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Onboarding - St. Olaf College

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					Onboarding – The 5 Phase Approach
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        Successful onboarding is an intentional
     collaborative effort that encompasses various
      departments, personnel, and services across
         campus, all needing to work together
        seamlessly to welcome new employees.

      It is not only a transactional process but can
       be transformational in building your team
                   with its new member.
  * You can either click to the next slide or it will run automatically by itself.
Onboarding – Beyond the Checklist

•   Stressful
•   Sets the tone
•   Make or break new hire commitment
•   Onboarding vs. Orientation
Why pay attention?
•    High cost of turn over – anywhere from 30-150% of
     the incumbent’s annual salary

•   Loss of productivity – getting new employee engaged
    and fully productive more quickly

•   Successful onboarding can raise the retention rate by as
    much as 25% as well as improving performance and
    accelerating the time to full productivity.

    * 90% of all employees decide if they will stay within
    the first six months of employment
Goals of Onboarding

•   New employee can identify themselves
    with STO
•   Understand the value of their role and how
    it fits with the over all mission of the
    College
•   Create sense of loyalty and commitment
•   Provide them with the tools to be
    successful and strategies to navigate
    within their new environment
Five Phases of Successful Onboarding

•   1. From Acceptance to Start
•   2. First Day
•   3. First Week
•   4. First 90 Days
•   5. First Year
    Aiming towards
      • Integrating
      • Communicating the goals & mission
      • Building engagement
      • Creating meaningful work
Phase I – From Day of Acceptance

•   Devise a training plan
•   Assign a person from your office to coordinate
    process through completion
         – Makes a personnel contact with new
             employee to answer questions before they
             start
             » about the first day
             » what to wear, what time they should
                 arrive, what to expect
    Phase I – From Day of Acceptance

•      Find a mentor/cohort to “show them the ropes”
       (not a supervisor or direct competitive peer)
            –    Introductions to key business partners (on/off
                 campus)
            –    Protocols and programs
            –    Learn personal expectations – find out what new
                 employee wants to gain from STO
            –    Educate on culture
            –    Help them build a professional and personal
                 network
            * Demonstrates long-term investment to the new employee
Phase I – From Day of Acceptance

•   The HR Checklist (live link to checklist)

•   Get IT Services in place
     •     Especially for the Gen. Y
           employee – expectation!

     * HR has a new process in place for
         getting new employees connected
         to email & network.
Phase I – From Day of Acceptance
   •       Diverse Hires
       –     Definition – “having different needs”
             “different ways of processing information”,
             requires intentional effort
                   » Mentor/Cohort – diverse employee
                   » Meet with Bruce King to customize
                       your onboarding process
                   » Diversity: racial, age, gender, or
                       sexual orientation be intentional in
                       creating opportunities to network.
Phase II – First Day
•       Key for supervisor to be there!
•       Supervisor - Introductions to dept. and
        building staff.
    –     Departmental members and their responsibilities
        •   Meet one on one or in small groups to make the
            process more personal
•       Approach introductions from a relationship building
        mind set.
Phase II – First Day


•       Other First Day considerations:
    –     Limit paperwork exposure
    –     Specials arrangements for lunch
    –     Take a campus tour – help them see STO as
          a community
    –     Give them time to explore their workspace,
          computer, etc. – give them processing time.
Phase III – First Week
•       Review job description
        w/Supervisor
    –     Parse out essentials and focus on
          those tasks

•       Discuss goals for the position
         – What defines success?

•       Assign a specific task for week one
Phase III – First Week
•       From the Checklist
             – Departmental Procedures & Expectations
             – Finish or continue the campus tour
             – Virtual campus tour

    •    Create personal/professional
         connections with those who might
         have similar interests on campus.
        –   This is especially important for diverse hires
    Phase IV – First 90 Days
•      Provide more in depth information re: organizational
       strategy goals, social networking and resource awareness
•      Increase “emotional intelligence” – acceptable behaviors
•      Informal performance review
        •    Review essential duties
        •    Assign specific goals
        •    Ask them:
            – What is lacking – training, tools, etc.
            – Their understanding/perception of how the
                organization operates
            – Ongoing conversation
Phase V – First Year


•   Formal Performance Review
     •    Ask employee (again)
         – What is lacking – training, tools, etc.
         – Their understanding/perception of how
            the organization operates
    Onboarding Killers

•      Work station and technical services in place
•      No formal plan or plan coordinator in place
•      Onboarding is more than one day –it as an
       ongoing process throughout the first year
•      One dimensional - must be multi-dimensional
           –   College-wide, Division, Dept., Work teams, Individual
Onboarding Killers

• Must be unidirectional
   – We need to gather input from new employee
      • what motivates them, how best to manage
        them
• No Metrics for accountability
         – Time to full productivity
         – Retention/termination rates, error rates, ROI
         – Incorporation into performance appraisal
           process
Tactics

  –   Reduce isolation – create connections –
      professional and personal
  –   Be genuine in the process
  –   Find out what they want to gain from their
      employment here – what is their carrot
  –   Establish trust & rapport
Onboarding - The 5 Phase Approach


 Call Human Resources if you have
  questions or need assistance with
            this process.

				
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posted:6/28/2011
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