0212-Managers Guide On Boarding
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Transcript of 0212-Managers Guide On Boarding
8/3/2019 0212-Managers Guide On Boarding
http://slidepdf.com/reader/full/0212-managers-guide-on-boarding 1/92J A N U A R Y 2 0 1 1
Building Employee Engagement
nboarding
Manager's Guide
8/3/2019 0212-Managers Guide On Boarding
http://slidepdf.com/reader/full/0212-managers-guide-on-boarding 2/9
The latest edition of this document is available at: www.exec.gov.nl.ca/exec/pss/onboarding2
Onboarding: Building Employee Engagement
Why an Onboarding Strategy?
Eective onboarding of new hires can increase an employee’s eort in excess of 20%
Organizations which invest time/resources in onboarding have high levels of
employee engagement
90% of employees decide whether or not they will stay with the organization within
the rst six months on the job
Onboarding can improve employee retention by 25%
With an eective onboarding program, time to productivity has been shown to be
two months faster
The Objectives of Onboarding
Helping new employees to identify with the employer
Introducing new employees to the Government of Newfoundland and Labrador’s
values and priorities
Building an optimistic attitude toward the employer
Helping the employee feel valued and welcomed
Encouraging socialization and creating a sense of belonging
Reducing new employee anxiety
Discussing and agreeing on performance expectations
Decreasing the learning curve for new employees
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Key Components
Online orientation checklist
In person welcome for new hires at the unit, department and corporate level
Information sessions for managers
Online tools for managers
An accountability measure
Employee handbook
The Dierence Between Onboarding and Orientation
TYPICAL ORIENTATION ONBOARDING
Transactional focus and goals Strategic focus and goals
Less than one week Includes rst year
Owned and executed by humanresources sta
Integrates multiple oces, functionsand individuals
Addresses some new employee needs Addresses more new employee needsfrom information and equipment totraining and networking
Employee attends Employee is an active participant witha vested interest in success
Output: a new hire with completedpaperwork and some general information
Output: Successful rst year for newemployees - maximizes employeeengagement and retention
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The latest edition of this document is available at: www.exec.gov.nl.ca/exec/pss/onboarding4
In Person Welcome SessionThis session will:
welcome new employees to government introduce service excellence
discuss the concept of public service
present the values of the core public service
discuss vision, mission, goals and organizational structures
This agenda will be achieved through a series of stories told by public
service employees about their careers in government. Each story will be
aimed at creating a sense of pride in the new employees at having joined
a dynamic employer with a mission of service.
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Additionally, participants will move to a series of facilitated small group discussions.
The focus is to provide them with information they may require in addition to online
and departmental resources.
Topics may include pensions, benets, learning and development, the ATIPP Act andinformation management and technology.
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The latest edition of this document is available at: www.exec.gov.nl.ca/exec/pss/onboarding6
Onboarding TimelineIdeas and Suggestions for Managers for the Dierent Stages of Onboarding
WHEN YOU HAVE A VACANCY
dene the work that needs to get done
develop/update/revise the position description
conrm/review/revise the classication and pay scales
identify the competencies that are needed in the position
consider the qualications that generally result in the competencies you
are looking for
consider previous/recent competitions for similar positions; are there candidates
with the qualications you are looking for? Is this going to be dicult to ll
because of pay scale, qualications, location of work?
work with the Public Service Commission (PSC) and the Strategic Human Resource
Management (SHRM) Unit to develop a recruitment strategy
TWO WEEKS PRIOR TO FIRST DAY
ensure the new employee has a work space, desk, computer, telephone and
all appropriate materials and equipment to function adequately
submit “Request for Network Accounts and / or Computer Equipment” form to
the OCIO service desk
make appointment with Transportation and Works for ID card
make appointment with the Service Centre in the Compensation and Benets division
of the Department of Finance for payroll setup
BEFORE AN EMPLOYEE'S FIRST DAY
welcome the new employee to the team with a personal touch: personal note
or phone call
provide him/her with important information/learning about the organization;
online or in hard copy. (eg. Annual reports, business plans, policies and
procedures, etc.)
send important information about the rst day; hours of work, dress code, access
to lunch facilities, parking details, security information, who to contact and what
time to show up
let him/her know about the paperwork that can be completed in advance or willneed to be completed on day one; including documents to bring on the rst day
get vital reference materials, such as Organizational chart, contact list, phone
directory, job description; employee handbook
create a key list of people including their link to the employee’s position
draft a preliminary Potential plan and learning and development plan for the
employee for three months
notify the new employee’s co-workers, perhaps by e-mail, that s/he is starting
organize a welcome gathering where appropriate
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ORIENTATION (FIRST DAY)
personally greet the new employee
have the employee sign any forms, complete any needed paperwork
’introduce’ him/her to their work area, let him/her know how the computer,
phones work
explain the workplace culture
provide a copy of the position description and provide information about the
position/responsibilities
send the employee the link to online orientation information
encourage him/her to register for the in person welcome session when the
invitation is received
review re/emergency evacuation procedures and relevant OH&S policies
review Probationary/Trial Period and set follow-up date
FIRST WEEK
include the new employee in social activities at coee/lunch
review orientation checklist (available online)
outline the Potential process and review the draft plan
assign meaningful/achievable work
share the mission and values of the department
register the employee for a departmental orientation
FIRST 90 DAYS AND AT REGULAR INTERVALS FOR THE FIRST YEAR
review Potential plan and learning and development plan
□ outline learning and development opportunities
□ discuss career aspirations
□ provide and coaching feedback on performance
continue to express support
continue to engage in social aspects of work
ask for feedback on hiring, socialization process, work to date
solicit feedback from key clients and peers
AT THE END OF THE FIRST YEAR
recognize completion of rst year
summarize accomplishments/achievements
provide feedback and develop a Potential plan for second year
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The latest edition of this document is available at: www.exec.gov.nl.ca/exec/pss/onboarding8
Onboarding Roles & Responsibilities
MANAGER
managing the Onboarding Timeline and the online checklist at
www.exec.gov.nl.ca/exec/pss/working_with_us/orientation/orientation_checklist.pdf
EMPLOYEE
being an active participant in the Onboarding process
reviewing information provided in advance of the start date
bringing paperwork and other required information
participating in training
being ready to accept new work styles and oce norms
proactively seeking to develop relationships and seeking resources neededto do his/her job well
STRATEGIC HUMAN RESOURCE MANAGEMENT UNIT
when a manager identies the need to ll a position, HR sta will discuss the
type of position to be lled, ensure there is an accurate and up to date
position description and position control number (PCN), process the Request for
Stang Action (RSA) form and liaise with the PSC to post and solicit applications
working with the manager and the Stang personnel from PSC, identify
a selection board
preparing and sending job oer letter notifying the PSC of the selection decision
scheduling a start date and departmental orientation activities
processing required paperwork and linking with the Service Centre, in the Compensation
and Benets divison of the Department of Finance
supporting the manager in providing departmental and job specic orientation
supporting the manager in conducting and providing performance feedback
integrating all aspects of Onboarding to ensure the process is streamlined
and eective
measuring and reporting on Onboarding activities
PUBLIC SERVICE COMMISSION
providing a hiring process that is based on merit
marketing the employer in a dynamic, exciting and honest manner so that the
experience of new hires is consistent with the advertised message
working with managers and Strategic HR sta to ll vacancies through the
meritorious hiring process
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PUBLIC SERVICE SECRETARIAT
providing an Onboarding process and tools
providing learning opportunities for managers about Onboarding;
supporting learning needs at all levels
providing support to persons with disabilities in the workplace (Oce of Employment
Equity for Persons with Disabilities)
coordinating the corporate orientation program
OFFICE OF THE CHIEF INFORMATION OFFICER
issuing and setting up new equipment for new employees
setting up accounts with appropriate access
developing processes that support Onboarding
COMPENSATION AND BENEFITS DIVISION DEPARTMENT OF FINANCE
ensuring the information needed for payroll purposes is collected
explaining the payroll and benets programs to new employees
enrolling the new employee in the benets programs that s/he wants
completing actions required to ‘put the new employee on the payroll system’