Onboarding – The 5 Phase Approach (Hit Shift & F5 key to begin slide show)

Successful onboarding is an intentional

collaborative effort that encompasses various departments, personnel, and services across

campus, all needing to work together seamlessly to welcome new employees.

It is not only a transactional process but can be transformational in building your team

with its new member. * You can either click to the next slide or it will run automatically by itself.

Onboarding – Beyond the Checklist

• Stressful • Sets the tone • Make or break new hire commitment • Onboarding vs. Orientation

Why pay attention?

• High cost of turn over – anywhere from 30-150% of the incumbent’s annual salary

• Loss of productivity – getting new employee engaged and fully productive more quickly

* 90% of all employees decide if they will stay within the first six months of employment

• Successful onboarding can raise the retention rate by as much as 25% as well as improving performance and accelerating the time to full productivity.

Goals of Onboarding

• New employee can identify themselves with STO

• Understand the value of their role and how it fits with the over all mission of the College

• Create sense of loyalty and commitment • Provide them with the tools to be

successful and strategies to navigate within their new environment

Five Phases of Successful Onboarding

• 1. From Acceptance to Start • 2. First Day • 3. First Week • 4. First 90 Days • 5. First Year Aiming towards

• Integrating • Communicating the goals & mission • Building engagement • Creating meaningful work

Phase I – From Day of Acceptance

• Devise a training plan • Assign a person from your office to coordinate

process through completion – Makes a personnel contact with new

employee to answer questions before they start » about the first day » what to wear, what time they should

arrive, what to expect

Phase I – From Day of Acceptance

• Find a mentor/cohort to “show them the ropes” (not a supervisor or direct competitive peer)

– Introductions to key business partners (on/off campus)

– Protocols and programs – Learn personal expectations – find out what new

employee wants to gain from STO – Educate on culture – Help them build a professional and personal

network * Demonstrates long-term investment to the new employee

Phase I – From Day of Acceptance

• The HR Checklist (live link to checklist)

• Get IT Services in place

• Especially for the Gen. Y employee – expectation! * HR has a new process in place for

getting new employees connected to email & network.

Phase I – From Day of Acceptance

• Diverse Hires – Definition – “having different needs”

“different ways of processing information”, requires intentional effort

» Mentor/Cohort – diverse employee » Meet with Bruce King to customize

your onboarding process » Diversity: racial, age, gender, or

sexual orientation be intentional in creating opportunities to network.

Phase II – First Day

• Key for supervisor to be there!

• Supervisor - Introductions to dept. and building staff.

– Departmental members and their responsibilities • Meet one on one or in small groups to make the

process more personal

• Approach introductions from a relationship building mind set.

Phase II – First Day

• Other First Day considerations: – Limit paperwork exposure – Specials arrangements for lunch – Take a campus tour – help them see STO as

a community – Give them time to explore their workspace,

computer, etc. – give them processing time.

Phase III – First Week

• Review job description w/Supervisor

– Parse out essentials and focus on those tasks

• Discuss goals for the position – What defines success?

• Assign a specific task for week one

Phase III – First Week

• From the Checklist – Departmental Procedures & Expectations – Finish or continue the campus tour – Virtual campus tour

• Create personal/professional connections with those who might have similar interests on campus.

– This is especially important for diverse hires

Phase IV – First 90 Days • Provide more in depth information re: organizational

strategy goals, social networking and resource awareness • Increase “emotional intelligence” – acceptable behaviors • Informal performance review

• Review essential duties • Assign specific goals • Ask them:

– What is lacking – training, tools, etc. – Their understanding/perception of how the

organization operates – Ongoing conversation

Phase V – First Year

• Formal Performance Review • Ask employee (again)

– What is lacking – training, tools, etc. – Their understanding/perception of how

the organization operates

Onboarding Killers

• Work station and technical services in place • No formal plan or plan coordinator in place • Onboarding is more than one day –it as an

ongoing process throughout the first year • One dimensional - must be multi-dimensional

– College-wide, Division, Dept., Work teams, Individual

Onboarding Killers

• Must be unidirectional – We need to gather input from new employee

• what motivates them, how best to manage them

• No Metrics for accountability – Time to full productivity – Retention/termination rates, error rates, ROI – Incorporation into performance appraisal

process

Tactics

– Reduce isolation – create connections – professional and personal

– Be genuine in the process – Find out what they want to gain from their

employment here – what is their carrot – Establish trust & rapport

Onboarding - The 5 Phase Approach

Call Human Resources if you have questions or need assistance with

this process.