Employee Onboarding Best Practices

22,392 views

Published on

Emerald Software's Onboarding Best Practices - What You Can and Should Do WIth A New Employee Onboarding System.

Learn more at http://www.emeraldsoftwaregroup.com/onboarding

Published in: Business, Technology
  • Be the first to comment

Employee Onboarding Best Practices

  1. 1. Onboarding<br />Requisitioning<br />HR Process Management<br />Personnel Folders<br />Change Management<br />Employment Verification<br />Imagine.completely paperless HR management<br />
  2. 2. The AllegroHR Suite<br />Universal Employment Application<br />Universal Onboarding<br />New Employee Acculturation Portal<br />I9 Management with e-Verify<br />Staff Service Request<br />Personnel Action Notices<br />Personnel Folders<br />Imagine. completely paperless HR management<br />
  3. 3. Best Practices in Employee Onboarding Systems<br />Imagine. completely paperless HR management<br />What you can and should do with an employee onboarding system<br />
  4. 4. Imagine. completely paperless HR management<br />Transactional Onboarding<br />Optimizing, perfecting, and controlling business process tasks during employee onboarding<br />Automating Paperwork and Forms<br />Automating the Flow of New Employee Data<br />Ensuring Compliance<br />
  5. 5. Imagine. completely paperless HR management<br />Acculturation Onboarding<br />Accelerating an employee’s assimilation into the organization<br />Orientation<br />Adaptation<br />Connection<br />
  6. 6. Imagine. completely paperless HR management<br />Recommendation…<br />Recognize the proper mix of transactional and acculturation onboarding features that makes sense for your organization<br />All organizations can use transactional onboarding<br />The more white collar the workforce, the more acculturation onboarding also makes sense<br />
  7. 7. Imagine. completely paperless HR management<br />Automating Paperwork and Forms<br />Application for Employment (if not collected by other systems)<br />Employee Demographics Form<br />Offer Letter (if not generated by recruiting technologies)<br />Offer Letter Acceptance<br />IRS W-4<br />INS I-9<br />IRS 8850 (Work Opportunity Tax Credit)<br />State W-4’s or equivalent and accompanying forms such as affidavit of non-residency, alternative tax elections, certification of military status, etc.<br />
  8. 8. Imagine. completely paperless HR management<br />Automating Paperwork and Forms, continued<br />Policy Acknowledgements and Acceptance:<br />Drug Testing Policy<br />Background Testing Policy<br />Harassment Policy<br />Acknowledgement of Job Description<br />Receipt of Employee Handbook<br />Receipt of Employment Contract<br />Intellectual Property and Invention Assignment<br />Non-Compete<br />Chain of Custody<br />Release of Information, Particularly for Licensure<br />Minor Work Release Forms<br />Intern or Work-Study Release Forms<br />
  9. 9. Imagine. completely paperless HR management<br />Automating Paperwork and Forms, continued<br />Benefits, including group health and voluntary benefits<br />Special Industry Forms<br />Department of Transportation<br />Department of Homeland Security<br />Department of Defense and National Security Related Forms<br />Food Services Training & Certifications Release<br />Gaming (casino) Training & Certifications Release<br />Healthcare Licensure & Safety<br />
  10. 10. Imagine. completely paperless HR management<br />Automating the Flow of New Employee Data<br />Integrations to:<br />Applicant Tracking and Recruiting<br />HRMS<br />Payroll<br />Time and Attendance<br />Learning Management<br />Employee and Manager Self Service Portals<br />E-Verify (Immigration & Naturalization Service)<br />Workforce Analytics and Reporting<br />Benefits Management<br />Benefits Enrollment Processing Partners<br />
  11. 11. Imagine. completely paperless HR management<br />Automating the Flow of New Employee Data, continued<br />Integrations to:<br />Background Testing Partners<br />Drug Testing Partners<br />Unemployment Insurance Outsourcing Partners<br />State Newhire Reporting Systems<br />Tax Credit Outsourcing Partners<br />Document, Content, and Records Management Systems<br />Risk Management Partners<br />Other Business Operational Systems<br />Facility Security Systems<br />Accounting, ERP, or Supply Chain Management Systems<br />
  12. 12. Imagine. completely paperless HR management<br />Automating the Flow of New Employee Data, continued<br />Integrations to:<br />IT Systems<br />Network Security: ActiveDirectory, LDAP, etc.<br />Systems & Equipment Provisioning<br />Email, Blackberry, and Communications Provisioning<br />Employee Collaboration Systems<br />Microsoft SharePoint<br />Corporate Social Networks<br />
  13. 13. Ensure Completeness of Forms Package<br />No Missing Tax Forms<br />I-9<br />All Policy Acknowledgements Reviewed & Acknowledged<br />Only Relevant Forms Completed (Eliminate Risk of Unneeded Forms)<br />Ensure Accuracy of Forms Package<br />No Missing Fields<br />No Improperly Formatted Fields<br />No Inconsistency Between Fields<br />Imagine. completely paperless HR management<br />Ensuring Compliance<br />
  14. 14. Special Industry Licensure: Verification <br />Transportation<br />Healthcare<br />Education<br />Gaming<br />Food Services<br />Government & Defense<br />Imagine. completely paperless HR management<br />Ensuring Compliance, continued<br />
  15. 15. Imagine. completely paperless HR management<br />Orientation<br />Welcome Messaging (ideally multimedia, such as a video)<br />Information on the Organization<br />Company History<br />Company Mission, Vision, and Values Statements<br />Company Culture Overview<br />Copies of Handbooks and Policy Manuals<br />Copies of Benefits Guides and Manuals<br />
  16. 16. Imagine. completely paperless HR management<br />Orientation, continued<br />Information on the New Employee’s Team and Coworkers<br />Names and Titles of Coworkers<br />Name and Title of Supervisor(s)<br />Contact Information—Email, Phone—for Coworkers<br />Special Welcome Messaging from Coworkers is Ideal<br />
  17. 17. Imagine. completely paperless HR management<br />Orientation, continued<br />Information on the New Employee’s Job<br />Position Description & Expectations<br />List of Work Items Assigned to Employee<br />Delivery Status<br />Usage Guidelines<br />Access to Documents Related to Job Performance<br />Project Documents<br />Unique Departmental, Location, and Business Unit Policies<br />Job Performance Standards & Best Practices<br />
  18. 18. Imagine. completely paperless HR management<br />A Note on Virtual Orientation Programs<br />Can be a very powerful tool for physically distributed organizations<br />Should be well integrated with in-person employee orientation programs<br />Supplementing, not replacing, where feasible<br />Reinforcing business objectives<br />
  19. 19. Imagine. completely paperless HR management<br />Adaptation<br />New Employee’s Learning Plan<br />Policy Training & Testing<br />Security Training & Testing<br />Physical Security<br />Network, Internet, & Virtual Security<br />Job Training<br />Materials and Work Items Training<br />Skills Remediation & Personal Development<br />Special Skills Training, such as foreign languages or business protocol<br />
  20. 20. Imagine. completely paperless HR management<br />Adaptation, continued<br />Surveys<br />Ensuring Expectations Have Been Met by Company <br />Ensuring Employee Feels They Have Materials They Need to be Effective<br />Ensuring Employee Feels They Are Connecting with Company and Coworkers<br />
  21. 21. Imagine. completely paperless HR management<br />Connection<br />New Employee Creates Personal Profile<br />Personal Contact Information<br />Education History<br />Work History<br />Personal Interests & Hobbies<br />New Employee Is Encouraged to Peruse Company Personal Profiles, Traversing both the Official and Unofficial Company Structure, and Find Employees of Similar Background and Interests<br />Existing Employees Are Encouraged to Seek Out New Employees with Matching Education and Work History and Interests<br />
  22. 22. Encourage Employee to Participate in Company Events<br />Company Calendars<br />Company Clubs & SIGs<br />Provide Message Forums and Electronic Bulletin Boards<br />Special Interest for New Employees<br />Special Interest per Activity<br />Car Pooling<br />Career Development<br />Employment Resources (such as)<br />Childcare Recommendations<br />Benefits Recommendations<br />Local Office Facility Recommendations<br />Imagine. completely paperless HR management<br />Connection, continued<br />
  23. 23. Imagine. completely paperless HR management<br />Obtain Our Best Practices Brief…<br />Emerald Software’s “Onboarding Best Practices Brief” is our most popular piece of content, read by thousands of HR professionals.<br />Learn more and request our brief at: http://www.emeraldsoftwaregroup.com/onboarding<br />Or call us at 770-569-5122<br />
  24. 24. Thank You For Spending Some Time With Us!Visit Us Atwww.EmeraldSoftwareGroup.com<br />Imagine. completely paperless HR management<br />

×