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Optimising onboarding process

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Steered focus groups across all levels to understand onboarding experience, formulating a strategy to streamline existing process

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Optimising onboarding process

  1. 1. Mercedes-Benz Research and Development India Mercedes-Benz Research and Development India Optimizing Onboarding Process Anurag Kumbhaj, HRM/RDI 18.08.2014
  2. 2. Mercedes-Benz Research and Development IndiaMercedes-Benz Research and Development India Optimizing Onboarding Process | Anurag Kumbhaj | HRM/RDI | 18.08.20142 Contents Survey Method2 Why Optimizing Onboarding Important ?1 Recommendations3 Action Points4 Issues @ Pune5
  3. 3. Mercedes-Benz Research and Development IndiaMercedes-Benz Research and Development India Optimizing Onboarding Process | Anurag Kumbhaj | HRM/RDI | 18.08.20143 Why Optimizing Onboarding Important ? According to the Gallup Research Group: !  Employee engagement is the number one factor in workplace productivity. And the best way to successfully engage employees is through a meaningful onboarding process. Onboarding ensures that new employees feel welcome, informed, prepared, and supported. Also, GPWT survey results gave us the realty check. Unlike other practices in which department contributes more, welcoming (onboarding) is one practice in which HR contributes substantially.
  4. 4. Mercedes-Benz Research and Development IndiaMercedes-Benz Research and Development India Optimizing Onboarding Process | Anurag Kumbhaj | HRM/RDI | 18.08.20144 Survey Method - Focused Group Discussion (FGD) Day Target Executive Level Final Attendees Count Location 1 T9 14 Whitefields Palms 2 T8 13 Whitefields Palms 3 L4, L5 & L6 13 Whitefields Palms 4 T7 10 Whitefields Palms 5 T7, T8 & T9 12 Pune 6 L5, L6, T7, T8 & T9 10 Pine Valley, EGL Advantages of creating Focused Group level wise over department wise: "  Representation across departments: #  Diversity in thoughts #  Provides a stage to discuss whether an issue is across organization or specific to a department "  Freedom to speak in absence of direct supervisors or deputies Questions Floated in FGD’s:   What kind of expectations/aspirations you had while joining MBRDI?   Have they been met? If not, what are the gaps?   How was your onboarding experience? a)  In company b)  In department
  5. 5. Mercedes-Benz Research and Development IndiaMercedes-Benz Research and Development India Optimizing Onboarding Process | Anurag Kumbhaj | HRM/RDI | 18.08.20145 Recommendations Recruitment • Enforce managers for descriptive MPR’s • Initiate German Culture readiness check • Same SPOC for candidate till onboarding Pre - Onboarding • Assign SPOC for general queries • Appreciation lunch • Create MBRDI info guide Onboarding (Day 1) Frequency: 2/Week • Orientation • Briefing Sessions: • HR • Finance • Travel • LEAD process • Insurance • Facilities (canteen, pantry, stationary, workstation, meeting rooms, transport) • Important contact no., email and links • Statutory forms • Recruitment team to HRBP transition • Help Desk (HR, facilities, insurance, bank) Onborading (Induction Day) Frequency: 1/Month • Daimler History • Footprints of MBRDI • Briefing Sessions: • By MD & CEO, & HOD’s • Departments in MBRDI • HR Organization Structure • Employee Referral Program (RMS) • Policy (Admin, Benefits, Leaves, LEAD, etc) • Trainings (Behavioral & Leadership) • Academy • Education & Certifications • Annual Day • CSR Activities • EAC (Employee Assistance Program) • Women Development • Intercultural training • Team Building Activities • Factory Visit Onborading (Department) • Ensure Goal setting & LEAD process are completed in Week 1 • Enhance customer exposure • Make buddy appointment by hiring managers a non avoidable process • Give preference to new employees for German language training • Automate IT approval process • Enforce timely interview feedback and minimize candidate on hold period New (Recommendation/ Recommended Activity) Existing Activity (To Be Modified) Existing Activity Legend:
  6. 6. Mercedes-Benz Research and Development IndiaMercedes-Benz Research and Development India Optimizing Onboarding Process | Anurag Kumbhaj | HRM/RDI | 18.08.20146 Action Points Action on Recommendation Responsible Person/Team Implementation Timeline Budget Recruitment •  Enforce hiring managers to provide descriptive JD, & project name & task for each MPR •  Initiate German culture readiness check during HR interview using following steps: •  Question: Ask questions to gauge candidate’s willingness to accept German culture •  Validate: Give a situation specific to a project and ask decision making questions •  Confirm: Provide a decision on candidate aptness to the profile & MBRDI •  Recruitment team must ensure only one SPOC for candidate from first communication to onboarding Recruitment Leaders Recruitment Leaders Recruitment Leaders With Immediate Effect With Immediate Effect Sep 30th 2014 NA NA NA Pre - Onboarding •  Assign SPOC for all general queries such as notice period buyout, reallocation, travel & stay, reimbursement, etc •  Invite recruited candidates for lunch with Hiring & Recruiting managers after offer acceptance to discuss Department Strategy & Project •  A small information booklet containing static information such as about MBRDI, departments, brief of all processes related to onboarding, working hours, etc Recruitment/HR Leaders Recruiter HR Sep 30th 2014 With Immediate Effect Sep 30th 2014 NA NA INR 20,000 (Euro 250 approx.) Onboarding (Day 1) •  Include quick briefing sessions on the following topics: HR, Finance, Travel, LEAD process, Insurance, Facilities (canteen, pantry, stationary, workstation, meeting rooms, transport) •  Share all important contacts and links in a flyer •  Make perforated forms booklet for all statutory form and provide full day to new employees to fill & submit •  Introduce HRBP concept & formal transition must take place between recruitment team & HRBP •  Helpdesk (HR, facilities, insurance, bank) to address queries HR HR HR HR Leaders HR Sep 30th 2014 Sep 30th 2014 Sep 30th 2014 Starting Q1 2015 Sep 30th 2014 NA NA INR 10.000 (Euro 125 approx.) NA NA
  7. 7. Mercedes-Benz Research and Development IndiaMercedes-Benz Research and Development India Optimizing Onboarding Process | Anurag Kumbhaj | HRM/RDI | 18.08.20147 Action Points Action on Recommendation Responsible Person/Team Implementation Timeline Budget Onborading (Induction Day) •  Increase frequency of induction to 2/Month •  Ensure lead time for induction from Day 1 to be less than a month •  Ice Breaking session by MD & CEO taking through MBRDI Vision, Mission, Strategy, Facts & Figures •  Department Introduction by respective HOD’s •  Develop an Intercultural training session to help new employee understand German work culture •  Include more team building activities (consider outdoor activities) •  Reconsider Factory Visits for the new employees HR Head HR Leaders HR HR HR HR HR Starting Q4 2014 With Immediate Effect September 30th 2014 September 30th 2014 September 30th 2014 September 30th 2014 Starting Q1 2015 TBD NA NA NA NA INR 20,000 (Euro 250 approx.) TBD Onborading (Department) •  Make Goal setting & LEAD process completion of new employee mandatory for hiring managers within 1st week of joining •  Enforce managers to involve more team members in direct customer interactions to increase employees’ visibility of project •  Hold onboarding if a buddy is not appointed by hiring manager •  A separate batch for German language training with preference to new employee’s •  Make all IT tools & license approval process automated •  Set time limit for hiring managers to give interview feedback and provide timely decisions to candidates HR Leaders HOD’s Recruitment Leader HR HOD - IT Services & ITI/ GS Recruiter September 30th 2014 With Immediate Effect With Immediate Effect TBD TBD With Immediate Effect NA NA NA TBD TBD NA
  8. 8. Mercedes-Benz Research and Development IndiaMercedes-Benz Research and Development India Optimizing Onboarding Process | Anurag Kumbhaj | HRM/RDI | 18.08.20148 Issues @ Pune WorkflowID card Joining kits Finance Induction - SPOC Telephone Bank account OBT / Concur VISA support
  9. 9. Mercedes-Benz Research and Development IndiaMercedes-Benz Research and Development India Optimizing Onboarding Process | Anurag Kumbhaj | HRM/RDI | 18.08.20149 Thank You !!

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