On Boarding New Employees

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Welcome to Manager Essentials Online Training
Onboarding New Employees
For any questions or concerns about employee onboarding contact your Human Resource Consultant - Find Your Service Team
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Human Resources Training & Development created this online module to assist managers developing processes and a plan of successfully onboarding new employees.
Onboarding employees is the process of fully integrating an employee into a team, department and organization. A thorough onboarding process is important in ensuring that the employee is productive, satisfied and chooses to stay.
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How is an onboarding process different from new employee orientation?

Orientation is usually a short-term process lasting from one day to a couple of weeks that ensures all appropriate paperwork is handled, general knowledge about the department and organization is shared, and workflow, processes and job expectations are communicated. Onboarding is a long-term process that can last formally from three months to two years. Onboarding has a different focus and that is the positive integration of a new employee into the organization increasing employee retention and contributions. Orientation is a critical part of onboarding.
For information about the University of Utah new employee orientation process, please go to http://www.hr.utah.edu/training/orientation/.
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What are the objectives of onboarding?

Help the employee to feel welcomed to the department and organization. Make the transition into the department less stressful. Help the employee to understand the formal and informal culture. Create employee engagement. Provide resources and information to the employee. Create a bite-sized approach to eating the new job elephant. Ensure that the orientation process informs the employee of all benefits, policies, and procedures of the organization.
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What should an onboarding process include?

1. Activities that make a new employee feel welcomed. 2. One-on-one time with the supervisor and other leadership so that the new employee understands the bigger picture. 3. An introduction into the formal and informal culture. 4. A mentor or buddy that can answer questions and provide guidance. 5. Feedback and guidance on job performance. 6. Just-in-time resources that can provide answers for the new employee. 7. A thorough orientation process.
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#1 Activities That Make A New Employee Feel Welcomed
IDEAS
Have co-workers take the employee to lunch at least once a week for one month. Have escorts for meetings for the first couple of weeks. Introduce the employee to significant people. Give the employee a photo book with pictures and names of the people she/he will be working with so they can learn names, titles and who does what. Sponsor a get to know you activity that lets the new employee learn interesting facts about other employees and in turn, lets current employees get to know the new employee.
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#2 One-on-One Time with the Supervisor and Other Leadership so that the New Employee Understands the Big Picture. IDEAS
Set up interviews for the new employee with appropriate leaders. Have a luncheon for new hires and leadership. Include pictures, titles and names in photo book. Set up a meet and greet, taking the new employee to meet leadership. Sponsor a monthly or quarterly reception where new employees can meet leadership.
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#3 An Introduction into the Formal and Informal Culture IDEAS

Go over dress code and why that dress code was developed. Explain how to make good first impressions. Explain the acceptable communication processes and preferences. For example, are emails, telephone calls or face-to-face conversations preferred. Have a round robin with employees to discuss and enjoy the special quirks and eccentricities of your unique culture. For example, do employees wear red on game day? Talk to the employee about appropriate cultural etiquette. For example, in your organization is timeliness valued or are people flexible. Do people whisper on the phone, not use perfumes, never wear casual shoes, etc. Dont let new employees Find out the hard way.
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#4 A Mentor or Buddy that Can Answer Questions and Provide Guidance. IDEAS
Define the role and expectations of the mentor or buddy. Ensure that those chosen as a mentor or buddy are informed about the role. Mentors or buddies will be most effective if they are knowledgeable, positive, accessible, approachable and willing to make time for the new employee. The mentor or buddy can set up a schedule of meeting with the new employee in order to facilitate communication and be available to the new employee.
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#5 Feedback and Guidance on Job Performance IDEAS

The Supervisor can meet weekly with the employee for several weeks or months and review performance, offering coaching and help. A special work coach (this can be the coach or buddy if they know the new employees specific job tasks and can do them) can be assigned to show the new employee the ropes, how to operate within the work environment, and how to best meet and exceed job expectations. Initially, feedback should be encouraging, frequent, and used as a coaching opportunity. Teach the employee how to be proactive in communicating needs, problem solving, and identifying needed resources.
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#6 Just-in-Time Resources that Can Provide Answers for the New Employee. IDEAS
Ensure that a list of customers, clients, and University and community contacts and resources necessary for the job position is provided to the new employee. Ensure that a desk manual or other list of job duties and processes about the job position are provided to the new employee, that they have time to review it, and someone to approach with questions about it. Have a FAQ sheet or easily accessible e-document that can answer many of the questions a new employee might have. Have online modules that can help the employee learn new skills and processes. Have a schedule for the new employee that shows holidays, pay dates, and other dates that the employee needs to know.
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#7 A Thorough Orientation Process IDEAS

Ensure new employees are aware of policies and procedures. To review the staff policy and procedure manual, go to http://www.regulations.utah.edu/humanResources/. Help employees to understand and enroll in benefit programs. For more information about benefits, go to http://www.hr.utah.edu/ben/. Make sure that employees understand timelines for needed paperwork. To access a new employee checklist, go to:
http://www.hr.utah.edu/training/orientation/campus/Employee-Checklist-Campus-Staff.pdf
Review campus parking and transportation options and the location of other important resources on campus like Human Resources, the book store, the post office, etc. Review any required processes like putting in a code before copying, no long distance calls without a calling card, no clocking in early, etc.
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Putting Together An Onboarding Program

1) Set clear on your goals and objectives for your onboarding plan. 2) Conduct focus groups with employees to see what would have helped them to integrate more effectively. 3) Study best practices of other departments and organizations. 4) Put together an onboarding team. 5) Design your onboarding process. 6) Implement. 7) Evaluate and improve.
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Example of Onboarding Process

Orientation Onboarding Phase one Onboarding Phase Two
1st Day
2nd Day
1st Week
1st Month
7 7
8 8
10
11
12
Complete Org Orientation. Lunch with co-workers. Review of culture buddy.
Employee evaluates progress. Lunch with supervisor. Supervisor evaluates employee.
Six month evaluation.
Ten month evaluation.
Seventh month review. of adjustment Team meeting check-up. Review University policies. Lunch with co-workers.
Eleven month review of adjustment Employee one-year Evaluation. Employee completes Onboarding evaluation.
Buddy will escort to meeting. Senior Leader luncheon Fri. Review Resource Guide. Meet with buddy daily for check-in. Meet with supervisor. Introduce to buddy. Review 1 month calendar. Organization orientation. End day/buddy check-in. Give and review get to know you. Intro to team.
SPV review progress with feedback. Lunch with co-workers.
Review how employee is adjusting. Review of 1st week information. Lunch with co-workers.
Review of Mission/Vision. Set personal goals. Address questions. Ensure employee is finding everything. Have an employee lunch with different. employees each week. All benefits and paperwork completed.
Review of personal goals Address questions.
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Resources
Books:
The New Leader's 100-Day Action Plan: How to Take Charge, Build Your Team, and Get Immediate Results, George B. Bradt, Jayme A. Check, and Jorge E. Pedraza, 2009 Brand From the Inside: Eight Essentials to Emotionally Connect Your Employees to Your Business, Libby Sartain and Mark Schumann, 2006
Human Resources Training and Development Workshops:

Innovation and Creativity Time Management and Personal Productivity Goal Setting and Personal Motivation Professional Communication
Web Resources:
Maximizing Your Retention and Productivity with Onboarding How The Best Onboarding Programs Work Ensuring New Employee's Success
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Test Your Knowledge

Name one difference between onboarding and new employee orientation.
What is one objectives of an onboarding process?
What is one idea for a just-in-time resource for a new employee?
Please print this page and FAX your answers to 801-581-8481 or email your answers to Terri Jo Lorz @ terri.lorz@utah.edu
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Congratulations on completing the Onboarding New Employees online module. We hope this resource will help you fulfill your responsibilities as well as serve the needs of your direct reports.
If you need additional assistance in meeting these needs, please contact your service team. University of Utah Employees - Find your Service Team Service Teams are located at Division of Human Resources 420 Wakara Way, Suite 105 Salt Lake City, Utah 84102 Phone: 801/581-2169 Fax: 801/581-5571

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Previous Page

Welcome to Manager Essentials Online Training

Onboarding New Employees

How is an onboarding process different from new employee orientation?

What are the objectives of onboarding?

What should an onboarding process include?

#1 Activities That Make A New Employee Feel Welcomed

#3 An Introduction into the Formal and Informal Culture IDEAS

#5 Feedback and Guidance on Job Performance IDEAS

#7 A Thorough Orientation Process IDEAS

Putting Together An Onboarding Program

Example of Onboarding Process

Complete Org Orientation. Lunch with co-workers. Review of culture buddy.

Employee evaluates progress. Lunch with supervisor. Supervisor evaluates employee.

Six month evaluation.

Ten month evaluation.

SPV review progress with feedback. Lunch with co-workers.

Review of personal goals Address questions.

Human Resources Training and Development Workshops:

Test Your Knowledge

What is one objectives of an onboarding process?

What is one idea for a just-in-time resource for a new employee?

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