first 30 days. 21

Mentor Checklist (Manager tool) Employee Name Title Start Date Department Mentor Completed by Mentor instructions: Please mark off (or date) each item after it has been completed. The following list contains information and activities that your department may want to cover with the new employee during the orientation process. Not all of the information listed below is applicable to every position or job. � Make contact with the new employee and introduce yourself. v. Inform the employee what a Mentor is and what your responsibilities will be. � Introduce the new employee to others in the department and staff with whom he or she may have frequent interactions or working relationships. � Tour the building, including meeting rooms, copy machines, break areas, restrooms gym and vending areas. � Explain office/department customs such as how birthday and special events might be recognized, office socials, etc. � Review All-Hands Meetings and various Committees (activities, etc. ). � Ask other employees in the area to take the new employee to break and lunch during the first week of work. Suggest places available for lunches. � Tell where and how to enter the premises, including an explanation of after-hours procedures. � Provide training as directed by the hiring manager. 22

New Employee Checklist (Employee tool) Employee Name Title Start Date Department Mentor Completed by It is our company’s goal to make your transition into your new position a smooth and easy one. There are many things to learn, many people to get to know, and a lot of new information that needs to be absorbed. We hope that this checklist will help you with that transition. Welcome! � Complete all new hire paperwork and return to Human Resources (HR) � Receive access code to building from HR. � Meet with Benefits Manager/HR to go over benefits and how to enroll. � Make contact with Mentor. � Meet with all Managers. � Complete Sexual Harassment and Preventing Employment Discrimination prior to completing 30 days of employment. � Received login information for timekeeping. � Complete review of balanced scorecard with Manager, if applicable. � Review the information security policy 23

Monitoring Employee Success & Engagement Checklist (Manager tool) Department orientation does not end after the first month of employment; it’s an ongoing process. To achieve orientation success, departments should use strategies that focus on the long-term assimilation of an employee. Please keep in mind that it is important to model the kinds of behaviors you would like to instill in your employees. Employee Name Title Start Date Department Mentor Completed by Manager instructions: Please mark off (or date) each item after it has been completed. The following list contains information and activities that your department may want to cover with the new employee during the orientation process. Not all of the information listed below is applicable to every position or job. � � � � Meet with the employee and review observations, issues and priorities Continue to clarify roles, responsibilities, and expectations as needed. Ensure that mandatory training has been completed (sexual harassment prevention) Establish a plan for professional development and encourage contact with Human Resources. Follow up with Mentor to review any concerns or needs. Ensure that the employee has scheduled a meeting to follow up with Human Resources after the first 60 days on the job. Introduce the employee to the Balanced Scorecard system and complete the introductory period performance appraisal after the first 90 days on the job. Set individual development goals. 24

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