The Why of New Hire Orientation – The Perspective of the Employer
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The 4 secrets that will differentiate your onboarding experience and help retain your top talent.
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The Why of New Hire Orientation – The Perspective of the Employer
- 1. The Why of New Hire Orientation – Perspective of the Employer Megan Last October 12, 2017
- 2. 2 Welcome! Introductions • Jen Wintrow, producer • Megan Last, facilitator • Attendees • Hold various roles within new hire orientation • Seeking to improve new hire orientation experience
- 3. 3 Welcome! Agenda • Welcome and introductions • Employer’s perspective of new hire orientation • Questions and closing
- 4. 4 Session 2 of 4 Perspective of the New Employee • September 14, 2017 Perspective of the Employer • October 12, 2017 Content of New Hire Orientation • November 15, 2017 Post-New Hire Orientation Procedure • December 14, 2017
- 5. 5 Objectives 1. Plan new hire orientation schedules 2. Equip those who interact with new hires 3. Internally prepare for new hires’ arrival
- 6. 6 Onboarding Versus New Hire Orientation Onboarding New Hire Orientation Description A journey A scheduled event Starts Before first day In first week Ends 3 – 12 months after first day In first or second week Includes Many different groups Mainly Human Resources Functions 1. Identifying and recruiting 2. Giving new hires the tools they need to work 3. Helping new hires work well with others 4. Helping new hires and their teams achieve success 1. Identifying and recruiting 2. Giving new hires the tools they need to work 3. Helping new hires work well with others 4. Helping new hires and their teams achieve success
- 7. 7 Discussion From the employer’s perspective, what are the benefits of having an onboarding program and/or a new hire orientation program? • Fills a vacancy
- 8. 8 Statistic • 25% of new employees quit after only 45 days on the job • Average cost of losing a new employee during the first year is about three times their salary • $35,000 salary becomes a loss of over $100,000 Improving Effectiveness With Onboarding, Engagement and Development Plans – ATD Human Capital Blog
- 9. 9 Plan new hire orientation schedules
- 11. 11 Plan Schedules • How far out do you schedule? • Who is involved? • When do you schedule it? • What locations are hosting?
- 12. 12 Plan Schedules • Who is involved? • How do you schedule it? • What templates might you use?
- 13. 13 Equip those who interact with the new hires
- 14. 14 Discussion Who interacts with the new hire in their first few days? • Receptionist
- 15. 15 Ambassadors • Communicate to them • Empower them • Train them
- 16. 16 Poll Is there a difference between presenting and training?
- 17. 17 Ambassadors • Communicate to them • Empower them • Train them • Presenting versus training • Subject Matter Expert (SME) versus trainer
- 18. 18 Internally prepare for new hires’ arrival
- 19. 19 Checklists
- 20. 20 Checklists 4-6 weeks out • Confirm with Recruiting that hiring paperwork is complete • Send new hire offer letter and benefits summary • Verify with hiring manager needed software, file access, mirroring, etc. • Email set-up group to begin preparing for new hire • Notify IT well in advance if big group • Begin creating schedule
- 21. 21 Checklists 1-3 weeks out • Send new hire link to complete online paperwork • Prompt hiring manger to mail personalized welcome note • Contact new hire for first day logistics • Confirm completion of equipment and space • Send internal invitations for remote connections • Order business cards • Finalize and distribute schedule to trainers and hiring manager • Assemble swag bag
- 22. 22 Checklists Friday before Monday start • Draft new hire announcement email to the firm • Prepare training room • Update organizational charts • Update welcome PowerPoint in lobbies
- 23. 23 Checklists First day • Send new hire announcement email to the firm • Process employment paperwork • Send external communications, if applicable • Notify clients • Notify federal or state entities / compliance
- 24. 24 Discussion What else do you do to prepare for the new hire?
- 25. 25 Resources • Turned Off From Onboard – Caroline Coppel – ATD article • The Total Onboarding Program – Ed Bancroft and George Bradt – ATD blog • Onboarding Is Critical – Patty Gaul – ATD article • Hiring and Onboarding a New Employee – Martin Davis – entrepreneur.com • 10 Things to Prepare for an Employee’s First Day – Alexandra Hicks – zenefits.com
- 26. 26 Conclusion 1. Planned new hire orientation schedules 2. Equipped those who interact with new hires 3. Internally prepared for new hires’ arrival
- 27. 27 Session 3 of 4 Perspective of the New Employee • September 14, 2017 Perspective of the Employer • October 12, 2017 Content of New Hire Orientation • November 15, 2017 Post-New Hire Orientation Procedure • December 14, 2017
- 28. 28 Questions
- 29. 29 Contact Megan Last, CPLP Senior Learning & Organizational Development Specialist (440) 605-7191 mlast@skodaminotti.com
Editor's Notes
- Jen: Introduce herself Introduce Skoda Minotti Introduce environment (chat, poll, etc.) Introduce Megan
- Welcome Jen is producer Introduce herself Introduce Skoda Minotti Introduce environment (chat, poll, etc.) Introduce Megan My introduction 12 years An advocate for new hires Several companies / different industries Most recently NorthCoast 99 Award for Career Advancement Opportunities Submitted our onboarding and NHO program to be considered for the award Attendees Partnered with many of you in September’s webinar – welcome back! LinkedIn group
- Agenda 1 hour Polling Interactive discussions with chat OUR GOAL: Peek behind the Skoda Minotti curtain
- Currently trending topic Magazine cover White papers “4 secrets that will differentiate your onboarding experience and help retain your top talent” – this is secret #2… view the experience from the employer’s perspective Main secret from #1 Consider each new hire as an individual Extend personal welcome Create customized schedule Consider generational expectations Offer buddy program Communicate employer expectations Series provides tools and resources to improve an existing NHO program This session recorded Review later For those who could not join us
- Objectives As a review from last month’s webinar, let’s review the difference between onboarding and new hire orientation…
- These terms are often used interchangeably yet they are different Onboarding A journey Much more than “one and done” NHO A scheduled event / process Very impressionable time Our webinar series focuses on NHO but we will see some overlap with onboarding recommendations and techniques
- Activity TYPE RESPONSES IN CHAT FROM THE EMPLOYER’S PERSEPCTIVE, what are benefits of having an onboarding program and/or a NHO program? Fills a vacancy Brings in fresh ideas Balances the work load Maximizes engagement Increases retention Higher productivity Sets expectations Creates transparency Builds trust and alignment Encourages open communication Forges relationships
- Improving Effectiveness With Onboarding, Engagement and Development Plans blog – ATD Human Capital Blog Let’s not let this happen to us by putting together an efficient process and properly preparing for them
- We’re going to look at schedules from a high level view (binoculars) and then from a more detailed view (magnifying glass).
- How far out do you schedule? Yearly? Semiannually? Quarterly? Skoda Minotti makes a yearly schedule Who is involved? HR Be staffed to onboard them Recruiting Hire to specific dates Facilities Order equipment Prepare workspace IT Order equipment Be staffed to configure equipment Skoda Minotti involves all of these groups in the overall schedule When do you schedule it? Determine session frequency Pay dates Holidays Deadlines Annual events Product launches School schedules Skoda Minotti HR team finalizes dates We offer NHO every other week What locations are hosting? Does this rotate? Reserve the space Communicate those details Skoda Minotti HR team communicates dates
- Who is involved? HR Schedule the sessions – every other week Facilities / IT Prepare the workspace and/or equipment Presenters / Trainers / Hosts Secure their time Managers receiving new hires Be prepared to receive new hires How do you schedule it? Confirm specialized training needs with hiring manager, department head, etc. Send trainer invitations Consider remote attendees’ technology needs – WebEx, Go To Meeting, Spark, etc. What templates might you use? Standard training Specialized training Compliance training Shadowing / Nesting Secure agreement from various sources of need to know versus nice to know Skoda Minotti offers: 2 day standard Additional 3-8 day specialized Shadowing where appropriate Short sessions throughout next few months Regular check-ins during first 90 days
- Activity TYPE RESPONSES IN CHAT Who interacts with the new hire in their first few days? Receptionist HR Recruiting Facilities IT Presenters / Trainers Hosts / Buddies Managers receiving new hires Everyone! Each one of these people provides a snapshot of the company, the culture and the future = AMBASSADORS Consider remote employees – provide a visual, turn on a camera, make a connection – just like we are with you!
- Ambassador: A diplomatic official of the highest rank An authorized messenger or representative Communicate to them When new hire is arriving Company’s expectations of employees (Princess hello) Empower them Expense lunch Encourage welcomes in the hallways or online How to be a buddy Make them feel welcome Humanize the environment Demonstrate the culture May consider a brief training on what it means to be a buddy Train them Let’s do a quick poll before talk more about training ambassadors…
- Yes / No I believe there is a notable difference between the two…let’s talk more about it…
- Train them Presenting vs training Presenting is one sided Training is interactive SME vs trainer SME tends to share all information Need to know Nice to know Trainer shares needed information Uses activities VAK My story at Skoda Minotti… First project – to improve NHO Participated NHO multiple times Identified good points / areas of improvement Really good, conscientious people here…SMEs/presenters Transition from SMEs to trainers Train the Trainer workshop – first group NHO trainers Now offer it annually Will be externally offered in 2018 – please watch website Can we notify attendees of dates/registration open?
- Checklists: Ensure a consistent experience for new hires Keeps responsibilities clear for involved parties Allows you to appropriately distribute tasks, order equipment, reserve schedules Need to remain flexible due to business needs We will share Skoda Minotti’s checklist with you when we send out the survey and recording.
- 4-6 weeks out Confirm with Recruiting that hiring paperwork is complete Send offer letter and benefits summary Verify with hiring manager needed software, file access, mirroring, etc. Email set-up group to begin preparing for new hire Title Office location Employee number Work space assignment Notify IT well in advance if big group Begin creating schedule Determine specialized training Secure trainers Schedule hosted lunches
- 1-3 weeks out Send new hire link to complete online paperwork Prompt hiring manger to mail personalized welcome note Contact new hire for first day logistics Documents needed Proof of certifications Schedule Dress code Confirm completion of equipment and space Laptops Key fobs Uniform Desk space Name plate Mailbox Send internal invitations for remote connections Order business cards Finalize and distribute schedule to trainers and hiring manager Assemble swag bag
- Friday before Monday start Draft new hire announcement email to the firm Prepare training room Update organizational charts Update welcome PowerPoint in lobbies
- First day Send new hire announcement email to the firm Process employment paperwork Send external communications, if applicable Notify clients Notify federal or state entities / compliance This is where onboarding and NHO can overlap because the schedule now takes over. Remember - We will share Skoda Minotti’s (MODIFIED) checklist with you when we send out the survey and recording. In the meantime, we’d like to hear from each of you about what you also do to prepare for the new hire…ACTIVITY
- May want to jot down these ideas! Activity TYPE RESPONSES IN CHAT What else do you do to prepare for the new hire? Thanks for your contributions
- In addition to my own experiences, these are some resources that were referenced or quoted in today’s webinar.
- Focuses on content shared during NHO November 15 at 2:00pm #4 - December 14 at 11:00am To get the most out of this topic, encourage you to attend two remaining webinars Covered a lot of topics today Might not know where to start Start small and try to implement one or two new concepts We provide HR consulting services (such as these) to clients and would be happy to help you
- Survey, checklist and recording sent this week or early next week