comprehensive guide next gen onboarding

8/18/2019 Comprehensive Guide Next Gen Onboarding

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Copyright © 2013 - www.mindtickle.com

The Comprehensive

Guide to Next

Generation

Onboarding :How to make the most

out of your New Hire

Orientation every step ofthe way




MindTickle enables businesses, trainers and individuals to

transform their existing online content (PPTs, Videos, documents)

into an interactive learning experience.

MindTickle engages the learner and makes learning efcient,

effective and delightful through a unique combination of game

mechanics (points, medals, badges and leaderboard) and social

tools (proles, comments, chat and walls).

The platform has been globally adopted by several Fortune

500 customers, and over 55,000 users have beneted fromMindTickle products.

MindTickle has global sales presence with headquarters in the

United States, and development / operations team in India.

About

MindTickle

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Learn More!




“Tell me and I forget.Teach me and I remember.Involve me and I learn.”

Benjamin Franklin

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Author

Mohit GargMindTickle Co-Founder @mindtickle

mindtickle.com

Mohit has a diverse work experience spanning across 14

years and four continents.

Prior to co-founding MindTickle, he was a Director in

PwC’s management consulting practice at New York, andhas been a senior member of product teams.

He was awarded “Entrepreneur of the Year” by Startup

Leadership Program (SLP) in 2012. Mohit holds an MBA

degree from ISB and MSEE from Stanford University.

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Table of Contents

Use Storytelling to Make Your New EmployeeOrientation Amazing! /13

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About MindTickle /2

About the Author /4

Introduction /6

The Importance of Pre-Onboarding Programs/7

Sustaining theExcitement /8

ManagingUncertainty /9

Let the OrientationBegin! /11

Setting Expectations /12

The only thing we haveto fear is the fear offailure! /15

Highlight Your Cultureand Values /16

Customized training forspecic types of people/17

Creating a Social Classroom/18

Get Involved in the Training

Process/20

The Value of Shadowing/21

Reap What You HaveSown/22

Thinking Beyond theFirst Few Days /23

Stay Aware of StafngShifts and Transitions /24

Assessing Success /25

Free MindTickle Demo /29




Introduction

It’s that time again. So you selected your new employees, excellent, this means you’ve

gotten through the hard part. Now they are about to go through the orientation program

you have planned for them, but what about training?

You may be asking yourself, “What should I do? How can I make this experience

worthwhile for both the new employees and myself?” As a human resource professional

or manager, you need to know what to do and how to do it from before the new

employee comes onboard to the weeks and months after training has concluded.

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Do you remember the moment when you received the

nal offer letter from your rst job? Chances are that you

are reliving the moment as you read this. A brand new job

also generates similar excitement. It is this excitement

that is omnipresent during the new hire orientation

program.

The pre-onboarding phase is the phase between the

new hires’ offer acceptance and their joining. Smart

organizations can leverage this feel-good atmosphere to

their HR advantage by setting the tone for the upcoming

new hire orientation program.

Next we’ll explore some of the actions you can take to

create an advantageous pre-onboarding phase.

The Importance of Pre- OnboardingPrograms

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Pre-Onboarding is a golden opportunity to sustain the euphoria of a new job. By simply

engaging with the new hire periodically during the pre-onboarding phase, employers

can sustain the enthusiasm and eagerness of the new hires. Three things you can do to

effectively engage new hires during the pre-onboarding phase are:

1. Help them Search – New hires often search for information about their employers onthe Internet. Be proactive and help them look at the right places.

2. Bring them In – Access to the organization’s enterprise social network could do

wonders. If your organization does not have one, create a group on public social networks

like LinkedIn as a means to introduce the new hire to the rest of the team.

3. “I Belong Here” – Socialize early by inviting them to team building activities. If the

location of the new hire is a constraint, arrange for online participation.

Sustaining the Excitement

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From a new hire’s perspective, in addition to the excitement, the pre-onboarding phase of

new hire orientation program also brings about a sense of anxiety.

Constant communication between the organization and the new hire can help contain this

anxiety. By initiating a few simple actions, a new hire onboarding manager can not only

counsel the new hire but also deduce with condence if they are at risk of losing the newhire.

1. Schedule Interactions – Structured calls to discuss the new hire’s job and role will

help orient the new hire early, towards the organization’s business objectives.

2. Paperwork – The Aberdeen 2013 research suggests that getting the new hire to

complete forms and tasks in a timely manner helps him contribute to business driven

projects at the earliest. This step may be boring, but initiating and completing it brings in a

formal sense of belonging.

Managing Uncertainty

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Pre-Onboarding in Action

To demonstrate how pre-onboarding can help engage new hires, here is an example of HCL

used the MindTickle platform to improve their pre-onboarding process. HCL decreased

the drop-out rates of millennial pre-joiners by 90% by leveraging the MindTickle platform

to engage new joiners between the day of offer and the day of joining. HCL was able to

leverage the platform to its advantage through two major ways:

1. Social and Gamied Learning – HCL used the learning platform to create an online

learning community of new joiners, and in process deliver pre-boarding content to improve

employer branding, engagement and day 1 readiness. The MindTickle cloud based platform

enabled candidates to explore different aspects of HCL Technologies in a visually rich and

self-paced learning environment.

2. Individualized Tasks – Each candidate was presented with a series of individualized

tasks tailored to a predetermined goal. After completing a task, the candidate was

rewarded with the ability to ‘level-up’ and unlock the next level of content. The gamemechanics such as points, leaderboard and medals enhanced participation and interactive

quiz assessments followed each level of content.

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Let the Orientation Begin!

The time has come to train your

newbies. What are you going to do

to make the experience worthwhile?

While it may seem benecial to cut

costs by reducing your investment

new employee training, you areactually saving money in the future

by training them now.

Lets investigate the best practices

of new employee training and the

tactics you can employ to make the

most out of it.

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Setting Expectations

One of the rst things you want to do for a new hire is

set their expectations by laying out what their job will

require of them.

It is of the utmost importance to identify their role

within the rst few weeks. If you don’t, the new

employee may feel scattered and confused.

To ease anxiety, consider setting up your employee’s

workstation before their arrival. This is a very wise

move since it makes the new employee more

comfortable on their rst day of work.

You can provide them with all the materials they will

need such as a phone, pens, organizers, post-its, and a

list of phone numbers for the other ofce employees.

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Use Storytelling to Make Your NewEmployee Orientation Amazing!

Sharing a compelling story is great way to help

new employees understand your company’s

culture in more relatable, “human” ways.

Often starting with the founder(s) of yourcompany, you can create a rags to riches story

of how the company has grown from the start.

Make it a positive, inspiring story that all

employees will want to be a part of.

Be wary of making your New Employee

Orientation program all about you. Allow your

new hires to express themselves and their

stories too.

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Procter & Gamble, the Master

Storyteller

Showing how your business has evolved can bring more inspiration and purpose to your

employees work starting in new hire orientation. Storytelling is at the heart of Procter and

Gamble, the number one marketing company in the world.

Not only does the company promote it’s history through the museum contained in its

headquarters or with the book Rising Tide: Lessons from 165 Years of Brand Building at

Procter and Gamble which is given free to it’s employees but storytelling is at the heart of

its culture.

One-pagers are designed to tell a story in a way that the leaders reading them are excited

to jump into action and ready to make a decision. The company promotes employees

sharing their learnings on the job. Those who are granted the promotions share their

experiences, good and bad with the campaigns they ran on the different brands they

worked on.

By sharing their “learnings” the company is able to continue to build billion dollar brands

that are sold around the world.

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Removing the Fear of Failure

New employees often come into a situation

nervous or afraid to try new things since they

are not sure what will happen if their idea

fails.

The best way to learn is by doing; so let the

new employees do something without the

fear of repercussions if they get it wrong.

Help them learn the ropes and point out their

mistakes so they can avoid them in the future.

Provide your employees with enough time to

learn. Give them time and even quiz them on

the important policies to remember.

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Highlight Your Cultureand Values

It is extremely important to help familiarize your new

hires with company culture and values. Your business

operates in a certain way with its own spoken and

unspoken rules. Help the new employees learn these

unspoken rules so that he or she doesn’t stick out like

a sore thumb.

By aiding them in their efforts to learn this esoteric

culture, you will enable them to assimilate into the

business more effectively.

This will help them trust you and their fellow

employees on a deeper level. Don’t make them learn

the rules through trial and error. Tell them what’s

going on and regularly check in to see if they have

any questions.

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Customized Training for Specic

Types of People

Though it may sound easy enough, customizing

training can actually be quite complex. To do this,

you must analyze the personality and culture of each

current employee who ll specic positions or are a

part of a certain department; you will then take this

knowledge and apply it to the training program.

For example, if a specic position tends to attract

brilliant people who unfortunately have poor

social skills, create a training program that builds

their self-condence and doesn’t make them feel

uncomfortable. If this happens to be a position thatrequires a lot of social interaction, help them build

proper and condent social skills.

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Creating a Social Classroom

It is a strong possibility that your new hires are Gen Y millennials. Even the Gen X are

omnipresent over social media platforms such as LinkedIn, Facebook and Twitter. Therefore,

bringing in a social learning element to the new hire orientation is only natural.

The social learning element would also bring in healthy competition, team spirit and

collaboration. Consider utilizing some of the Five Free Social Media Platforms (Facebook,

LinkedIn, Twitter, Pinterest, and Google Plus) for your New Hire Orientation.

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eBay’s Online Classroom

eBay, one of world’s largest e-commerce websites, is recognized as the best places to work

for recent grads. eBay had in place a comprehensive classroom training program integrating

technical knowledge, soft skills and orientation aspects, but was looking for a solution thatcould trim down the duration of classroom training without compromising on the quality of

the program.

eBay leveraged MindTickle’s Learning

Platform to deliver:1. New hire orientation and soft skills training online - New hires are better

acquainted with their colleagues because of the social features built into the platform that

encourage interaction. This has signicantly reduced the onboarding time.

2. Online fundamentals of technologies such as UNIX and Java - The templates

allow eBay to quickly create training that is engaging, focused and effective. The knowledge

thresholds of new hires on start of classroom training have seen a signicant improvement.

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Get Involved in the TrainingProcess

New employees want to feel important or at least

like they are being noticed on their rst day of work.

Therefore, it is the boss’ duty during the orientation

period to make the new hire feel like they are being

accepted as an ofcial co-worker.

It is important that the 1:1 time between the boss and

the new employee doesn’t get interrupted. If there is a

new employee in your department or your team, it’s up

to you to help them!

Make an investment in the new employee so they can

make an investment in you. Get to know them on a

personal level. It doesn’t have to be everyday or even

every week; it can be every 30 or 90 days, just as long

as it isn’t once or twice a year!

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The Value of Shadowing

One of the most effective ways to learn is to engage in an intelligent conversation with an

expert on a subject. Mentoring and shadowing are an excellent supplement to research and

independent learning.

When considering integrating a shadowing program into your new hire training, you should

keep in mind three benets of shadowing:

1. Job shadowing allows the new employees to see how the culture and values of the

business are applied in normal everyday settings.

2. After the new hire is taught a skill or job function, they can demonstrate what they have

learned to their mentor.

3. What better way to create friendships than to interact with people, right?

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Reap What You Have Sown

So you and your newbies have made it through

orientation. You have braved the tide and now you are

done right?

Think again… Remember that the orientation should

not end on day one! In order for new hire onboardingto be truly effective, you must have events or

interactions that occur over an extended period of

time.

Having interactive experiences over a longer period

of time are an effective way to help foster a sense of

unity in your workplace! Lets take a look at how you

can stay engaged with your new employees after

orientation.

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Thinking Beyond the FirstFew Days

It is important to have orientation events that occur

throughout the rst week to get your new hires

situated, and then check in with them as often as

possible to see how they are adjusting.

Have the manager and fellow team members check in

with the new employee(s) to see how they are doing,

how they t the role, and if they seem happy to be in

the business.

CareerBuilder.com says, “Take this opportunity to

address any issues of concern as well as note any

accomplishments so that all parties are condent thatthe new hire is poised for success in his or her role.”

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Stay Aware of Stafng

Shifts and Transitions

The manager must be aware that the rst few relationships a new employee makes

are vitally important. This means that if a new employee is going to be moved to a new

department or group, do it early before they settle in. If they have good friends in their

group upon being moved, it may become an uncomfortable situation. Help them with their

transition, don’t make it harder for them.

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Assessing Success

How are you evaluating the performance of your team? Usually managers know when a

person is underperforming within the rst two months. However, it may take a while for

managers to let that person go. Online training programs are just another way for you to

stay on top of your team’s progress.

Employees need and welcome regular accountability and feedback. Part of the reason why

online coaching has become so popular in recent years is because companies are stretched

thin by tight budgets and managers are not able to spend enough individual time with their

people so they seek outside reinforcement.

To determine the success of the new hire orientation, the organization needs to nd out

how well the content has been consumed by the new hires. Real-time quizzes, puzzles and

activities are some of the assessment tools that help organizations appraise how new hires

are doing in the orientation program.

Feedback sessions are important for mid-course corrections, if needed. This may also be a

good opportunity to reiterate and evaluate the company’s expectations from the new hire,

instead of waiting for the end of the probation period.

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Assessing the New Hires through

Online Platforms

Online platforms present another form to evaluate the success of the New Hires. Consider

these ideas when evaluating your New Hires:

1. Facebook - Secret Facebook groups allow you to create polls and multiple choice

questions. Though limited, this functionality can be used for assessments of new hires

2. LinkedIn - LinkedIn groups do not provide for publishing content, but they do provide

an option for polls.

3. Game Mechanics - Online games can spark healthy competition among the

participants. Paired with analytics and management tools you can effectively track and

manage the program.

With these platform analytics you have more data to start recognizing your top performers

in a public way!

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Getting the Metrics Right

We’ve all heard how important it is to have data-driven analysis, track and measure ROI, and

monitor key performance indicators (KPIs). It’s essential, however, to be sure you don’t fall

into the trap of being data-rich and information-poor.

Thankfully there are two simple concepts to remember that will set you in the right

direction towards measuring performance.

1. Avoid vanity metrics! – Vanity metrics appear good on the surface but don’t reect

underlying value. An example of a vanity metric is number of training courses delivered

to your employees. What real impact did it have on your organization? Is there something

deeper we can gain?

2. Ask Yourself (and team) these two questions:

i. What is the underlying business problem?

ii. What metric or KPI do we need to measure this?

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Conclusion

Staying competitive in today’s market is not easy, and any organization that fails toinnovate and embrace new technologies and practices is bound to be left behind.

By creating a comprehensive online training program, you can make a great rst

impression, reduce attrition and set your team up for success starting on Day 1.

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Request a demo of MindTickle's online training

software. See MindTickle's learning software in

action! We'll show you how to effectively engage

learners and measure ROI. With MindTickle's

learning software you can:

• Boost Learner Engagement: Use social and

gamied learning mechanics to increase

engagement and retention.

• Deliver Anytime, Anywhere: Use our

mobile-friendly platform to deploy to

learners anywhere.

• Save Time and Money: Save classroom

time, and use our exible subscription-based

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