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MANAGERS GUIDE TO THE NEW HIRES FIRST DAY

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MANAGERS GUIDE TO THE NEW HIRES FIRST DAY Powered By Docstoc
					   Note: This Manager’s Guide has been generously provided by Northeast Delta Dental, winner of Fourth Best
     Company to Work for in America and Business NH Magazine’s Best Company to Work for Hall of Fame



                                                                          Employee Name: Jane Doe
                                                                       Department: Customer Service
                                                                       Date of Hire: August 15, 2005


            MANAGER'S GUIDE - NEW EMPLOYEE'S FIRST WEEK


 Purchase a plant ahead of time to give to the new employee on his/her first
   day. Bonnie will give you a card to include with the plant. Send receipt with
   expense report to accounting for reimbursement and indicate to take it out
   of the Welcome Wagon budget. Heidi K. will provide you with a ―goodie bag‖
   for the employee’s first day.

 Greet new staff member (check pronunciation of new employee’s name) ask
   what he/she prefers to be called.

 Take him/her on a tour of both One Delta and Two Delta (―Welcome Wagon‖)
   to introduce to employees. Our employees are eager to meet new
   teammates, so please take this opportunity to introduce your newest
   teammate!

 Go over work hours, lunch room facilities, restroom facilities, smoking rules,
   personal use of telephones, email; breaks-lunch, AM/PM coffee break.

 Discuss performance appraisal schedule/process:
    Progress review dates (May-June, September-October)
    "ME" file and the requirement that an employee keep one (HR has
       attractive new folders that employees will be given on their first day to
       use as "ME" files!)

 Tell how the employee fits into the total company picture:
    Employee is part of an organization whose Vision is "To be the premier
     dental benefits provider," whose Mission is "To be the leading force in the
     dental prepayment marketplace by offering quality, versatile and
     affordable dental programs to benefit our purchasers, subscribers and
     participating member dentists," and whose Values are Communication,
     Teamwork, Quality and Integrity.
    Employee represents the company in contacts with customer. Every
     contact with external and internal customers must be handled with

                       Onboarding Resources for the White Paper:                                              1
      “Successful Onboarding: How to Get Your New Employees Started Off Right”
                                    by David Lee

For articles by David Lee on improving morale, attracting and retaining employees, and
creating a Magnetic Employer Brand ™, go to www.HumanNatureAtWork.com
   Note: This Manager’s Guide has been generously provided by Northeast Delta Dental, winner of Fourth Best
     Company to Work for in America and Business NH Magazine’s Best Company to Work for Hall of Fame



     utmost respect and professionalism. Gossip, triangulating, and negativity
     do not belong at NEDD!
   Employee’s personal conduct reflects on other members of the staff and
     the company (talk about "internal customers"—coworkers, other staff in
     other departments). Discuss who are your department's internal
     customers on a day-to-day basis.
   Importance of Privacy/Confidentiality. Review with employee
     departmental rules regarding customer confidentiality and privacy.
   What is our division's/department's mission/objectives and how do we
     accomplish them?
   Does our Department have a Web Page under NEDDWeb? If so, review
     this information.
   Team Bonus outline (Friendly Frank sheet)
   What makes us unique as a provider of products/services and as a place
     to work? Who is the competition?
 Briefly explain department’s function and organization:
   Purpose of department’s work
   Relation to other departments
   Organization of department
   Specific function of new employee’s section
   Review HIPAA – What is it? What does it mean to your employee’s job
     function?

 Review the new employee’s particular job:
    Discuss the job description
    Briefly explain the purpose of the job
    Again, stress the confidential nature of the work
    Assure the employee that he/she should ask questions about work
     processes and share if they notice anything that might be done better. In
     fact, we encourage employees to "Ask Why."
    Stimulate job enthusiasm and satisfaction in doing work accurately and
     efficiently.
    Briefly explain the training period (who will be the primary/secondary
     trainer). Advise when to check with the manager of the department, etc.
    Assign a "buddy" for at least the first week or two.

 Spell your name for the employee and have the employee write it down
   along with the company telephone number and your extension and advise
   the employee to call you, the manager (in person), if they are sick or will be
   out for an unplanned absence (discourage the employee from leaving you a

                        Onboarding Resources for the White Paper:                                             2
       “Successful Onboarding: How to Get Your New Employees Started Off Right”
                                     by David Lee

For articles by David Lee on improving morale, attracting and retaining employees, and
creating a Magnetic Employer Brand ™, go to www.HumanNatureAtWork.com
   Note: This Manager’s Guide has been generously provided by Northeast Delta Dental, winner of Fourth Best
     Company to Work for in America and Business NH Magazine’s Best Company to Work for Hall of Fame



   voicemail!), as soon as possible but before the start of the employee's
   scheduled work time.
    Bad weather number 223-1019 (but we rarely, if ever, close)
    Use of phone in the lunch room and on the first floor in front of the
      elevator (or conference rooms for private calls)
    Discourage too many personal calls.

 Review work hours:
    Starting and quitting times
    Lunch and break times (lunch no later than 5 hours after start time.
     Breaks: Total of 15 minutes AM/PM. Lunch is non-paid and must be at
     least 30 minutes and not at one's desk. Fifteen minute breaks in the AM
     and PM are paid)
    Overtime policy (a manager must be in the building for any employee to
     stay at work)

 Discuss attendance records and absences:
      Where to obtain timesheets
      Timesheet and the importance of being accurate!
      Where and when to submit completed time sheet
      Explain the timesheet and how to account for illnesses, vacations, and
       excused absences
      Importance of accuracy in completing time sheets (record actual
       start/end work times)
      Explain how and to whom absences are reported
      Stress importance of attendance and punctuality
      Describe vacation scheduling (how soon should the employee request
       vacation time)

 Show the new employee to his/her desk or workstation. Make sure the
   employee has necessary supplies, equipment, and instruction manuals and
   that phone and PC are working. Discuss the request/purchase of supply
   items.

 Show the employee the work area. Point out the following locations:
      Rest rooms
      Coffee machine and water cooler
      Supply cabinet
      Fire exits. Discuss emergency exit plans and sweeper system.
      Emergencies (call 911, don't drive someone to the hospital).

                        Onboarding Resources for the White Paper:                                             3
       “Successful Onboarding: How to Get Your New Employees Started Off Right”
                                     by David Lee

For articles by David Lee on improving morale, attracting and retaining employees, and
creating a Magnetic Employer Brand ™, go to www.HumanNatureAtWork.com
   Note: This Manager’s Guide has been generously provided by Northeast Delta Dental, winner of Fourth Best
     Company to Work for in America and Business NH Magazine’s Best Company to Work for Hall of Fame



    Building security (in safety plan -- see attached).

 Indicate your willingness to discuss questions at any time and encourage
   new hire to ask questions about company policy or work procedures (remind
   the employee not to "assume" anything and that just because he/she hears
   "we've always done it that way" we are eager to hear how it might be done in
   a better way!)

 Introduce the new employee, again, to immediate co-workers

 Arrange for someone to accompany the new employee to lunch and break
   time for the next couple of days

 Begin job instruction

 Discuss who they will need to know in order to do their job (i.e. Harriett in
   Accounting for petty cash, Suzanne for room reservations)

 Discuss company traditions, corporate culture and available training (in-
   house as well as external training)

 Review what is on NEDDWeb (i.e., provide an overview, what it has to offer,
   how to maneuver around, where to find telephone listing and tips, Bright
   Ideas form, minutes of all meetings in the company, Team Gram, etc.)

 All visitors need to stop at the front desk and get a badge. (Again, stress
   that we don't let people in through any door but the front door—employee
   family members need visitor's badge too).




                       Onboarding Resources for the White Paper:                                              4
      “Successful Onboarding: How to Get Your New Employees Started Off Right”
                                    by David Lee

For articles by David Lee on improving morale, attracting and retaining employees, and
creating a Magnetic Employer Brand ™, go to www.HumanNatureAtWork.com
   Note: This Manager’s Guide has been generously provided by Northeast Delta Dental, winner of Fourth Best
     Company to Work for in America and Business NH Magazine’s Best Company to Work for Hall of Fame




To the Manager:

Giving this checklist will help you acquaint your new employee and make
him/her feel comfortable—especially in the first few weeks of work! I assure
you, your new employee will really appreciate your TLC!

Please let me know (copy this page and return to me) what I may have forgotten
and should add to the list:

_______________________________________________________________________

_______________________________________________________________________

_______________________________________________________________________

_______________________________________________________________________


Thank you! Best wishes to you and your entire work team—especially your new
employee!

Sincerely,


Connie Roy-Czyzowski
VP Human Resources


P.S. Please sign and return this form to Bonnie St. Lawrence when all tasks have
been completed. Thanks!


____________________________________                       ____________
Signature                                                  Date




                       Onboarding Resources for the White Paper:                                              5
      “Successful Onboarding: How to Get Your New Employees Started Off Right”
                                    by David Lee

For articles by David Lee on improving morale, attracting and retaining employees, and
creating a Magnetic Employer Brand ™, go to www.HumanNatureAtWork.com
    Note: This Manager’s Guide has been generously provided by Northeast Delta Dental, winner of Fourth Best
      Company to Work for in America and Business NH Magazine’s Best Company to Work for Hall of Fame



From the Safety Program – important information:

Please review with the new employee the emergency evacuation procedure from each building.
Introduce the new employee to your area “Sweeper.” Show the new employee the designated
routes out of each building and the “Meeting Area” designated for each building (See
NEDDWeb, Safety & Wellness Main Menu and visit: “Sweeper Training Article,” “Sweeper
Duties Checklist,” and “Fire Drill Groups List”)

Visitors should enter only the front entrance of the building. Visitors must wait at the reception
area until an employee is contacted, physically greets the visitor in the reception area, and
escorts the visitor to his/her destination in the building.

   Visitors must sign in upon arriving, and sign out upon leaving the building. They must also
    wear a "Visitor" Badge while visiting.
   Visitors are any persons who are not employees of NEDD or NEDA. This includes
    family members, former employees, candidates interested in positions, vendors, customers,
    friends, etc. Again, anyone not currently employed at NEDD or NEDA is a visitor.
   Any employee who is being threatened, harassed or stalked; has a restraining order against
    another person; or is concerned about his/her safety and is concerned this may spill over
    into the workplace, affect coworkers, affect their own or another employee's ability to focus
    on their work, must inform his/her supervisor and HR as soon as possible.
   Supervisors must report such information to HR relative to their direct reports and/or other
    employees.
   Employees, if accompanied by visitors, must use the front door. Employees may use other
    entrances if accompanied by other employees or if alone.
   Employees should preserve any threatening messages received by letter, over Email, or on
    the phone, and advise HR immediately.

Employee behavior must be consistent with our values of integrity, communication,
teamwork and quality. At NEDD, we encourage direct communication, respect of self and
others, a caring and helpful attitude toward coworkers, customers, managers, board members,
vendors (basically everyone!) We feel it is important, however, to outline specific behaviors
which are not part of our culture and therefore not acceptable in the organization. These
behaviors will not be tolerated at NEDD and we will take disciplinary action, up to and including
termination against employees who do so:

   Fighting, or committing other acts of violence on Company premises or while on Company
    business is prohibited.
   Abusive or threatening language or actions by employees to anyone including fellow
    employees, customers, vendors, visitors, etc., is prohibited and will be taken seriously.
   Possessing or using firearms, explosive materials, toxic agents or other dangerous devices
    or substances without authorization on Company premises or while on Company business is
    prohibited. This includes inside the building or in the parking lot--including inside vehicles.
   Any willful or negligent actions which place at risk the safety or well-being of any employee
    is prohibited.
                        Onboarding Resources for the White Paper:                                              6
       “Successful Onboarding: How to Get Your New Employees Started Off Right”
                                     by David Lee

For articles by David Lee on improving morale, attracting and retaining employees, and
creating a Magnetic Employer Brand ™, go to www.HumanNatureAtWork.com
    Note: This Manager’s Guide has been generously provided by Northeast Delta Dental, winner of Fourth Best
      Company to Work for in America and Business NH Magazine’s Best Company to Work for Hall of Fame



   Behavior that jeopardizes our ability to provide a safe environment or behavior that may
    negatively affect the company's ability to conduct business is not allowed.

Employees are encouraged to report threatening behaviors by coworkers to HR and/or their
supervisors (the sooner the better!), to seek assistance from the EAP if need be, to seek
assistance from their manager and HR for any support needed regarding coworker disputes,
communication problems, or other issues which may escalate and for which assistance is
available.




                        Onboarding Resources for the White Paper:                                              7
       “Successful Onboarding: How to Get Your New Employees Started Off Right”
                                     by David Lee

For articles by David Lee on improving morale, attracting and retaining employees, and
creating a Magnetic Employer Brand ™, go to www.HumanNatureAtWork.com

				
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