Announcement for Presentation New Employee Welcome Letter

Document Sample
Announcement for Presentation New Employee Welcome Letter Powered By Docstoc

   1. Notify appropriate IP staff of new employee             Red indicates a Supervisor action.
                                                              Green indicates a New Employee

   2. Welcome new employee to International                   action.
      Programs                                                Blue indicates an IP staff member
   3. Prepare employee’s workspace
                                                              Orange indicates a METI staff member
                                                              or liaison action.
   4. Review employee’s background and work

   5. Draft work assignments for the first 30 days

1. Notify IP of New Employee Arrival

        o At least one week prior to the arrival of a new employee (and preferably as soon as
           it is known a new employee will be hired), send Ron, Pat, and Karin an email with
           the new employee’s last name, first name, contact information (home address,
           phone) supervisor, role/responsibilities
        o Notify unit staff of new employee’s arrival first
        o Make an announcement at the general IP staff meeting, explaining the new
           employee’s background and roles/responsibilities in the office.

       o   Notify FS/IRM to create a computer account for the new employee
       o   Add new employee to IP’s pdl distribution list(s), both staff and unit
       o   Create a personal folder at k:\ip\ipstaff\new employee name
       o   Order, if necessary, computer hardware for the employee
       o   Provide employee with a login and all necessary roles in the All_Security Security Group
       o   Provide a login to SQL Server, as necessary
       o   Add as user of, as necessary
       o   Add employee record to People database, including COOP calling tree
       o   Add employee record to the Contacts database
       o   Add employee record to the Electronic Calendar database
       o   Add employee record to the to the Staff Table in the PMFAS database
       o   Provide rights to the K:\SSN folder, as necessary
       o   Pre-load support programs such ASPMail, Reg Setting, and ODBC connections onto the employee's computer

       o   Confirm location of employee workspace
       o   Locate keys to cubicle filing cabinets, drawers, etc.
       o   Set up a working phone and phone number
       o   Prepare USDA ID forms
       o   Provide the following information to Karin for the Survival Kit:
                   - manual on how to use the phone and voice mail systems
                   - government credit card and phone card application forms
                   - water club enrollment information
                   - pay and leave calendar
                   - FS fingertip directory
                   - FS shuttle schedule
                   - transit benefit application and website link
                   - NLRB Health Unit access, location, and services

    OUTREACH: Karin Theophile
       o   Update the IP phone list
       o   Update the web staff directory
       o   Order a nameplate after contacting new employee to verify name preference (i.e, Mike or Michael, Jan or Janice)
       o   Assemble a First Day Survival Kit (FS mug, IP pen, daily planner, memo pad, ID reel, list of acronyms, code to
           the women’s restroom, and a list of key websites, including the FS New Employee Training site and FS intranet


 METI LIAISON: Janelle Starks
 o Prepare a METI welcome package
 o Contact METI to update phone list and contact sheet

 2. Welcome the New Employee
 Although FS Human Resources will contact the new employee, the supervisor must also
 contact the new employee prior to his/her arrival at IP. Welcoming a new employee to the
 office will be the first real opportunity for the newcomer to gain a first impression of IP and
 to be exposed to the IP corporate culture.

      o Invite the new employee to attend an IP staff meeting in advance of his/her first
            official day.
      o Send a welcome letter and package to the new employee.

 You may include program information and any materials that Outreach may have such as
 folders, metro maps, newsletters, etc. You can download the welcome letter from the
 resources section.

        o Place a follow-up phone call to the new employee to make sure he/she received
              the IP letter and welcome package and offer to answer any questions. Inquire if
              they received a letter from FS/HR. Reiterate directions to Franklin Court, security
              procedures, etc.
 This is a great opportunity to tell the person what our office atmosphere/culture is like. Also,
 this is a chance for the supervisor to ask the new employee his/her familiarity with the
 computer and various software (for ex. Does he/she need training in Office XP?).

The supervisor also needs to explain to the new employee--especially if this is his or her first
government job and the appoinment was competitive--that there will be a 1-year
probationary period.

3. Prepare the New Employee’s Workspace
Make sure the employee’s workspace is ready before he/she arrives. This creates an
impression that IP is a welcoming environment. Tips for getting the cubicle ready include:

       o Remove former occupant’s personal items if necessary
       o Clean and organize workspace (cabinets, drawers, under the desk)
       o Provide some initial supplies (e.g., pens, pencils, stapler, paper clips, scissors,
            tape, white out)

4. Review Employee’s Background/Work Experience

       o Review the employee’s background and work experience.

You are responsible for introducing him/her at our staff meeting. Familiarize yourself with
the new employee’s skills, knowledge and talents (Does he play the guitar? Is she a rock

5. Draft Work Assignments

         o Prepare achievable work assignment(s) for the employee’s first month, including
             definite completion date(s).

The work plan might be a phased approach (first day, first week, first month), or it could
reflect a list of activities to be completed over the entire month period. Although the new

employee will spend the first month basically getting to know the office, provide some
substantive work assignments.

       o Assign some type of task or assignment that involves the new employee in a team
           effort in order to foster working relationships and provide them insights into office
       o Set up a schedule to meet often with the employee during the first month.

Create an environment where questions are welcomed and addressed promptly. This initial
planning process is vital for the new employee and will help you utilize the employee’s skills
effectively, identify training and challenges, and help you integrate the new person into IP.

       o Find out when the next FS field leadership presentation will be held so that new
           employee can participate.

Congratulations! You should be ready to welcome a new employee to IP.
Now that you have finished the Pre-Reporting checklist, you are ready to
go to the Day One checklist.


Description: Announcement for Presentation New Employee Welcome Letter document sample