1

Retention Toolkit: Resources for Retaining Valued Staff

VOICES Conference Workshop

Ann Arbor, Michigan

June 26, 2009

2

Agenda

Joint Effort/Background

Goals and Objectives

Retention Issues and Challenges

What is the Retention Toolkit

Who is Involved/ What are their Roles

Pilot Experience

Website3

Joint Effort

Business and Finance, Health System, Dearborn Campus

Project Team Members• Rebekah Ashley, Academic HR • Nancy Kelly, HSHR• Veretta Nix, HSHR• Anthony Walesby, Office of Institutional Equity• Darrell Washington, UHR• Tim Wood, UHR

Champions• Deborah Childs, HSHR• Laurita Thomas, UHR

4

Background• Recommendation from the Faculty and Staff Recruitment

Sub-committee Report and the Diversity Blueprints Final Report , 2007

• Both reports indicated a concern for faculty and staff at risk of leaving the University for other opportunities

• Human Resources’ Strategic Plan 2010 Goal to develop leading practices in the recruitment, retention and development of outstanding faculty and staff

• FY 08/09 Business and Finance Diversity Plan Action Item #5 - develop tools and templates to be used in a retention interview process

• A Steering Committee was appointed in the Spring of 2008 to research the issues and make recommendations

5

Goals and Objectives• Develop web-based diagnostic tools and templates for

managers and supervisors to proactively identify retention risks and career issues or concerns

• Develop discussion guidelines for managers and supervisors to conduct retention interviews and career discussions

• Develop career reflection questionnaire for staff members to inventory their career and identify their aspirations, opportunities, issues, and concerns

• Align the process with existing HR processes (e.g., work planning sessions, supervisor training programs-FOSII)

• Develop action plan to track individual progress• Design for self-service delivery

6

Retention Issues and Challenges

• People tend to seek other opportunities during the first 3 years of service

• “Cascade effect: when one person leaves, others follow”• “Diversity in small numbers. Feeling of isolation. Don’t feel

part of the community”• “Employees want to be able to provide feedback about their

work experience, issues or concerns regarding career goals/aspirations in a positive, non-threatening setting ”

• Number of employees becoming eligible for retirement through 2014 is increasing for the majority of staff career families (these estimates include UMHS)

• African American and Hispanic Managers are among the highest eligible for retirement through 2014

7

What is the Retention Toolkit

The Retention Toolkit is a set of web-based tools and discussion guidelines designed to help managers and supervisors conduct interviews and career discussions with staff that are at risk of leaving the University for other opportunities. The tools include resources for employees to inventory their career aspirations and focus their career development plans. The discussion guidelines provide a foundation for a positive two-way interview to determine if staff career expectations are being met and whether an action plan for job satisfaction and growth is necessary. The Retention Toolkit is not intended for performance related issues.

8

Web-Based Toolkit

Understand Retention Risks and How to Minimize Them1. How do I know if I have or may experience a

Retention Issue?Identify Staff that may be a Retention Risk

1. Retention Risk Matrix 4 Panel Chart and InstructionsPrepare for and Conduct Retention Interviews/Career

1. Supervisor Pre-Interview Worksheet2. A Sample Interview with a Staff Member3. Supervisor Interview Notes Form4. Career Reflection Questionnaire for Staff

Take Action1. Job Satisfaction and Growth Action Plan

9

Who is Involved? What are their Roles?Manager/Supervisor/

• Identify staff that may represent a retention risk using the 4 Panel Matrix Chart

• Schedule retention interview and/or career discussion

• Give staff the Career Reflection Questionnaire to complete before the interview

• Complete a Pre-Interview Worksheet

• Practice using the Sample Retention Interview

• Conduct interview - take notes using the Supervisor Interviewer Note sheet

• Discuss Job Satisfaction and Growth Plan actions10

Who is Involved? What are their Roles? continued

Staff Employees

• Complete Career Reflections Questionnaire

• Participate in the interview

• Develop a Job Satisfaction and Growth Plan, if necessary

HR

• Make process available as an on-line, self service tool

• Be a resource as required

11

What did we learn from the Pilots

• Staff better able to align career goals with the department’s goals and unit/business priorities

• Toolkit allows for staff to express their career issues, concerns, and aspirations and the positive factors of working at the University to be reaffirmed

• Process can be easily incorporated into the staff coaching, feedback, and annual work planning sessions

• Process can be used to effectively engage diversity staff around career issues or concerns

• Entire process only takes 30 minutes to 1 hour

12

Retention Toolkit: Resources for Retaining Valued Staff

www.hr.umich.edu/retention

13