0212-managers guide on boarding

8/3/2019 0212-Managers Guide On Boarding

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Building Employee Engagement

nboarding

Manager's Guide


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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



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




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.



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.




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



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




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



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’

0212-managers guide on boarding

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