On Boarding New Employees

8/3/2019 On Boarding New Employees

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For any questions or concerns about employee onboarding

contact your Human Resource Consultant - Find Your Service Team

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Welcome to Manager Essentials Online Training

Onboarding New Employees
http://www.hr.utah.edu/contact/search/http://www.hr.utah.edu/contact/search/


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Human Resources Training & Development created this online module to assist managersdeveloping processes and a plan of successfully onboarding new employees.

Onboarding employees is the process of fully

integrating an employee into a team, department andorganization.

A thorough onboarding process is important in ensuringthat the employee is productive, satisfied and chooses

to stay.


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How is an onboarding process different

from new employee orientation?

Orientation is usually a short-term process lasting from one day to a couple of weeks

that ensures all appropriate paperwork is handled, general knowledge about the

department and organization is shared, and workflow, processes and job

expectations are communicated.

Onboarding is a long-term process that can last formally from three months to two

years. Onboarding has a different focus and that is the positive integration of a new

employee into the organization increasing employee retention and contributions.

Orientation is a critical part of onboarding.

For information about the University of Utah new employee orientation process, please go tohttp://www.hr.utah.edu/training/orientation/.
http://www.hr.utah.edu/contact/search/http://www.hr.utah.edu/training/orientation/http://www.hr.utah.edu/training/orientation/http://www.hr.utah.edu/contact/search/


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What are the objectives of onboarding?

Help the employee to feel welcomed to the department and organization.

Make the transition into the department less stressful.

Help the employee to understand the formal and informal culture.

Create employee engagement.

Provide resources and information to the employee.

Create a bite-sized approach to eating the new job elephant.

Ensure that the orientation process informs the employee of all benefits,policies, and procedures of the organization.


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What should an onboarding process include?

1. Activities that make a new employee feel welcomed.

2. One-on-one time with the supervisor and other leadership so that the newemployee understands the bigger picture.

3. An introduction into the formal and informal culture.

4. A mentor or buddy that can answer questions and provide guidance.

5. Feedback and guidance on job performance.

6. Just-in-time resources that can provide answers for the new employee.

7. A thorough orientation process.


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#1 Activities That Make A New Employee Feel Welcomed

IDEAS

Have co-workers take the employee to lunch at least once a week for one

month.

Have escorts for meetings for the first couple of weeks.

Introduce the employee to significant people.

Give the employee a photo book with pictures and names of the people she/he

will be working with so they can learn names, titles and who does what.

Sponsor a get to know you activity that lets the new employee learninteresting facts about other employees and in turn, lets current employees getto know the new employee.


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#2 One-on-One Time with the Supervisor

and Other Leadership so that the New EmployeeUnderstands the Big Picture.

IDEAS

Set up interviews for the new employee with appropriate leaders.

Have a luncheon for new hires and leadership.

Include pictures, titles and names in photo book.

Set up a meet and greet, taking the new employee to meet leadership.

Sponsor a monthly or quarterly reception where new employees can meet

leadership.


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#3 An Introduction into the Formal and Informal Culture

IDEAS

Go over dress code and why that dress code was developed.

Explain how to make good first impressions.

Explain the acceptable communication processes and preferences. For example,

are emails, telephone calls or face-to-face conversations preferred.

Have a round robin with employees to discuss and enjoy the special quirks and

eccentricities of your unique culture. For example, do employees wear red on game

day?

Talk to the employee about appropriate cultural etiquette. For example, in your

organization is timeliness valued or are people flexible. Do people whisper on the

phone, not use perfumes, never wear casual shoes, etc. Dont let new employees

Find out the hard way.


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#4 A Mentor or Buddy that

Can Answer Questions and Provide Guidance.

IDEAS

Define the role and expectations of the mentor or buddy.

Ensure that those chosen as a mentor or buddy are informed about the role.

Mentors or buddies will be most effective if they are knowledgeable, positive,

accessible, approachable and willing to make time for the new employee.

The mentor or buddy can set up a schedule of meeting with the new employee

in order to facilitate communication and be available to the new employee.


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#5 Feedback and Guidance on Job Performance

IDEAS

The Supervisor can meet weekly with the employee for several weeks or

months and review performance, offering coaching and help.

A special work coach (this can be the coach or buddy if they know the newemployees specific job tasks and can do them) can be assigned to show the

new employee the ropes, how to operate within the work environment, and how

to best meet and exceed job expectations.

Initially, feedback should be encouraging, frequent, and used as a coaching

opportunity.

Teach the employee how to be proactive in communicating needs, problem

solving, and identifying needed resources.


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#6 Just-in-Time Resources that Can Provide

Answers for the New Employee.

IDEAS

Ensure that a list of customers, clients, and University and community contacts

and resources necessary for the job position is provided to the new employee.

Ensure that a desk manual or other list of job duties and processes about the

job position are provided to the new employee, that they have time to review it,

and someone to approach with questions about it.

Have a FAQ sheet or easily accessible e-document that can answer many of

the questions a new employee might have.

Have online modules that can help the employee learn new skills and

processes.

Have a schedule for the new employee that shows holidays, pay dates, and

other dates that the employee needs to know.


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#7 A Thorough Orientation Process

IDEAS

Ensure new employees are aware of policies and procedures. To review the

staff policy and procedure manual, go to http://www.regulations.utah.edu/humanResources/.

Help employees to understand and enroll in benefit programs. For more

information about benefits, go to http://www.hr.utah.edu/ben/.

Make sure that employees understand timelines for needed paperwork. To

access a new employee checklist, go to:http://www.hr.utah.edu/training/orientation/campus/Employee-Checklist-Campus-Staff.pdf

Review campus parking and transportation options and the location of otherimportant resources on campus like Human Resources, the book store, the

post office, etc.

Review any required processes like putting in a code before copying, no long

distance calls without a calling card, no clocking in early, etc.
http://www.hr.utah.edu/contact/search/http://www.regulations.utah.edu/humanResources/http://www.hr.utah.edu/ben/http://www.hr.utah.edu/training/orientation/campus/Employee-Checklist-Campus-Staff.pdfhttp://www.hr.utah.edu/training/orientation/campus/Employee-Checklist-Campus-Staff.pdfhttp://www.hr.utah.edu/ben/http://www.regulations.utah.edu/humanResources/http://www.hr.utah.edu/contact/search/


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Putting Together An Onboarding Program

1) Set clear on your goals and objectives for your onboarding plan.

2) Conduct focus groups with employees to see what would have helpedthem to integrate more effectively.

3) Study best practices of other departments and organizations.

4) Put together an onboarding team.

5) Design your onboarding process.

6) Implement.

7) Evaluate and improve.


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1st Day 2nd Day 1st Week 1st Month 2 3 4 5 6 7 8 9 10

Orientation Onboarding Phase one Onboarding Phase Two

11 127 8 11 12

Meet with supervisor.

Introduce to buddy.

Review 1 month calendar.

Organization orientation.

End day/buddy check-in.

Give and review get to know you.

Complete Org Orientation.

Lunch with co-workers.

Review of culture buddy.

Buddy will escort to meeting.

Review Resource Guide. Senior Leader luncheon Fri.

Meet with buddy daily for check-in.

Intro to team.

Ensure employee is finding everything.

Have an employee lunch with different.

employees each week.

All benefits and paperwork completed.

Employee evaluates progress.

Lunch with supervisor.

Supervisor evaluates employee.

SPV review progress with feedback.


Review how employee is adjusting.

Review of 1st week information.


Review of Mission/Vision.

Set personal goals.

Address questions.

Six month evaluation.

Seventh month review.

of adjustment

Team meeting check-up.

Review University policies.


Review of personal goals

Address questions.

Ten month evaluation.

Eleven month review

of adjustment

Employee one-year

Evaluation.

Employee completes

Onboarding evaluation.

Example of Onboarding Process


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Resources

Books:

The New Leader's 100-Day Action Plan: How to Take Charge, Build Your Team, and Get Immediate

Results, George B. Bradt, Jayme A. Check, and Jorge E. Pedraza, 2009

Brand From the Inside: Eight Essentials to Emotionally Connect Your Employees to Your Business, Libby

Sartain and Mark Schumann, 2006

Human Resources Training and Development Workshops:

Web Resources:

Maximizing Your Retention and Productivity with Onboarding

How The Best Onboarding Programs Work

Ensuring New Employee's Success

Innovation and Creativity

Time Management and Personal Productivity

Goal Setting and Personal Motivation

Professional Communication
http://www.hr.utah.edu/contact/search/http://www.heidrick.com/NR/rdonlyres/DA7EC785-C15D-47FA-A6E0-DD60F9294056/0/HS_OnBoarding.pdfhttp://www.ere.net/2008/10/03/how-the-best-onboarding-programs-work/http://www2.guidestar.org/rxa/news/articles/2007/ensuring-new-employees-success.aspx?articleId=1121http://www.hr.utah.edu/training/register/classdetails.php?ClassID=231http://www.hr.utah.edu/training/register/classdetails.php?ClassID=78http://www.hr.utah.edu/training/register/classdetails.php?ClassID=79http://www.hr.utah.edu/training/register/classdetails.php?ClassID=361http://www.hr.utah.edu/training/register/classdetails.php?ClassID=361http://www.hr.utah.edu/training/register/classdetails.php?ClassID=79http://www.hr.utah.edu/training/register/classdetails.php?ClassID=78http://www.hr.utah.edu/training/register/classdetails.php?ClassID=231http://www2.guidestar.org/rxa/news/articles/2007/ensuring-new-employees-success.aspx?articleId=1121http://www.ere.net/2008/10/03/how-the-best-onboarding-programs-work/http://www.heidrick.com/NR/rdonlyres/DA7EC785-C15D-47FA-A6E0-DD60F9294056/0/HS_OnBoarding.pdfhttp://www.hr.utah.edu/contact/search/


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Test Your Knowledge

Please print this page and FAX your answers to 801-581-8481 or email youranswers to Terri Jo Lorz @ [email protected]

Name one difference between onboarding and new employee orientation.

What is one objectives of an onboarding process?

What is one idea for a just-in-time resource for a new employee?


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Congratulations on completing the Onboarding New Employees online module.

We hope this resource will help you fulfill your responsibilities as well as servethe needs of your direct reports.

If you need additional assistance in meeting these needs, please contact yourservice team.

University of Utah Employees - Find your Service Team

Service Teams are located at Division of Human Resources

420 Wakara Way, Suite 105

Salt Lake City, Utah 84102

Phone: 801/581-2169

Fax: 801/581-5571
http://www.hr.utah.edu/contact/search/http://www.hr.utah.edu/contact/search/http://www.hr.utah.edu/contact/search/http://www.hr.utah.edu/contact/search/

On Boarding New Employees

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