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Effective Onboarding in the Workplace

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Effective Onboarding in the Workplace

  1. 1. Select a module to get started How to Effectively Onboard New Hires
  2. 2. Introductions  Introduction questions:  Name and title  Department and time with the department/organization  What is your next dream vacation destination?
  3. 3. Reflect on your Onboarding Experience What contributed to make the experience positive or negative?
  4. 4. 7out of 10 workers admit that they search for jobs as part of their “regular routine” and 35% say that they say that they start searching for a new job within weeks of starting a new position. Ineffective Onboarding Leaves Gaps Source: CareerBuilder 2012 study of more than 5,500 job seekers and 2,700 recruiters in North American & Canada
  5. 5. Learning Objectives By the close of this session, learners will be able to:  Describe the characteristics of new hire orientation and the onboarding process.  List the benefits of an onboarding process.  Describe a leader’s role and responsibility in the onboarding process.  Describe the benefits of an Onboarding Partner program.  Develop an action plan for implementing the onboarding process within your department.
  6. 6. Workshop Outline MODULE 1 MODULE 2 MODULE 3 MODULE 4 MODULE 5 Characteristics of New Hire Orientation and Onboarding Benefits of the Onboarding Process Leader’s Role and Responsibility in the Onboarding Process Benefits of an Onboarding Partner Action Plan to the Implementing an Onboarding Process
  7. 7. MODULE 1: Characteristics of New Hire Orientation and Onboarding
  8. 8. Activity#1 MODULE 1 Recall your onboarding and new hire orientation experience at a company. Question: Based on your experience, what is the difference between new hire orientation and an onboarding process? Category New Hire Orientation Onboarding Timing 1 day event Ongoing systematic process; extends beyond a day Message (goals) Focus on administrative issues Fosters a feeling of belonging Results (outcomes) Complete administrative documentation Knowledge of policies and procedures Helps build open communication Employer Employee Speeds time-to productivity Supports retention, engagement, and employee satisfaction MODULE 2 MODULE 3 MODULE 4 MODULE 5 RESOURCES
  9. 9. Onboarding Overview MODULE 1 MODULE 2 MODULE 3 MODULE 4 MODULE 5 RESOURCES Onboarding: is the process through which new employees acquire the necessary knowledge, skills, and behaviors to do their jobs effectively.  Involves integrating new hires into the organization and preparing them to succeed at their job.  Designed to ensure that the new hire embodies the desired organizational culture and vision.  Promotes beneficial and positive connections before and after employment begins.
  10. 10. Differences between Onboarding and New Hire Orientation MODULE 1 Systematic ongoing process Single learning event MODULE 2 MODULE 3 MODULE 4 MODULE 5 RESOURCES © iCIMS, Inc.
  11. 11. Characteristics of Onboarding Programs MODULE 1 MODULE 2 MODULE 3 MODULE 4 MODULE 5 RESOURCES
  12. 12. MODULE 2: Benefits of the Onboarding Process
  13. 13. How Long Does It Take An Employee to Decide to Stay or Leave? 22% of NEW HIRES DO NOT RETURN AFTER 45 DAYSOF EMPLOYMENT ON AVERAGE IT ONLY TAKES AN EMPLOYEE 21 DAYS TO KNOW IF THEY FEEL AT HOME 70% OF NEW HIRES MAKE THE DECISION TO STAY/LEAVE IN THE FIRST 6-MONTHS 7OUT OF 10 EMPLOYEES ARE NOT ENGAGED SOLUTION: 58% OF EEs THAT EXPERIENCE A STRUCTURED ONBOARDING PROCESS ARE LIKELY TO STAY AFTER 3 YEARS
  14. 14. Activity #2 List 1 benefit of the onboarding process for leaders and new hires for the three categories below: MODULE 2 MODULE 3 MODULE 4 MODULE 5 RESOURCESMODULE 1 Category New Hire Leader Turnover/Retention New hire is confident about the decision to join the organization and stays Leader keeps new hire and reduces financial loss, moral of team remains high Engagement Employee feels a part of the team and is committed to work Leader has a cohesive team where all members are committed and motivated to perform Time to productivity Employee is better equipped to performjob duties Leader can meet departmental goals when employee is productive Category New Hire Leader Turnover/Retention Engagement Time to productivity
  15. 15. • Effective onboarding connects new hires to PHN’s vision and mission more quickly and with more enthusiasm Increased Mission & Vision • New hires feel connected to team members more quickly which enhances employee engagement. Team Engagement • New employees experience faster learning curves, which results in the new hire mastery of performance competencies more quickly. Faster Learning Curve • The process greatly reduces voluntary turnover rates and vastly improves the success of the recruiting process. Benefits of the Onboarding Process Reduced Employee Turnover
  16. 16. • It results in higher employee on-the-job satisfaction and long-term retention. Higher Retention Rates • It enhances managers and coworkers capacity to promote team cohesion and build high performance teams. Strong Team Cohesion • It increases new hire commitment to perform tasks and responsibilities proficiently. Increased Productivity Benefits of the Onboarding Process
  17. 17. MODULE 3: Leader’s Role and Responsibility in the Onboarding Process
  18. 18. 1 2 3 4 *Module 4 outlines the Onboarding Partner. *Module 5 we provide a checklist of specific tasks to achieve these objectives Tips & Resources Activity #3 Brainstorm objectives that leaders should complete during the onboarding process. Establish clear understanding of departmental/organizational goals Clarify role and expectations; identify what success looks like Provide challenges and development opportunities to for a productive career early on Introduce key contacts, peers, and assign an Onboarding Partner 5 Establish a clear sense of belonging 6 Consistently provide feedback and perform scheduled check-ins
  19. 19. MODULE 4: Benefits of an Onboarding Partner
  20. 20. Activity #4 Brainstorm the benefits an onboarding partner provides to a leader, new hire, and partner. MODULE 2 MODULE 3 MODULE 4 MODULE 5 RESOURCESMODULE 1 Category Benefits Leader Provides a support to the leader to assist new hire with general questions when unavailable.. New Hire A peer ask those questions one believes is a “stupid question” without the sense of shame. Onboarding Partner An opportunity to give back to the organization and step into a leadership role. An opportunity to support team cohesion by assisting in assimilating a new hire to the team and organization. Category Benefits Leader New Hire Onboarding Partner
  21. 21. The Onboarding Partner Program matches new hires with an experienced staff member(s) for their first few months of employment. CONTACT Provide the new hire with a point of contact for general inquiries RELATIONSHIP Foster a comfortable relationship with team and peers CULTURE Partner with someone who is familiar with the organizational culture, norms, and expectations MODULE 1 MODULE 2 MODULE 5 RESOURCESMODULE 3 MODULE 4
  22. 22. Onboarding Partner Selection MODULE 4Module 4 Selecting a Partner When selecting an onboarding partner, the ideal candidate should:  Demonstrate high performance; be a positive role model  Be a peer (not the supervisor)  Have a professional presence and demeanor  Possess excellent communication and interpersonal skills  Demonstrate a commitment to PHN’s vision and mission  Be an effective source of advice and encouragement  Have been employed more than one year (preferably)  Be familiar with the new hire’s role and responsibilities MODULE 1 MODULE 2 MODULE 5 RESOURCESMODULE 3
  23. 23. Leader’s Responsibility • Ensure the Onboarding Partner has time to be accessible to the new employee • Provide the Onboarding Partner with the tools needed to be effective (e.g., skills in coaching, feedback, communication) • Monitor the Onboarding Partner – employee relationship and evaluate program MODULE 4MODULE 1 MODULE 2 MODULE 5 RESOURCESMODULE 3
  24. 24. MODULE 4Module 4 General advice Encouragement Positive attitude Honest feedback Clear and concise information Help in understanding the culture of PHN Knowledge of where to locate information Assistance in building networks and gain insight Establishment of the best form of communication - email, telephone, in- person MODULE 1 MODULE 2 MODULE 5 RESOURCESMODULE 3 What a New Hire Expects from the Onboarding Partner:
  25. 25. MODULE 5: Action Plan to Implement the Onboarding Process
  26. 26. Activity #5 Use the blank checklist to develop the tasks you need to complete during the onboarding period for new hires in your department: MODULE 3 MODULE 4 MODULE 5 RESOURCESMODULE 1 MODULE 2    Pre-Employment    Day 1    Week 1    30-Day    60-Day    90-Day MODULE 3 RESOURCES
  27. 27. RESOURCES RESOURCESMODULE 1 MODULE 2 MODULE 3 MODULE 4 MODULE 5 Onboarding Guide for Leaders Onboarding Partner Guideline Leader’s Onboarding Checklist Contact Education & Training Onboarding Survey Results 2016 Onboarding Case Study Access these resources directly from the Watercooler intranet
  28. 28. References Booz Allen Hamilton (2008). Getting On Board; a Model for Integrating and Engagement New Employees. Booz Allen Hamilton. StaffingAdvisors.com, Get ‘Em Started Right: Enhancing Performance and Retention through Effective Onboarding. http://www.govexec.com/excellence/2012/09/five-guidelines-effective- government-training/57836/ Four Keys to Effective Onboarding. Nov/Dec 2011., Healthcare Executive., Vol. 26. Issue 6, p44-44. 1p.

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