prince george’s memorial library system onboarding process session i

Prince George’s Memorial Library System

ONBOARDING PROCESSSESSION I

•

Going BEYOND ORIENTATION

DEVELOPMENT Phase• History of Organization• Pitfalls & Successes

• CEO’s Goals• Direction of Organization

• Organizational Needs• Where are the GAPs ?

• Successful Trends• What works?

Where Do You Start?

• Planning is Key:– Change your thinking – Survey existing staff about their orientation experience– Revise or Renew Materials– Have a well-organized outline– Get buy-in and collaboration from staff who can make onboarding

successful

•PGCMLS’s Vision:Enrich-ENVIRONMENTEngage-EXPERIENCE Illuminate-INFLUENCE

ACTION Phase• Develop curriculum• What do new employees

need and want to know?• Goal• How to promote synergy and

a sense of belonging in a changing organization

• Process• Make this matter

ENRICH: “to bring fulfilment or meaning”

Focus: ENVIRONMENT– Beautiful Location– Informal Meet & Greet

• Executive Staff• Administrative Offices• Welcome Club

– Continental Breakfast– Special Badges (NO Title)

ENRICH: ENVIRONMENT SOUTH BOWIE BRANCH

This location is designated for Day One of the New Employee Onboarding Process.

ENRICH: Environment

ENRICH: EnvironmentWe have a close-knit “meet and greet” where new employees get an opportunity to converse with Executive Staff, Administrative Staff and the “Welcome Club”

ENRICH: Environment

ENRICH: EnvironmentThe classroom is inviting and sets the tone for a relaxed vibe orchestrated for Day One of the New Employee Onboarding Process.

ENGAGE: “to involve or to win over”

Focus: EXPERIENCE– Materials– Seating (two styles)

• Horseshoe for Onboarding Team• Pyramid Style for New Employees

– Fun– Casual Lunch

ENGAGE: EXPERIENCE

• Each New Employee receives an Executive Bag which includes:– New Employee Onboarding Manual– New Employee Onboarding Checklist– Copy of the Customer Code– Copy of the Appearance Guidelines– Mini-Notebook with Pen– Three Index Cards for Ice-Breaker

ENGAGE: EXPERIENCE

BEFORE• The auditorium style seating

is rearranged to promote open discussion and comfort.

ENGAGE: EXPERIENCE

ILLUMINATE: “to enlighten intellectually

or spiritually”

Focus: INFLUENCE– Shift of Power– Information– Seating

• Circle for Group Activity– Casual Lunch

ILLUMINATE: INFLUENCE

WELCOME AND INTRODUCTIONS TO ADMINISTRATIVE OFFICES Chief Executive OfficerChief Operating Officer for Support ServicesChief Operating Officer for Public ServicesChief of Facilities ManagementChief Financial OfficerDirector of Community EngagementDirector of Human ResourcesDirector of Information TechnologyStaff Development Coordinator

NEW INTRODUCTION ICE BREAKERNew Employees introduce themselves in front of groupNew Employees tell something interesting about themselvesNew Employees share something learned about a person met at “Meet and Greet”

Meet the PGCMLS Welcome Club!• Brief introductions to this group • Explanations of what they would like new employees to experience at

PGCMLS


This group of staff have been selected because of their knowledge, experience and enthusiasm. It is important to balance the Administrative Offices staff with a heterogeneous group of staff from various positions, to give new employees a holistic view of the library system and to loosen up the atmosphere. We have the highest members of the organization present, we don’t want new staff to be intimidated.

This group is particularly important when you have a rigid or problematic organizational culture. Positive staff with a positive outlook about their job can be infectious and help to counteract encounters with negative employees.


Activity One - Q & A: “Panelists and You”Since new employees show up motivated, we take advantage of that by allowing them to help and interact with our presentations.

For 2-3 minutes they jot down questions on the three index cards indicating questions they would like our panel to answer regarding their new employment with PGCMLS. This will form the customized outline for the panel of presenters. Based on what was written on the index cards, they will break into groups and be given 15 minutes to form a master list of questions to present to our panel of presenters for Q & A.

By removing the focus from the Administrative Offices Staff who would normally give formal speeches or information sessions, the focus is shifted to the learning needs of new recruits allowing them to become empowered and gain knowledge in a fun and exciting way.

Welcome by CEO• Overview of Library System Philosophy and Organization• Review of PGCMLS Mission and Vision (*PPM, *SO-1)• Overview of PGCMLS Re-structure and Organizational Chart (*PPM, *SO-4)• Expectations

ILLUMINATE: INFLUENCEPLAYTIME

Activity Two - Grab Bag Ice Breaker (Just for fun! - Let’s Make a Circle)• Staff take an item from the “grab bag” that interests them• Staff take turns talking about the item chosen from the grab bag and

discuss why the particular item was chosen and what was the first thing that came to your mind?

LUNCH AS A GROUP

Great time for conversation and relationship building. This is an opportunity for new employees to develop a rapport with some of the highest levels of Leadership and some of the most experienced staff in the library system.


ENRICH, ENGAGE, ILLUMINATE

Day TwoWelcome to Human Resources: All pertinent HR policies are discussed.

DAY ThreeAll About Training: In an auditorium setting new employees learn about all training opportunities, paperwork and policies. They also training on sexual harassment and customer service.


ONBOARDING PROCESSSESSION II


MENTORSHIP PROGRAMASSIGNMENT OF A MENTOR: Within next 6 months of employment

Roles of the Mentor• The mentor will act as a confidant and coach and will help the new

employee become acclimated to PGCMLS culture and business practice

• They will be able to discuss concerns without judgment. Their mentor can give some tools on how to appropriately address conflict, frustrations or pitfalls

• The mentor will develop a relationship of trust and mutual respect.

• The mentor is a person to go to as an additional resource to help guide the new recruit in their professional development and orientation to the PGCMLS library system

• This process is confidential and does not impact performance


ONBOARDING PROCESSSESSION III

BREAKFAST WITH THE CEONew Employees get this unique opportunity to have breakfast with the CEO in an informal setting which fosters a more personal relationship with the head of the library system. This also allows the CEO to acquaint herself with each new employee on an individual basis.

BREAKFAST with the CEO


ONBOARDING SCHEDULEEmployees receive 12 months of training. Each month is

dedicated to an in-depth view of all departments and some

mandatory HR related topics. This allows the new

employees to know their entire system and not just their

branch or department.

MONTH ONE (Administrative Offices)BREAKFAST WITH THE DIRECTOR

OVERVIEW of SUPPORT SERVICES: Staff learn about the workings of the materials management, building operations and community outreach.

MONTH TWO MEET PUBLIC SERVICES: Staff meet with the department heads to discuss organization of Library Services, PGCMLS Customer Service Code, Overview of Programs and Services, Circulation and Outreach Services

POLICY and PROCEDURE DAY: Staff meet at a computer lab with their supervisor and Area Manager to go over questions regarding policy and procedure manuals.

Leadership will answer questions in addition to going over key policy and procedures to be aware of during day-to-day activities on the job


MONTH THREE SAFETY COUNTS! : Staff meet at announced location for training on facilities/safety & security with the Chief of Facilities Management. The safety topics listed below will be covered: (Safety & Security issues specific to branch)

Opening & closing proceduresSafety equipment & locations & Eyewash StationFire Alarms & Fire Extinguishers First Aid KitsGloves, Safety Glasses, etc.Safety ManualEmergency Evacuations Fire & Fire Extinguishers Incident Report Injury /Illness or Sudden Incapacitation of Staff Medical Emergencies – general Moving Objects Visual Security Surveillance


MONTH FOURDIVERSITY TRAINING: ENHANCING YOUR CULTURAL Competency)MONTH FIVECUSTOMER SERVICE and INTERPERSONAL RELATIONS MONTH SIXPOLARIS BASICS

OVERVIEW of FINANCE DEPARTMENT and BUDGET MONTHS SEVEN through MONTHS TWELVETRAINING RELATED TO YOUR POSITION AS DECIDED BY YOUR SUPERVISOR AND OR AREA MANAGER



SUMMARY- Assess needs and desired outcomes

- Design tailor-made curriculum

- Build in fun and informal time

- Support new employees beyond orientation


ONBOARDING PROCESS

ANY QUESTIONS or COMMENTS?

prince george’s memorial library system onboarding process session i

Documents

experience slide

environment slide

title slide

matter slide

onboarding successful

welcome club slide

group new employees

icebreaker slide