New Employee Orientation:

An Agency’s First Impression

Megan ShekletskiHR Specialist

Health Resources and Services AdministrationOffice of Human Resources

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Group Discussion

• What did the current employees do wrong? What did they do right?

• How do you think the new hire felt during her first day on the job?

• How could the office improve their orientation tactics?

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Overview and ObjectivesParticipants will:• Identify the connection between a strong orientation and an agency's

first impression.• Discuss the importance of a well organized orientation and its role in

developing a workforce that is comfortable and knowledgeable. • Learn about preparations and communication tactics that can be

utilized to ensure a successful orientation. • Review HRSA’s NEO best practices and two-day orientation structure.

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First Impressions• Orientation is often a new hire’s first look into the agency as a whole• New hires are flooded with information on their first day-It is important

to be prepared and organized• Employees involved in orientation should be friendly, accommodating,

enthusiastic, and have an overall positive attitude

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General Orientation Organization• A well developed orientation should be both informative and engaging • Creative presentation tactics should be employed tokeep employees interested in the contentVideo ClipsActivities: Ice breakers, WorksheetsDiscussions

• The agenda for orientation should be practical and tailored to agency structure and policies: Include plenty of breaks for hires and presenters Include presentations that are important for onboarding purposes to make the new hire feel prepared to

start their tour of dutyKeep presenters accountable to their allotted time slots

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Preparation for Orientation

• Preparation of materials, presentations, and procedures is crucial in ensuring a smooth running orientation.

• Communication between new hires, program areas, and presenters must be clear and timely to avoid confusion.

• Confusion and misunderstanding can ruin the timely progression of orientation.

Let’s take a look at some of HRSA’spreparation and communication procedures…

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Preparation of Materials • HRSA’s New Employee Orientation (NEO) is presented via PowerPoint

presentation• Each presenter adds their own style to their individual portion of the

presentation • Any updates the presenters make to their presentations are sent to HR

for approval before being added to the NEO slide deck

• HRSA’s NEO presentation is constantly being updated to ensure accuracy regarding evolving agency and department policies.

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Preparation of Materials

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All new hires attending HRSA NEO are given a folder containing the following information:PowerPoint slide decks for Day #1 and Day #2 of

orientation, printed with an area to take notesAgendas for Day #1 and #2An informational packet containing documents on

benefits, TSP, Ethics, EEO and a payroll calendarHRSA Overview Worksheet Activity- A matching

activity worksheet to familiarize new employees with the missions of HRSA’s Offices/Bureaus

Evaluations for Day #1 and Day #2

Communication Prior to Orientation• Communication and planning prior to orientation is critical in

executing orientation without chaos• It is important to communicate with all parties involved, this includes

new hires, program areas/supervisors and presenters • Official offer letters should include detailed information regarding

orientation, including what the new hire needs to complete beforehand, bring with them, security procedures, parking options, and room location

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Communication Prior to Orientation

• A well prepared orientation can make new hires feel comfortable and relaxed on their first day

• To avoid confusion on orientation day all parties involved must receive and carryout detailed instructors from orientation proctors

• New Employee Orientation Notifications- sent to program areas and all presentersPreliminary Notification- Sent Wednesday before orientation and includes list

of expected new hires, room location, procedures, and agendasFinal Notification- Sent Friday before orientation and includes final list of new

hires, room locations and a reminder of procedures

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HRSA Orientation Agendas

• Day #1 of Orientation includes:Oath of Office and New Hire FormsEqual Employment Opportunity Basics

(EEO)Building Management, Security,

Occupant Emergency Plan, Badging and Parking

Counterintelligence AwarenessHR Systems and CommunicationLunch & Badging appointmentsOIT Property ManagementEthicsFederal Benefits

• Day #2 of Orientation includes:HRSA Bureau and Office OverviewHRSA Grantee VideoRecords Management Reasonable Accommodation and

Interpreting Services Counter Intelligence AwarenessHHS Learning Portal/ Helpful ResourcesTeleworkNational Treasury Employee Union

(NTEU) (For all bargaining unit employees)

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How to Measure Success• Orientation should be continuously evolving. Presentations must be updated

frequently and new strategies should be employed.• It is important to perfect processes that work and change ones that do not. • HRSA uses evaluation forms completed by the new hires to gather feedback and

incorporate changes. • Feedback from new hires can provide insight that otherwise may be overlooked. • It is vital to evaluate the success of

Orientation in order to develop anefficient, long-term program.

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Key Takeaways• Takeaway 1: First impressions during orientation are very important in solidifying

an organizations’ relationship with new hires. Orientation essentially fuels new hires’ enthusiasm and a positive outlook on their new workplace.

• Takeaway 2: Preparation and open communication with new hires, presenters and program areas prior to Orientation is crucial.

• Takeaway 3: HRSA’s best practices currently in place can be utilized across HHS as a template to demonstrate informative, organized and effective orientation tactics and procedures.

• Takeaway 4: Evaluating orientation successes and failures is important. Employ new ideas to improve and give new hires an opportunity to provide feedback.

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Contact Information• Megan Shekletski- HR Specialist• HRSA/OHR• Email: mshekletski@hrsa.gov• Phone Number: (301)-443-4865

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