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How to Effectively Onboard New Hires

Introductions

Introduction questions:

Name and title

Department and time with the department/organization

What is your next dream vacation destination?

Reflect on your Onboarding Experience

What contributed to make

the experience positive or negative?

7out of 10 workers admit that they search

for jobs as part of their “regular routine” and

35% say that they say that they start

searching for a new job within weeks of starting a new position.

Ineffective Onboarding Leaves Gaps

Source: CareerBuilder 2012 study of more than 5,500 job seekers and 2,700 recruiters in North American & Canada

Learning Objectives

By the close of this session, learners will be able to:

Describe the characteristics of new hire orientation and the onboarding

process.

List the benefits of an onboarding process.

Describe a leader’s role and responsibility in the onboarding process.

Describe the benefits of an Onboarding Partner program.

Develop an action plan for implementing the onboarding process within

your department.

Workshop Outline

MODULE 1

MODULE 2

MODULE 3

MODULE 4

MODULE 5

Characteristics of New Hire Orientation and Onboarding

Benefits of the Onboarding Process

Leader’s Role and Responsibility in the Onboarding Process

Benefits of an Onboarding Partner

Action Plan to the Implementing an Onboarding Process

MODULE 1: Characteristics of New Hire Orientation and

Onboarding

Activity#1

MODULE 1

Recall your onboarding and new hire orientation experience at a company.

Question: Based on your experience, what is the difference between new hire orientation and an onboarding process?

Category New Hire Orientation Onboarding

Timing 1 day event Ongoing systematic process; extends beyond a day

Message (goals) Focus on administrative issues Fosters a feeling of belonging

Results (outcomes)Complete administrative documentation

Knowledge of policies and procedures

Helps build open communication Employer Employee

Speeds time-to productivity

Supports retention, engagement, and employee satisfaction

MODULE 2 MODULE 3 MODULE 4 MODULE 5 RESOURCES

Onboarding Overview

MODULE 1 MODULE 2 MODULE 3 MODULE 4 MODULE 5 RESOURCES

Onboarding: is the process through which new employees acquire the necessary knowledge, skills, and behaviors to do their jobs effectively.

Involves integrating new hires into the organization and preparing them to succeed at their job.

Designed to ensure that the new hire embodies the desired organizational culture and vision.

Promotes beneficial and positive connections before and after employment begins.

Differences between Onboarding and New Hire Orientation

MODULE 1

Systematic ongoing process Single learning event

MODULE 2 MODULE 3 MODULE 4 MODULE 5 RESOURCES

© iCIMS, Inc.

Characteristics of Onboarding Programs

MODULE 1 MODULE 2 MODULE 3 MODULE 4 MODULE 5 RESOURCES

MODULE 2: Benefits of the Onboarding Process

How Long Does It Take An Employee to Decide to Stay or Leave?

22% of NEW HIRES DO NOT

RETURN AFTER 45 DAYS OF

EMPLOYMENT

ON AVERAGE IT ONLY TAKES

AN EMPLOYEE 21 DAYS TO KNOW IF THEY FEEL AT

HOME

70% OF NEW HIRES MAKE THE

DECISION TO STAY/LEAVE IN THE

FIRST 6-MONTHS

7 OUT OF 10 EMPLOYEES ARE NOT

ENGAGED

SOLUTION:58% OF EEs THAT EXPERIENCE

A STRUCTURED ONBOARDING PROCESS ARE LIKELY TO STAY AFTER 3 YEARS

Activity #2

List 1 benefit of the onboarding process for leaders and new hires for the three categories below:

MODULE 2 MODULE 3 MODULE 4 MODULE 5 RESOURCESMODULE 1

Category New Hire Leader

Turnover/RetentionNew hire is confident about the decision to join

the organization and stays

Leader keeps new hire and reduces financial

loss, moral of team remains high

EngagementEmployee feels a part of the team and is

committed to work

Leader has a cohesive team where all members

are committed and motivated to perform

Time to productivityEmployee is better equipped to perform job

duties

Leader can meet departmental goals when

employee is productive

Category New Hire Leader

Turnover/Retention

Engagement

Time to productivity

• Effective onboarding connects new hires to PHN’s vision and mission more quickly and with more enthusiasm

Increased Mission & Vision

• New hires feel connected to team members more quickly which enhances employee engagement.

Team Engagement

• New employees experience faster learning curves, which results in the new hire mastery of performance competencies more quickly.

Faster Learning Curve

• The process greatly reduces voluntary turnover rates and vastly improves the success of the recruiting process.

Benefits of the Onboarding Process

Reduced Employee Turnover

• It results in higher employee on-the-job satisfaction and long-term retention.

Higher Retention Rates

• It enhances managers and coworkers capacity to promote team cohesion and build high performance teams.

Strong Team Cohesion

• It increases new hire commitment to perform tasks and responsibilities proficiently.

Increased Productivity

Benefits of the Onboarding Process

MODULE 3: Leader’s Role and Responsibility in the

Onboarding Process

1

2

3

4

*Module 4 outlines the Onboarding

Partner.

*Module 5 we provide a checklist of

specific tasks to achieve these

objectives

Tips & Resources

Activity #3

Brainstorm objectives that leaders should complete during the onboarding process.

Establish clear understanding of

departmental/organizational goals

Clarify role and expectations; identify what success looks like

Provide challenges and development opportunities to for a

productive career early on

Introduce key contacts, peers, and assign an Onboarding

Partner

5 Establish a clear sense of belonging

6Consistently provide feedback and perform scheduled

check-ins

MODULE 4: Benefits of an Onboarding Partner

Activity #4

Brainstorm the benefits an onboarding partner provides to a leader, new hire, and partner.

MODULE 2 MODULE 3 MODULE 4 MODULE 5 RESOURCESMODULE 1

Category Benefits

Leader Provides a support to the leader to assist new hire with general questions when unavailable..

New Hire A peer ask those questions one believes is a “stupid question” without the sense of shame.

Onboarding Partner

An opportunity to give back to the organization and step into a leadership role.

An opportunity to support team cohesion by assisting in assimilating a new hire to the team and

organization.

Category Benefits

Leader

New Hire

Onboarding Partner

The Onboarding Partner Program matches new hires with an experienced staff member(s) for their first few months of employment.

CONTACT

Provide the new hire with a point of contact for general inquiries

RELATIONSHIP

Foster a comfortable relationship with team and peers

CULTURE

Partner with someone who is familiar with the organizational culture, norms, and expectations

MODULE 1 MODULE 2 MODULE 5 RESOURCESMODULE 3 MODULE 4

Onboarding Partner Selection

MODULE 4Module 4

Selecting a Partner

When selecting an onboarding partner, the ideal candidate should: Demonstrate high performance; be a positive role

model Be a peer (not the supervisor) Have a professional presence and demeanor Possess excellent communication and interpersonal

skills Demonstrate a commitment to PHN’s vision and mission Be an effective source of advice and encouragement Have been employed more than one year (preferably) Be familiar with the new hire’s role and responsibilities

MODULE 1 MODULE 2 MODULE 5 RESOURCESMODULE 3

Leader’s Responsibility

• Ensure the Onboarding Partner has time to be accessible to the new employee

• Provide the Onboarding Partner with the tools needed to be effective (e.g., skills in coaching, feedback, communication)

• Monitor the Onboarding Partner – employee relationship and evaluate program

MODULE 4MODULE 1 MODULE 2 MODULE 5 RESOURCESMODULE 3

MODULE 4Module 4

General advice

Encouragement

Positive attitude

Honest feedback

Clear and concise information

Help in understanding the culture of PHN

Knowledge of where to locate information

Assistance in building networks and gain insight

Establishment of the best form of communication - email, telephone, in-person

MODULE 1 MODULE 2 MODULE 5 RESOURCESMODULE 3

What a New Hire Expects from the Onboarding Partner:

MODULE 5: Action Plan to Implement the Onboarding

Process

Activity #5

Use the blank checklist to develop the tasks you need to complete during the onboarding period for new

hires in your department:

MODULE 3 MODULE 4 MODULE 5 RESOURCESMODULE 1 MODULE 2

Pre-Employment

Day 1

Week 1

30-Day

60-Day

90-Day

MODULE 3 RESOURCES

RESOURCES

RESOURCESMODULE 1 MODULE 2 MODULE 3 MODULE 4 MODULE 5

Onboarding Guide for Leaders

Onboarding Partner Guideline

Leader’s Onboarding Checklist

Contact Education & Training

Onboarding Survey Results 2016

Onboarding Case Study

Access these resources directly from the Watercooler intranet

References

Booz Allen Hamilton (2008). Getting On Board; a Model for Integrating and Engagement New Employees. Booz Allen Hamilton.

StaffingAdvisors.com, Get ‘Em Started Right: Enhancing Performance and Retention through Effective Onboarding. http://www.govexec.com/excellence/2012/09/five-guidelines-effective-government-training/57836/

Four Keys to Effective Onboarding. Nov/Dec 2011., Healthcare Executive., Vol. 26. Issue 6, p44-44. 1p.