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5-17-2018

Onboarding: Engagement from Day One Onboarding: Engagement from Day One

Brenna Miaira Kutch Portland State University, brennak@pdx.edu

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Citation Details Citation Details Kutch, Brenna Miaira, "Onboarding: Engagement from Day One" (2018). Office of Information Technology Publications and Presentations. 2. https://pdxscholar.library.pdx.edu/oit_pubs/2

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Onboarding: Engagement from Day One

Office of Information TechnologyBrenna Kutch - Oregon Women in Higher Education - May 2018

People will forget what you said, people will forget what you did, but people will never forget how you made them feel.Maya Angelou

”

Think of a memorable first day on a job: how did it feel?

Engagement and Onboarding

What is Employee Engagement?

Portland State University - Office of Information Technology

Engagement

● “a positive, fulfilling, work-related state of mind that is characterized by vigor, dedication, and absorption1.”

● “An engaged employee is one who is fully absorbed by and enthusiastic about their work and so takes positive action to further the organization's reputation and interests.” (Wikipedia)

● “Do you show up to work every day with the intention of helping others succeed?2”

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Engagement - Why?

● We care about people● Increased performance● Happier customers● Lower turnover● More innovation● More committed● Financial benefits

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Portland State University - Office of Information Technology

Onboarding - Why?A good onboarding experience is essential for...

● Experiencing high engagement● Feeling welcome● Understanding the organization● Knowing how to do one’s job● High retention

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Onboarding - How?● Inclusive, employee-focused practices● Structure ● Manager preparation● Communication● Feedback● Buddy Program

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Employee-Focused and Inclusive

Portland State University - Office of Information Technology

Employee-Focused and Inclusive● Engagement is the employee’s experience,

not the employer’s● How does it feel for the employee?● Good first day vs bad first day● Everyone should feel welcome● Help find community/groups

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1-10: How welcome do you think new employees feel in

your organization?

Structure

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Onboarding Sheets

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Onboarding Sheets

Departmental template sheet copied, renamed for each employee.

Employee, manager, and admin all fill out collaboratively

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Onboarding Sheets

It also makes offboarding easier, faster, and more secure!

Portland State University - Office of Information Technology

Structure● Process maps help managers know what to do next● Onboarding sheets...

○ show new employees what is expected of them ○ give them a way to feel productive at first○ helps get up to speed more quickly○ provide a central place for documentation○ are beloved by employees

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Onboarding Sheets

Check out the OIT Onboarding Sheet: Public Example; you can make a copy and start from ours if you like. Please note, you will need to request access, which I will give to those with a .edu email address.

Conditional formatting, which is what turns certain cells gray when you select student or staff, can be tricky (and is totally optional). Check out Google’s Conditional Formatting help page or ask me if you have specific questions.

Manager Preparation

Before the First Day

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Before the first day

● Submit hire paperwork, key requests, etc● Assign Buddy and sending introductory emails● Get computer and office ready (if not during interviews)● Write a welcome note, have teammates sign● Send a schedule of the first few days and touch base● Clear calendar for training

On the First Day

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On the first day

Managers should review the onboarding sheet with their new hire on the first day. This could be done along with departmental orientation and introduction to training materials.

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On the first day (or few days)● Give digital and physical access● Review position description and expectations● Introduce to colleagues● Discuss departmental/university culture

and organization● Schedule 1:1s and 6-month check-in● Go out to lunch (could invite team)● Visit offices (e.g. HR, transportation) together● How their position benefits the university

○ Public service motivation: people who have it are more engaged when serving the public

Communication

Portland State University - Office of Information Technology

Communication

● Manager to employee before first day (schedule, touch base)

● Admin to manager if available (structure, process)

● Manager to employee after start (feedback, job specifics, organization)

● Department to employee (intranet, culture)

● Employee to department (survey, interview)

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Communication

The new hire’s onboarding sheet is shared with the new hire on their first day via the welcome letter.

Feedback

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Feedback

● How do you know how onboarding feels? Ask!● Onboarding survey at 30 days

○ Application/Interview: 9.1/10○ Onboarding: 9.2/10○ How welcome do you feel: 9.65/10○ Recommend working here: 9.7/10

● Interviews with new and new-ish hires

Buddy Program

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Buddy Program

● Buddies are more tenured staff● Admin manages assignments● Quick intro and guidelines shared● Lunch scheduled for first week;

campus tour and chance to meet● Regular contact over the next few

months encouraged● Feedback solicited● Great for integration, cultural

knowledge, engagement (old and new)

Action

When thinking about onboarding/engagement culture at your institution...

What is an additional practice you can implement?

What is one practice you can identify for elimination?

How do/can you get buy-in to change culture?

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References[1] Arnold Bakker “A Job Demands-Resources Approach to Public Service Motivation.” Public Administration Review, Edited by Hal G. Rainey, vol. 75, no. 5, 2015, pp. 723–732.

[2] Jacob Morgan, The Employee Experience Advantage

[3] Jim Larkin, IPMA-HR Study Sheds Light On U.S. Public Sector Employee Engagement

Related Reading

Brenna Kutch and Kirk Kelly, From Climbing Walls to a Culture of Caring

Brenna Kutch, Employee Engagement & Marginalized Populations (at PSU)

Questions?brennak@pdx.edu

twitter: @BrennaKutch