3/22/2019 On‐Boarding Shouldn’t Be Off‐Putting · 3/22/2019 1 1 On‐Boarding Shouldn’t Be...

3/22/2019

1

1

On‐Boarding Shouldn’t Be Off‐Putting2019 MAHC Annual Conference

April 26, 2019

Presented by Gayla Hannon, CPA, SPHR, SHRM‐SCP

Chief Administrative Officer of Mueller Prost

Recruiting – It’s Like Courting

©2019 | Mueller Prost | Slide 2On‐Boarding Shouldn’t Be Off‐Putting | March 2019

First Day

Let’s not make it look like this.


3/22/2019

2

Off‐Putting Stories

Anyone want to share? Aren’t we BFFs yet?


The Aha! Moment for Me

Major Life Events Getting Married

Having a Child

Death of a Loved One

Retirement

STARTING A NEW JOB


Onboarding – The Purpose

Optimize New Hire’s Engagement and

Speed Up Time to Productivity


3/22/2019

3

The Importance of Onboarding


33%Nearly 1/3 of new hires quit their jobs with the first 6 months

Source: AON

20%of employee turnover happens within the first 45 days.

Source: O.C. Tanner

DAYS45 YEARS3MONTHS6

86%of new hires decide how long they will stay with an organization in the first 6 months.

Source: O.C. Tanner

58%of new hires who went through a structured onboarding program were likely to stay with an organization for 3 years

Source: SHRM/Click Boarding

The Cost of Hiring One New Employee


According to Glassdoor, on average, US employers spend roughly $4,000and 24 days to hire a new employee

24

$4,000=

Onboarding Benefits ‐ Engagement


Engagement affects productivity by as much as 17% and profitability by as much as 21%Source: Forbes

3/22/2019

4

Objectives for Today

To help you to understand the difference between orientation and Onboarding

To give you some statistics to share with upper management about why Onboarding is important

To provide you with a roadmap of what a good Onboarding process looks like all the way from offer extended to 90 days after hire

Have some fun along the way by sharing stories about Onboarding experiences


What Should Onboarding Look Like?


What Should Be Covered


Business

Department

People

Politics

Culture

3/22/2019

5

Pre‐BoardingActivities Before Day 1


Prior to Day 1 – Initial Ideas (actually PRE Pre‐Boarding Stuff)

Create your Onboarding Checklist

Select the right day for First Day

Consider developing a Mentoring/Coaching Program


Onboarding is a teamsport. It is not only anHR responsibility.

Prior to Day 1 – New Hire Touches


Welcome Card Sent Home

Benefits Paperwork, Handbook, Policies, Background Check

Parking, Dress Code, and Uniforms

Biographies

Call from HR/Hiring Manager with 1st Day Reminders

3/22/2019

6

Prior to Day 1 – Welcome Kit


Visual Example

Branding Showoff

Culture Peek

Welcome Wow

Mueller Prost’s Welcome Kit


Mueller Prost Welcome Kit


3/22/2019

7

Prior to Day 1 – Department Prep


Email Announcement (picture too!)

Coordinate with Dept. 1st Day Lunch

Coordinate with Trainers in Dept. & Others

Set up calendarinvites early!

Prior to Day 1 – Email Announcement

“I am pleased to announce that Gayla Hannon will be joining us as an Associate in our Tax department on January 5th. She has 2 years of public accounting experience preparing tax returns for another local CPA firm. She’s looking forward to working with clients in on our manufacturing and construction niches.

I ask each of you to make Gayla feel welcome; please stop by to say hello when you have a moment.”


Prior to Day 1 ‐ IT

IT, IT, IT it’s like Location, Location, Location

Make sure new hire has EVERYTHING he/she needs to work:Computer, mouse, keyboard

Internet

Voice mail/email

Software programs

Logins on a master list easily accessible to new hire and tested


3/22/2019

8

Orientation? Onboarding?I’m Confused?????


The Battle of the O’s Orientation vs. Onboarding

Part of the Onboarding process

First day, welcome

Same for every new hire

General overview

One time event

1 hour to 1 day


Series of events

Several weeks to several months

A process, not an event

Begins at the time of the offer

Customized depending on the role

Orientation Onboarding

Ringmaster


Having someone to oversee the Onboardingprocess is essential.

Onboarding is a comprehensive process that involves many different people and departments. Choose someone to coordinate the process to ensure it’s not an untamed circus.

3/22/2019

9

Orientation (yes, it’s part of Onboarding) Day 1


Day 1 ‐ Orientation

Your New Hire Will Only Ever Have One First Day of Working Here!


Greeter to Welcome

First Day Agenda

Review Job Description

Lunch with Supervisor/Coach (or Buddy)

Show them CLEAN desk with EVERYTHING

Tour of Office/Building and Introductions

End of 1st Day Sit Down

Orientation Epic Fails

Marooning the new hire in a conference room to fill out forms. We don’t want a big “data dump” on the first day.

Scheduling the first day when the new hire’s supervisor is out.

Failing to provide basic tools of the job such as work space, computer, phone, passwords, parking/building cards, supplies, etc.

No one to greet you, show you around, take you to lunch.

Confusing Orientation with Onboarding.

Don’t give the new hire a tour, thinking they are the explorer Columbus to discover the restrooms, copiers, lunch room, etc. on their own.

Assume no news is good news because you haven’t heard from the new hire all day.


3/22/2019

10

Onboarding ContinuedDay 2 through 90 and Beyond



In most organizations,Onboarding activities stop

after the first week.Source: HCI Human Capital Institute 2016

Day 2 through 14

Structured with assigned online trainings/seminars to complete, job shadowing, hands on training, etc.

Give the new hire a first task that is relatively simple to accomplish. Set them up for a win. New employees want to contribute starting on day one.

Include some fun and social time in that first week. Help them to create immediate connections. Get them connected/involved in your organization’s sports teams, committees (Young Professionals, Fun Committee, etc.), volunteering activities, etc.

Get their questions answered.

Touch base frequently at least daily.

Make sure all IT issues have been resolved.

Explain performance review process and goal setting. Show them the path to career success.

Go over any organizational “unwritten” rules.

Bonus Point – 30 minutes with the founder, president, senior executive time to go over the “why” in business, values, how the organization works.

Don’t forget to explain organization’s buzzwords and acronyms!

Help them to see how they fit into the big picture of the organization’s big goals. What impact can they have on the organization.


3/22/2019

11

Day 14 – HR Check‐In & Survey

HR Check‐In

Onboarding Survey


Day 14 – Onboarding Survey

1. Were you provided clear info regarding first‐day meeting (location, time, what to bring, etc.)?

2. Ask about amount of time and attention focused on each section of orientation (too much, just right, not enough and explain)

3. Best features/parts of Onboarding

4. Features/Parts of Onboarding that could be improved

5. Thoughts on welcome kit you received (favorite and least favorite parts)

6. Overall rating (excellent, good, fair, or poor) of Onboarding

7. How was your first day lunch? What was discussed?

8. Did you gain a better understanding of your role in the firm?

9. Did you get all your questions answered?


Day 14 – Onboarding Survey Continued

10. Was enough information given on employee benefits?

11. Was your direct supervisor present on your first day and has he/she been available to answer questions in a timely manner since then?

12. Was your workstation/office set up and ready?

13. Did our IT team instruct you and support you?

14. What was your overall impression of your first few days?

15. Any other topics you feel would be beneficial for new hires to hear about during the initial days of Onboarding that weren’t covered with you?


3/22/2019

12

Day 30 ‐ Review


Day 30 – Check‐In Questions w/ Supervisor

1. What’s going well so far? Describe some of your best experiences.

2. Is this role what you thought it would be? How is it different from your expectations?

3. What challenges are you experiencing?

4. Do you have enough time to do your work? Do you have too much time?

5. Are you comfortable asking questions about work? Whom are you asking? Who do you go to lunch with?

6. Do you have all the resources you need to do your job successfully?

7. Do you have any suggestions on how we can improve the organization?

8. Do you understand our mission, vision, and values, and do you see how your role fits into this?

9. How can I support you in your learning and developing so you can have success here?


Day 31 through 59

Continue Specialized Training and Orientation to Department

Expand Learning and Development Opportunities

Set up 1:1 Meetings to Introduce to Other Departments/Host Get‐Together

Introductions to Outside Contacts such as Suppliers, Key Customers/Clients, Etc.

Continue to Ask for Feedback


3/22/2019

13

Day 60


Review Progress to Date

Give Recognition of Great Work

Plan for Next 60 Days

Day 90


HR to do a 90 day Check‐In

Goal Setting with Longer Time Horizon

Get Feedback & Give It

Ask for Ideas for Improvement

Discuss if Any Reason Want to Leave

1st Anniversary

Show your new hire now Experiencedemployee the love! Celebrate with a gift, anniversary card, recognition in your newsletter.

On‐Boarding Shouldn’t Be Off‐Putting | March 2019

3/22/2019

14

Off‐Putting Outtakes


Onboarding Epic Fails

Lack of organization and cohesiveness among those involved in Onboarding. Failure to have an “Ringmaster” of the process.

Not using technology to go digital.

Overloading the new hire and expecting miracles.

Not asking for feedback on how you can improve the process.

Not creating metrics that track to see if your organization is moving in a positive direction


A Caution about Technology

Software does not replace human connection.

Automation is great and makes your life easier, but think about your new hire too!


Take time for face time.Make the processpersonal.

3/22/2019

15

Speaking of Software…


Standalone Packages Specializing in Onboarding

HR Software Suites with Onboarding Included

Odds and EndsWhat Else Is There?


Cool Ideas


Connection Maps

Reconnect Functions

Scavenger Hunt (Interns)/Gamification

Standardization

Video

3/22/2019

16

Tailor Onboarding for Other Situations


Experienced Hires vs. First Job

Transfers

Newly Promoted

Mergers

Remote Workers

In Closing & Chance to Share


Q&A

Q&A What Questions Do You Have?


3/22/2019

17

© 2019 Mueller Prost. All rights reserved. Not for further distribution without the permission of Mueller Prost. This publication has been prepared for general guidance on matters ofinterest only, and does not constitute professional advice. You should not act upon the information contained in this publication with obtaining specific professional advice related to yourspecific situation. No representation or warranty (express or implied) is given as to the accuracy or completeness of the information contained in this publication, and, to the extentpermitted by law, Mueller Prost does not accept or assume any liability, responsibility or duty of care for any consequences of your or anyone else acting, or refraining to act, in reliance onthe information contained in this publication or for any decision based on it.

Thank You!


Gayla Hannon, CPA, SPHRChief Administration Officer

Mueller Prost

(314) 862‐2070

[email protected]

3/22/2019 On‐Boarding Shouldn’t Be Off‐Putting · 3/22/2019 1 1 On‐Boarding Shouldn’t Be...

Documents

Transcript of 3/22/2019 On‐Boarding Shouldn’t Be Off‐Putting · 3/22/2019 1 1 On‐Boarding Shouldn’t Be...