[Firm Name] Employee Orientation Manual
Employee Name: Start Date:
Orientation Manual
Table of Contents
Page No. Preparing the New Team Member Preparing the Office and the Team Orientation Stage 1: First Day Orientation Stage 2: First Week Orientation Stage 3: First Month Orientation Evaluation Form 1 2 3 5 6 7
Preparing the New Team Member
Stage 1.1 1.2 1.3 1.4 1.5 Task Employee handbook Business card information Employment forms – Personal details, insurance application, 401(k) packet, W-4, I-9, garage access form Order new employee plant Welcome gift bag THE OFFICE ENVIRONMENT Office location and contact details Address: Phone #: Fax #: Backdoor #: Website: Email: Title: [Street Address] [City, State Zip Code] XXX-XXX-XXXX or 1-800-XXX-XXXX XXX-XXX-XXXX or 1-800-XXX-XXXX XXX-XXX-XXXX ext. _____ [Web Address] @[Firm Email Address] Completed by Date
1
Preparing the Office and the Team
Stage 2.1 2.2 2.3 2.4 2.5
Task
Completed By
Date
Organize workstation or office area allocation Set up in Practice Solutions; enter rates; set time defaults; access to MAIN office client listing only Security cards/access arranged/office key(s). Telephone connected with allocated extension and voice mail Computer or laptop allocated and set up with email address, passwords, and all applicable software; all other stations updated with new employee’s calendar & e-mail address. Create passwords: Network [Time & Billing Software] [Marketing Software] Voicemail [Tax Software]
2.6
Business cards ordered 1 week ahead of start date; new team member added to appropriate mailing lists/team lists/phone lists/Outlook (update other team member’s outlook with new employee’s address) Announcement message to inform team members Day One orientation arranged with meetings scheduled in Outlook Week one orientation arranged with meeting in Outlook, rooms booked, etc. Organize lunch with new team member and their manager or team
2.7 2.8 2.9
2
Supplies for a New Team Member
Pens Markers/highlighters Pencils Eraser Ruler Note pads Paper clips Stapler and staples Staple remover Scissors Liquid paper Letter opener Disks Trash can Kleenex ______ Luggage cart Envelopes In/Out boxes Elastic bands 2-Hole punch 3-Hole punch Tape dispenser Business card holder Calculator Cell phone (if needed) 10-key for laptop Desk organizer Laptop cushion Mouse Surge Protector
Orientation Stage 1: First Day
Stage 3.1 3.2 3.3 3.4 Task Morning Schedule With Manager General welcome Office tour & introductions Meeting with manager to go through role descriptions and first tasks IT training – introduction to the computer system: use of the network structure, departmental software, other technical programs and scheduling excel spreadsheet Schedule next meeting for first week and first month orientation issues Lunch w/manager Completed By Date
3.5 3.6
3
Office Tour
Reception Meeting rooms Overview of network structure Meal / kitchen area Office & paper supplies Mail drop and times Storage facilities Water cooler Printer / scanner / fax/ copier Restrooms File rooms
Stage 3.7 3.8 3.9 3.10 3.11 3.12 3.13 3.14 3.15 3.16 3.17 3.18 3.19 3.20 3.21 3.22 3.23 3.24
Task Afternoon Schedule With Administrator Security swipes and access keys to building handed over and use explained Protocols for telephones – answering and receiving calls; script and phone usage Employment contract—return by 2nd day of employment Expenses claim policies explained; Excel template shown IT training – introduction & use of [Time & Billing Software] & [Marketing Software] Location and use of our color letterhead Place desktop document icons on desktop Check access to the applicable network drives Office supplies and order procedures Explain the filing system – color coding, label format Office procedures - deliveries, mail, fax, forms, etc. Pay periods explained (if hourly, turning in timesheets) Direct deposit information received 401(k) matching program explained Offer fitness program Discuss payment of dues and license renewal Deborah to set up tasks on Richard’s outlook for the three sign-off dates. Manager/Partner to sign-off on first day orientation
Completed By
Date
4
Personal Computer, Database and Website
Overview the file structure on the main server Overview of the client database Tour through firm’s Web site Downloading from the Web site Scheduling daily appointments in Outlook Sending emails externally Sending emails internally Setting up personal folder under users
Orientation Stage 2: First Week
Stage 4.1 Task Billing Introduce business management: Time recording, expense entries, billing, collections, WIP (RB – discuss hold procedures) Manager to introduce library materials Manager to introduce relevant marketing material Manager to discuss project management – how we move work up and out Manager to explain quarterly performance reviews Discuss chargeable time goals Manager to discuss rates and fees for services (X:\Sales mtrls, Eng Ltrs, Products\Engagement Pricing) Review employee handbook Partner/Manager sign-off on first week orientation Completed by Date
4.2 4.3 4.4 4.5 4.6 4.7 4.8 4.9
5
Orientation Stage 3: First Month
Stage 5.1 5.2 5.3 5.4 Task Manager to present the firm’s vision and strategy Manager to introduce the services provided by the firm Manager to provide an overview of the firm’s management structure Manager to provide an overview of the firm’s network – schedule a meeting to conduct introduction to firm’s network’s products and resources. Manager to arrange for the tax return preparation procedures for non-tax team members Partner sign-off on first month orientation Completed by Date
5.5 5.6
6
Orientation Evaluation Form
1. Please rate the overall quality of your orientation program?
Exceptional Superior Good Average Needs Improvement
2. How well did the orientation program prepare you for your new role?
Exceptional Superior Good Average Needs Improvement
3. How well did the orientation brief you on the business – vision, strategies, culture, policies and procedures?
Exceptional Superior Good Average Needs Improvement
4. How effective was the orientation program in introducing you to the people, systems, processes and resources of the firm.
Exceptional Superior Good Average Needs Improvement
5. How well did the orientation program introduce you to the specific operational practices of your work group?
Exceptional Superior Good Average Needs Improvement
6. How well did the orientation program provide you with a sense of how things are generally done in the firm?
Exceptional Superior Good Average Needs Improvement
7. Briefly describe the key benefits of the program?
8. Do you have any comments/suggestions for improving the orientation program?
7