Effective Onboarding with a Limited Budget

Effective Onboarding – Even in this Economy Elaine Orler

About Knowledge Infusion Founded in 2004 by Jason Averbook and Heidi Spirgi Global Company Leader in HCM and talent management consulting and advisory services Total Employees Approximately 35, Across North America Headquarters & Offices Minneapolis, MN; Offices throughout US Target Markets Fortune 2000, Mid-market, Public Sector Number of Customers Over 170 Areas of Expertise HCM and talent management, portals and self-service, performance, succession, recruitment, learning & development, talent/workforce planning, analytics, collaborative technologies Nordstrom, MetLife, Yahoo!, Turner Broadcasting, Intuit, Notable Customers Safeway, Luxottica, Health Net, AAA, Target, US Postal 2 Knowledge Infusion Proprietary and Confi9ential, Copyright 2009

Agenda • Overview of Onboarding Strategy • Effective options for using your current resources • Collaboration - messaging and communications • Extensions with existing technology • Common notification tools • Project Framing – how to establish an Onboarding Improvement project 4 Knowledge Infusion Proprietary and Confi9ential, Copyright 2009

Why Focus on Onboarding? • Research shows: • An effective Onboarding process will reduce turnover that occurs in the first 30-90 days • Employees that are engaged earlier are more productive and will stay longer • The majority of time spent on “day one” of a new hire is on administrative tasks • Errors in the Onboarding process costs: • Money • Productivity • Your Brand and reputation to acquire top talent Research Reports to Consider: Aberdeen Group – Fully Onboard SilkRoad - Successful Onboarding: Get Your New Employees Started Off Right 6 Knowledge Infusion Proprietary and Confi9ential, Copyright 2009

Onboarding: What is the Philosophy? Onboarding is a deliberate, strategic business process that should enable, facilitate and assure that new employees are successfully emerged into the organization by: •Preparing them to succeed at their job •Efficiently completing new hire paper work •Providing opportunities to engage, socialize and understand the culture •Becoming fully engaged and productive on day one •Evaluating new hire satisfaction which includes the initial new hire process and 30-60-90 evaluations 7 Knowledge Infusion Proprietary and Confi9ential, Copyright 2009

Onboarding Framework • Start onboarding early (pre-hire) ..…… • Eliminate manual processes Process • Determine owner for onboarding • Buddy/Mentor Program • Standardize forms ..…… • Simplify, leverage Recruiting data Forms • Eliminate paper / On demand forms • New Hire Community /Portal. • Online Orientation / Learning Technology • Workflow notifications •Centralized source of new hire info • Process / functional metrics… Metrics / • Employee metrics Reporting • Manager metrics 8 Knowledge Infusion Proprietary and Confi9ential, Copyright 2009

Automated Onboarding Should Provide… • Forms and Content Management Leverage data already collected in recruiting application process Electronically complete and manage all state, federal and local forms, benefit enrollment, employment verification • Socialization Deliver cultural, organizational information targeted for new hire Extend positive employment brand impression Provide mentoring and/or buddy partnerships • Notifications & Collaboration Task Management - automation and integration of traditionally independent tasks and activities (computer equipment, office space, security, passwords, uniforms, business cards, etc.) Notify task owners, track tasks and measure progress 9 Knowledge Infusion Proprietary and Confi9ential, Copyright 2009

Collaboration with Existing Technology for Onboarding The Social Graph of a Talent Integration Strategy eLearning Course Training Employee Directory Career Development Internal Workforce Social Planning Networks Employee Incentive Profile Pay Compensation Management External Talent Social Networks Management Talent Merit Acquisition Increase Performance Management Succession Separation Planning Talent Performance Goal Brand Modeling Management Performance Competencies Talent Appraisal Pool 10 Knowledge Infusion Proprietary and Confi9ential, Copyright 2009

Why On-Boarding is not a checklist… Onboarding is the process of integrating and acculturating new employees into the organization and providing them with the tools, resources and knowledge to become successful and productive. - Aberdeen Group Study 2006 15 Knowledge Infusion Proprietary and Confi9ential, Copyright 2009

Identifying Onboarding Priorities • Critical • Strategically and Tactically aligned • Correlation to the business success • Significant upside measured (i.e. time Critical Strategic to productivity) Strategic Value • Strategic • Strategically aligned • Experience based with correlation to business value • Branded and collaborative context • Necessary • Tactically aligned Necessary Commodity • Portability of information • Commodity • Tactically aligned • Elimination of waste, redundant work • Cost containment focus Operational Value 16 Knowledge Infusion Proprietary and Confi9ential, Copyright 2009

Onboarding Project Approach Phase 2 Phase 1 Phase 3 • Develop process for • Notifications & • Define the interaction with new Collaboration Onboarding Strategy hire • Leverage technology to • Establish Onboarding • Build Project Plan automate and manage Portal(s) tasks • Identify Onboarding • Electronic forms • Consolidate forms completion forms and processes delivery • Directions / eMap • Analyze forms and • Consolidate forms • Tasks / Checklists processes “return” • Organization Socialization • Dept level / Job Level info • Content Management • Recommend and training • Leverage Portal for • Incorporate Onboarding consolidation and content, collaboration with performance forms elimination and socialization efforts • Define Measures to • Design online/ Validate Onboarding • Increase Portal and Success Recruiting Technology electronic model data capture 17 Knowledge Infusion Proprietary and Confi9ential, Copyright 2009

Phase 1: Forms Consolidation or Elimination 1st 30 Days Pre-Hire Hire Orientation 31 – 90 Days •Benefits Enrolment •90 day review forms •Skills Survey •I-9 Form •Application Form Form •Emergency Contact •Training Request •Background Form information Release Form •Orientation •State, Federal •Offer Acceptance Handbook Forms Form 18 Knowledge Infusion Proprietary and Confi9ential, Copyright 2009

Example: Future State Onboarding Roadmap Onboarding Roadmap New Hire Offer Start Orientation New Employee Life Cycle/Probation Period Community 150 Day 170 day 30 Day 80 Day Sign On • Forms First Day • E-screening • Buddy / Peer • Tasks & Checklists • Benefits Review • Organization Culture • Mgr Welcome • Location/Dept / Job Info Mgr Evaluation Offer Extended Onboarding/ 1stDay / Week Retention • Mgr Welcome Survey Offer Accepted • Mgr Checklist Mgr Evaluation • New Hire Portal • Performance & Expectations Access/email sent • Workflow notifications Mgr Evaluation 19 Knowledge Infusion Proprietary and Confi9ential, Copyright 2009

Example Onboarding Experience Map Employee Offer Electronic Profile Accepted Forms Upon verbal acceptance… USPS Work begins behind the scenes Culture A “Welcome to the Company” New Hire Location Community communication connects info /Portal a new hire to their, new hire Dept / Job experience via a portal. Info Events are triggered in 3 categories: 1. Admin Forms / Tasks New Hire 2. Corp Culture / Socialization Tasks 3. Location / Dept / Job Info Workflow Entities 20 Knowledge Infusion Proprietary and Confi9ential, Copyright 2009

Seven Ways to Build a Better Relationships Today • Remember the golden rule • Treat every new hire the way you’d like to be treated. • Avoid the “black hole” syndrome • No matter how many requests you receive, acknowledge the request. • Use technology for what it does best • Give the new hire what they want most – timely feedback. Use email for frequent, short communication. • Don’t send mixed messages • Describe the process and the organization candidly and accurately. • Create a comfortable atmosphere • New Hires who are at ease are more likely to provide the information needed to drive accurate assimilation. • Recognize that small things lead to big impressions. • Be attuned to professional details. • Create your own wish lists for future Onboarding needs 21 Knowledge Infusion Proprietary and Confi9ential, Copyright 2009

Effective Onboarding with a Limited Budget

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