Effective Onboarding with a Limited Budget

Effective Onboarding – Even in this Economy

Elaine Orler

2Knowledge Infusion Proprietary and Confi9ential, Copyright 2009

About Knowledge Infusion

Total Employees

Nordstrom, MetLife, Yahoo!, Turner Broadcasting, Intuit, Safeway, Luxottica, Health Net, AAA, Target, US Postal

Notable Customers

HCM and talent management, portals and self-service, performance, succession, recruitment, learning & development, talent/workforce planning, analytics, collaborative technologies

Areas of Expertise

Over 170Number of Customers

Fortune 2000, Mid-market, Public SectorTarget Markets

Minneapolis, MN; Offices throughout USHeadquarters & Offices

Founded in 2004 by Jason Averbook and Heidi Spirgi Leader in HCM and talent management consulting and advisory services

Global Company

Approximately 35, Across North America


Strategic Advisors Throughout Your Journey


Agenda

• Overview of Onboarding Strategy

• Effective options for using your

current resources

• Collaboration - messaging and

communications

• Extensions with existing technology

• Common notification tools

• Project Framing – how to establish

an Onboarding Improvement project


Which image best describes your organizations Onboarding experience?


Why Focus on Onboarding?

• Research shows:• An effective Onboarding process will reduce

turnover that occurs in the first 30-90 days• Employees that are engaged earlier are more

productive and will stay longer• The majority of time spent on “day one” of a new

hire is on administrative tasks• Errors in the Onboarding process costs:

• Money• Productivity• Your Brand and reputation to acquire top talent

Research Reports to Consider:Aberdeen Group – Fully OnboardSilkRoad - Successful Onboarding: Get Your New Employees Started Off Right


Onboarding: What is the Philosophy?

Onboarding is a deliberate, strategic business process that should enable, facilitate and assure that new employees are successfully emerged into the organization by:

•Preparing them to succeed at their job

•Efficiently completing new hire paper work

•Providing opportunities to engage, socialize and understand the culture

•Becoming fully engaged and productive on day one

•Evaluating new hire satisfaction which includes the initial new hire process and 30-60-90 evaluations


• Start onboarding early (pre-hire) ..…… • Eliminate manual processes• Determine owner for onboarding• Buddy/Mentor Program

Onboarding Framework

Process

Forms• Standardize forms ..…… • Simplify, leverage Recruiting data• Eliminate paper / On demand forms

Technology• New Hire Community /Portal.• Online Orientation / Learning• Workflow notifications•Centralized source of new hire info

• Process / functional metrics…• Employee metrics• Manager metrics

Metrics / Reporting


Automated Onboarding Should Provide…

• Forms and Content ManagementLeverage data already collected in recruiting application processElectronically complete and manage all state, federal and local forms, benefit enrollment, employment verification

• Socialization Deliver cultural, organizational information targeted for new hireExtend positive employment brand impressionProvide mentoring and/or buddy partnerships

• Notifications & CollaborationTask Management - automation and integration of traditionally independent tasks and activities (computer equipment, office space, security, passwords, uniforms, business cards, etc.)Notify task owners, track tasks and measure progress


Collaboration with Existing Technology for Onboarding

TalentBrand Performance

ModelingGoal

Management

PerformanceManagement

TalentPool

TalentAcquisition

PerformanceAppraisal

CompensationManagement

IncentivePay

CareerDevelopmentInternal

SocialNetworks

EmployeeDirectory

The Social Graph of a Talent Integration Strategy

Competencies

TalentManagement

ExternalSocial

Networks

eLearning

Separation

WorkforcePlanning

EmployeeProfile

MeritIncrease

CourseTraining

SuccessionPlanning


The “Conversation Ecosystem” Leveraging Technology


“Blogging” for Onboarding?


Collaborate and Interaction for Onboarding


Project Framing


Why On-Boarding is not a checklist…

- Aberdeen Group Study 2006

Onboarding is the process of integrating and acculturating

new employees into the organization and providing

them with the tools, resources and knowledge to become successful and productive.


Identifying Onboarding Priorities

• Critical

• Strategically and Tactically aligned

• Correlation to the business success

• Significant upside measured (i.e. time to productivity)

• Strategic

• Strategically aligned

• Experience based with correlation to business value

• Branded and collaborative context

• Necessary• Tactically aligned

• Portability of information

• Commodity

• Tactically aligned

• Elimination of waste, redundant work

• Cost containment focus

Critical

Necessary

Operational Value

Stra

tegi

c Va

lue

Commodity

Strategic


Onboarding Project Approach

Phase 2

• Develop process for interaction with new hire

• Establish Onboarding Portal(s)

• Electronic forms completion

• Directions / eMap• Tasks / Checklists• Organization Socialization• Dept level / Job Level info

and training• Incorporate Onboarding

with performance• Define Measures to

Validate Onboarding Success

Phase 3

• Notifications & Collaboration

• Leverage technology to automate and manage tasks

• Consolidate forms delivery

• Consolidate forms “return”

• Content Management• Leverage Portal for

content, collaboration and socialization efforts

• Increase Portal and Recruiting Technology data capture

Phase 1

• Define the Onboarding Strategy

• Build Project Plan• Identify Onboarding

forms and processes• Analyze forms and

processes• Recommend

consolidation and forms elimination

• Design online/ electronic model


Phase 1: Forms Consolidation or Elimination

Pre-Hire Hire Orientation 1st 30 Days 31 – 90 Days

•Application Form

•Background

Release Form

•Offer Acceptance

Form

•I-9 Form

•Emergency Contact

information

•State, Federal

Forms

•Skills Survey

•Training Request

Form

•Orientation

Handbook

•Benefits Enrolment

Form

•90 day review forms


Example: Future State Onboarding Roadmap

Onboarding Roadmap

170 day

Mgr Evaluation

Orientation

First Day• Buddy / Peer• Benefits Review• Mgr Welcome

Offer Accepted• New Hire Portal Access/email sent• Workflow notifications

Offer

Offer Extended

Start

1st Day / Week• Mgr Welcome• Mgr Checklist• Performance & Expectations

Sign On• Forms• E-screening• Tasks & Checklists• Organization Culture• Location/Dept / Job Info

New HireCommunity

Mgr Evaluation

New Employee Life Cycle/Probation Period

Mgr Evaluation

30 Day 80 Day 150 Day

Onboarding/Retention

Survey


Example Onboarding Experience Map

OfferAccepted

Upon verbal acceptance…

Work begins behind the scenes A “Welcome to the Company” communication connects a new hire to their, new hire experience via a portal. Events are triggered in 3 categories:

1. Admin Forms / Tasks2. Corp Culture / Socialization3. Location / Dept / Job Info

EmployeeProfile

New Hire Community

/Portal

WorkflowEntities

New HireTasks

USPS Culture

Location info

Dept / JobInfo

ElectronicForms


Seven Ways to Build a Better Relationships Today

• Remember the golden rule • Treat every new hire the way you’d like to be treated.

• Avoid the “black hole” syndrome• No matter how many requests you receive, acknowledge

the request. • Use technology for what it does best

• Give the new hire what they want most – timely feedback. Use email for frequent, short communication.

• Don’t send mixed messages• Describe the process and the organization candidly and

accurately.• Create a comfortable atmosphere

• New Hires who are at ease are more likely to provide the information needed to drive accurate assimilation.

• Recognize that small things lead to big impressions. • Be attuned to professional details.

• Create your own wish lists for future Onboarding needs


Continue the Conversation

Elaine [email protected]

D: 858-748-3136

mailto:[email protected]

Date post:	14-Sep-2014
Category:	Business
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Effective Onboarding with a Limited Budget

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