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ABC Pharmaceutical Company

Detailed Design Document

for the

Global New Employee Orientation Process

Prepared by

A Training Vendor

Table Of Contents

1

Introduction..................................................................................................................................................................................................2Socialization and Induction Events.............................................................................................................................................................3

Event One................................................................................................................................................................................................3Intranet-Enabled Self-Study Component...............................................................................................................................................30Event Two..............................................................................................................................................................................................31Event Three............................................................................................................................................................................................51Ongoing Socials and Networking..........................................................................................................................................................59

Print Deliverables: Handbooks, Checklists and Guides............................................................................................................................61Welcome Packet....................................................................................................................................................................................62Administrator’s Handbook....................................................................................................................................................................64Supervisor’s Handbook.........................................................................................................................................................................65Buddy’s Handbook................................................................................................................................................................................66Facilitator’s Guides................................................................................................................................................................................67Train-the-Trainer Guide.........................................................................................................................................................................69Employee Orientation Workbook (Participant’s Guide).......................................................................................................................70Visual Support: PowerPoint Slides and Overheads...............................................................................................................................72

Prototypes..................................................................................................................................................................................................73Facilitator Guide Sample Pages.............................................................................................................................................................74Participant Workbook Sample Pages.....................................................................................................................................................77Handbook Sample Pages.......................................................................................................................................................................79PowerPoint and Overhead Prototypes...................................................................................................................................................81

Evaluation Strategy....................................................................................................................................................................................85Level 1 Evaluation Surveys of Participants...........................................................................................................................................86Surveys of Facilitators, Supervisors, Administrators and Buddies.......................................................................................................87Group Interviews...................................................................................................................................................................................89

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IntroductionThis document presents Triad’s detailed design for a global new employee orientation process for ABC Company. The design builds on the high-level design for the process and is based on the findings and recommendations included in the Situation Analysis and Needs Assessment Report that was prepared during the research phase of this project.

This document includes the following: Detailed descriptions of events and activities Detailed descriptions of materials to be developed Prototypes for print-based materials A description of the evaluation strategy for the process

Process Theme

Currently, possible themes for the global new orientation process are under consideration by the project’s global team. The theme, when it is selected, will be used to visually unify documents and online materials.

Design Considerations

Below are the design considerations that have been incorporated into the detailed design: Include the human element Use technology Be creative and engaging Base orientation on a process Be globally consistent Be customizable for groups of varying sizes Maximize the shelf life Modularize events and activities Consider ease of translation Keep information in manageable chunks

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This document, after review and approval by ABC Company, will provide the foundation for developing materials to be used during the global new employee orientation process.

4

Socialization and Induction EventsThis section contains detailed descriptions of events that occur during the global new employee orientation process.

Event OneTiming Event One is to take place on the new employees’ first day on the job.

Purpose The purpose of Event One is to help new employees feel comfortable in their work environment and with their colleagues.

The initial activities of Event One are aimed primarily at presenting new employees with overview information about ABC Company and the affiliate where they have been hired. In addition, the initial activities are designed to make sure that new employees have completed all documents necessary for them to start work.

Other Event One activities are focused on providing new employees with job-specific information.

Goals The goals for Event One are to: Generate enthusiasm among new employees for ABC Company and the work they will be doing at the company Ensure that new employees have completed all documents necessary for them to start work Introduce new employees to key resources and key personnel Provide new employees with overview information about benefits, pay policies and people policies Highlight the importance of the Redbook Provide new employees with information about other key policies and procedures

Objectives At the end of Event One, new employees will feel: Welcomed within their job function Confident they will be able to succeed at ABC Company

At the end of Event One, new employees will be able to: Explain the significance of the Redbook policies Find information on other key procedures that they must follow

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Find their cubicle or workstation Access to the company intranet at their workstation (if applicable) Recognize their supervisor, buddy and other key personnel

Resources Refreshments appropriate to the time of day, location of the event and local customs of the affiliate should be made available one half-hour prior to the scheduled start time of Event One.

New employees should be encouraged to arrive ahead of the scheduled start time to have a few moments to meet informally.

When more than 12 new employees attend the event, affiliates should give the new employees assigned seating with other new hires from their functional area. Tables and chairs should be arranged so that the new employees can form small groups of six to eight participants.

Affiliates with fewer than six new employees attending the event should follow the same schedule, but the activities should be less formal.

Agenda Below is the recommended sequence for the Event One activities. The sequence of activities is recommended to help new employees learn new information by building on previous information. However, all activities are modular and the sequence may be modified to meet affiliate needs.

Welcome Facilitator and Presenter Introductions New Employee Introductions Employee Orientation Workbook Overview Sidney Taurel Welcoming Video Welcome Packet Review Question and Answer Session

Induction Document Completion Policies and Procedures Overview Redbook Review Benefits Overview

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Tour Meal Break Job Support

Work Area Overview Intranet Overview Meet Administrative Support

Setting Expectations Meeting The Supervisor

• Welcome & Introductions• Function’s Purpose• Performance Management• Schedule Future Meetings• Work Assignment• Final Questions

Personal Time

The following pages contain detailed descriptions of the above activities.

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Introduction to Welcoming Activities

As appropriate and where possible, Event One should include displays that allow new employees to find out about the organization on their own. These include the following:

A continuously looped multimedia slide show or videotape that shows ABC Company people, places and products Television advertisements for ABC Company products on a continuously looped tape Displays of products and print ads throughout the room

The products and print ads should be on display throughout the event. The “people, places and products” multimedia show and advertisements should be running prior to the start time and during any breaks.

Short breaks should be taken as needed throughout the day.

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Activity: Facilitator and Presenter Introductions

Item Detail

Activity Purpose: To introduce the facilitator and presenters, discuss the agenda, and confirm the purpose of the day’s activities

Participant Objective: To be able to explain the purpose of Event One

Output Related To Program Goals And Objectives:

To generate enthusiasm among new employees by showing how Event One activities will help them learn quickly and perform effectively

To provide a roadmap of subsequent events

Overview of Content: The Event One facilitator introduces herself or himself and the other presenters. The facilitator briefly explains the activities on the agenda and the goals and objectives for the session.

Delivery Mode: Presentation

Facility Requirements: A room sufficient for the size of the orientation class. Participants should have a chair, sufficient space for their materials, and a writing surface.

Duration: 10 minutes

Resources: May require a public address system in some locations

Equipment to display PowerPoint presentations

PowerPoint presentation that includes the following information: The Event One agenda Goals and objectives for the day Names, titles and other appropriate information of all live presenters

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Activity: New Employee Introductions

Item Detail

Activity Purpose: To allow new employees to become acquainted with each other

Participant Objective: To be able to recognize other new employees during their first few days at work


To generate enthusiasm among new employees by introducing them to other new employees

Overview of Content: Provided by the participants during the activity

Delivery Mode: Small Group Discussion

The facilitator instructs the new employees to form groups of six to eight, and then to introduce themselves within their small groups by providing the following:

Their full name Their preference for how they wished to be addressed Their position and function An interesting fact about themselves, such as an unusual interest or skill that they have

Facility Requirements: No new requirements

Duration: 15 to 20 minutes

Resources: No new resources

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Activity: Employee Orientation Workbook Overview

Item Detail

Activity Purpose: To provide new employees with an overview of the Employee Orientation Workbook and how they will use it throughout the process

Participant Objective: To be able to explain that orientation is a process

To be able to explain that their Employee Orientation Workbook is their guide to the process


Provide new employees with a “roadmap” to future events

Overview of Content: The Orientation Process

The Employee Orientation Workbook


The facilitator briefly discusses the workbook and explains how it will be used in the process. The facilitator points out that there are a number of places in the workbook where the new employees are expected to record information that is supplied during orientation activities. The facilitator needs to make clear that recording the information has a clear purpose: to help them remember important information presented during the activities.



Resources: Employee Orientation Workbooks

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Activity: Sidney Taurel Welcoming Video

Item Detail

Activity Purpose: To introduce new employees to ABC Company’s chief executive officer

To present information about ABC Company’s vision, mission and values

Participant Objective: To recognize the core values of ABC Company when shown them


To generate enthusiasm among new employees for ABC Company and the work they will do

To provide new employees with confidence that they have made the right choice

To provide new employees with information about ABC Company’s vision, mission and values

Overview of Content: A current video (although possibly edited to make it shorter) in which Sidney Taurel and others welcome new employees and discuss the ABC Company culture and ABC Company’s vision, mission and values

Delivery Mode: Presentation, video and workbook activity

The facilitator introduces the video. After the video has played, the facilitator instructs participants to complete the appropriate sections of their workbooks.



Resources: Hardware appropriate to play the video

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Activity: Welcome Packet Review

Item Detail

Activity Purpose: To review contents in the new employees’ Welcome Packet

Participant Objective: To be able to explain the importance of information included in the Welcome Packet


To review information included in the Welcome Packet

Overview of Content: A listing of global and local information included in the Welcome Packet Welcome Letters Event One Instructions ABC Company’s Vision, Mission And Value Benefits Policies And Procedures Redbook Information ABC Company’s History Other information to be determined


Either the event facilitator or the HR Department representative discusses the information in the Welcome Packet.



Resources: Welcome Packets

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Activity: Question and Answer Session

Item Detail

Activity Purpose: To answer any questions participants have about Event One activities, both those just completed and those to come during the rest of the day

Participant Objective: N/A


To answer new employee questions about ABC Company

Overview of Content: Supplied by participants and facilitator

Delivery Mode: Question and Answer

The facilitator asks new employees what questions they have about information presented so far or the rest of the activities on the agenda.




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Introduction To Induction Activities

After the welcoming activities have been completed, new employees will complete the documents necessary for them to work.

NOTE: Even if the full Event One activities cannot be scheduled for on the new employees’ first day, there are certain documents that, for legal reasons, must be completed on the new employees’ first day. Those documents will be identified by the affiliate’s Human Resource Department, which will be responsible for ensuring their completion.

It is likely that a representative from the Human Resources Department will deliver most of these presentations.

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Activity: Document Completion

Item Detail

Activity Purpose: To ensure that new employees have completed all documents required by law or company policy

Participant Objective: To complete all documents needed to comply with laws and company policy


To ensure that new employees have completed all documents required by law or company policy

Overview of Content: To be determined

Delivery Mode: Presentation and Large Group Activity

A representative from the Human Resources (HR) Department leads the group through this activity, taking them step-by-step through the documents and allowing time for employees to complete the documents.

For very large groups, other representatives from HR should be available during the session to help the new employees complete the documents.


Duration: To be determined

Resources: Sufficient copies of all required documents for all new employees

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Activity: Policies and Procedures Overview

Item Detail

Activity Purpose: To acquaint new employees with resources they can use to learn about work-related policies and procedures such as Asset Protection, dress codes, pay periods and office hours

Participant Objective: To be able to list resources new employees can use to learn about benefits and work-related policies


Communicate critical policies

Overview of Content: A list of resources employees can use to learn about policies such as: Employee’s Handbooks Intranet Sites

A list of policies and procedures that are important for new employees to know about on the first day such as:

Asset Protection Work Hours Pay Periods Dress Codes Work Site Policies Regarding Eating And Drinking


The facilitator presents information both about the important policies new employees are to follow and resources they can use to review those policies and procedures.

To help them recall those policies and resources, new employees are to write information about the resources in appropriate pages in their workbook.



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Item Detail


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Activity: Redbook Review

Item Detail

Activity Purpose: To review policies in the ABC Company Redbook and highlight their importance

Participant Objective: To be able to explain the consequences of violating Redbook policies


Redbook information

Overview of Content: The policies in the Redbook

Delivery Mode: Presentation and Small Group Activity

The facilitator makes a brief presentation on The Redbook and its importance.

The facilitator then instructs the participants to read and discuss the Redbook in their small groups. The instructions are to have each member select a different policy from among those in the Redbook. Then the participants read their selections silently at the same time. Finally, each makes a one-minute presentation to the group.

The purpose of this activity is to have the new employees interactively learn about Redbook policies. However, there may be more policies in the Redbook than there are people in the small group. Facilitators may choose to resolve this in one of two ways:

Instruct the new employees to continue until all the policies have been covered Explain that the activity is meant to acquaint new employees with some of the policies and that they are expected to review the entire Redbook on their own



Resources: Redbooks for all participants

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Activity: Benefits Overview

Item Detail

Activity Purpose: To identify resources new employees can use to learn more about benefits

To review important benefits that ABC Company employees receive

Participant Objective: To identify resources new employees can use to learn more about benefits

To describe key benefits they receive as ABC Company employees


Benefits information

Overview of Content: To identify resources employees can use to learn more about benefits. Possible resources include: Employee handbooks Sites on THE COMPANY INTRANET Contacts in the Human Resources Department (if appropriate)

To review important ABC Company benefits such as: Health Plans Holiday and Vacation Plans Retirement Plans Savings Plans Educational Assistance Plans

Because both the resources available and the details of the specific benefits will vary from affiliate to affiliate, the exact content is yet to be determined.

Delivery Mode: Presentation and Large Group Activity with Optional Small Group ActivityThe presenter will describe the resources and benefits and then instruct the new employees to complete the appropriate section of their workbooks. As an option, the presenter may instruct the new employees to discuss the benefits in their small groups. For example, members could select the benefit most important to them and explain why in 30 seconds or

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Item Detailless.




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Introduction to Tour and Meal Break

The last structured initial activity is the tour of the buildings and grounds. Local affiliates may have a video, slide show or other visual presentation they may choose to use to supplement the actual tour. Using or developing these supplemental presentations will be decisions made by local affiliates.

The meal break both ends the initial activities and provides a transition into remaining activities on the Event One agenda.

One of the responsibilities of Buddies is to accompany new employees on their first-day meal break, which is scheduled to take place at the end of the tour. Depending on the needs of the local affiliate, Buddies could meet with new employees before or after the tour. Local affiliates will make this decision.

In addition to providing time for Buddies and new employees to get to know one another, the meal break may also be an opportunity for Buddies to introduce new employees to their colleagues or take them on a brief tour of the area around their workstation.

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Activity: Tour

Item Detail

Activity Purpose: To provide new employees with an overview of buildings and grounds

Participant Objective: To be able to locate maps and other resources available that provide information about the facilities


Provide physical context for the work performed at the affiliate and within the new employees’ functional areas

Help make new employees feel welcome

Overview of Content: To be determined by the local affiliate

Delivery Mode: Presentation and Tour

Buddies may have a role in this activity. Some affiliates may decide to have Buddies accompany the new employees on the tour; some may decide to have Buddies conduct the tours; and some may decide not to include Buddies at all.


Duration: To be determined by the local affiliate

Resources: Maps and lists of resources available that help new employees learn about buildings and grounds and other local resources as appropriate

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Introduction To Job Support Activities

The remainder of Event One activities, as mentioned previously, are job-related. The first of these activities provide new employees with information about their specific work area and ensure that they have received all necessary equipment and items such as identification badges.

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Activity: Work Area Overview

Item Detail

Activity Purpose: To provide new employees with information about their specific work area

Participant Objective: To be able to find their work area


Provide a physical context for new employees specific job

Help make new employees feel welcome

Overview of Content: To be determined by the local affiliate

[NOTE: Work areas should be completely set up and available to new employees as they arrive.

If it is appropriate, the local affiliates may decide to decorate workstations and provide small personal gifts for the new employees.

Delivery Mode: One-to-One Discussion

Buddies will show new employees their work area and discuss work-related activities, policies or procedures.

Facility Requirements: Whatever is needed at the employees’ workstations

Duration: To be determined by the local affiliate

Resources: Whatever is needed at the employees’ workstations

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Activity: Intranet Overview

Item Detail

Activity Purpose: To show new employees information that is available to them online, starting with the company intranet

Participant Objective: To be able to access the company intranet page and explore the company intranet, starting from that site


Identify the company intranet as a resource

Provide relevant information about the ABC Company organization available from the company intranet, such as vision, mission, values, history, objectives and organizational structure

[NOTE: Currently (and in the future) this content is likely to be dynamic and changing.]

Overview of Content: Content available to new employees from their own the company intranet home page

Delivery Mode: One-to-one discussion between Buddies and new employees

Facility Requirements: The new employees’ work sites or other areas where they will be able to use a computer to access the intranet


Resources: A computer with access to the intranet

Identification needed to log on to the company intranet

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Activity: Meet Administrative Support

Item Detail

Activity Purpose: To ensure that new employees have received or will be able to receive all equipment and other items needed for them to begin work

Participant Objective: To be able to recognize who they can contact for administrative support

To be able to recognize equipment and other items new employees need to start work


Provide local context for work

Make new employees feel welcomed

Help new employees feel confident they have made the right choice

Overview of Content: Documents required and procedures to follow when new employees request supplies, equipment and items such as identification badges

Names, titles, locations and telephone numbers of people to contact

Delivery Mode: One-to-One Discussion or Small Group Discussion

The person responsible for taking care of the job-specific administrative details for new hires will lead this discussion. Groups should not exceed ten new employees. If in the very large affiliates there are more than ten new hires involved, this group should be divided into two or more smaller groups. In those cases, options for the presentation include the following:

Having them run concurrently using a second administrator

Having one group meet with the administrator while the other group meets with their Buddies

Instructions regarding the information to be covered during this discussion will be included in the administrator’s handbook and the Employee Orientation Workbook. Specific details will vary.

Facility Requirements: To be determined by local affiliates

Duration: To be determined by local affiliates

Resources: To be determined by local affiliates

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Introduction To Setting Expectations Activities

The final structured activity of the day is the meeting with the supervisor. In many ways, this is the most important activity of the day because of the important role the supervisor has in the orientation process and in the long-term development and retention of high-quality employees.

Realistic expectations and accurate feedback help new employees achieve near-term success and long-term development—and these are both important factors in employee retention.

If at all possible, supervisors should try to find time to greet new employees at the start of the day.

Supervisors need to do everything possible to make their initial meetings with new employees positive and pleasant. They must set aside sufficient time for the meetings to ensure that these sessions can be informal and enjoyable.

After meeting with their supervisor, the rest of the day is available as personal time for the new employees. Buddies, supervisors and administrators should make it clear that they are available to answer questions, but employees should be encouraged to spend time reflecting on their day, reviewing what they have learned, and exploring on their own.

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Activity: Meeting The Supervisor

Item Detail

Activity Purpose: To allow new employees to become acquainted with their supervisor

To allow supervisors to assign meaningful work in those cases where it is appropriate

To provide information about function- and job-specific policies and procedures

Participant Objective: To be able to recognize their supervisor

To be able to explain the purpose of the function

To be able to recognize important policies and procedures

To be able to explain that Performance Management is the developmental process used at ABC Company


To meet and establish relationships with key personnel

To provide context for work

To communicate important policies and procedures

To provide information about performance management

Overview of Content: Following is a suggested sequence of activities and content for this meeting: Welcome and Introductions Function’s role and purpose within ABC Company Important job-related policies and procedures Performance Management Overview Future meetings Meaningful work assignment Final questions

Delivery Mode: Small Group Discussions or One-to-One Discussions

Supervisors lead the meeting. There is much to cover, and it is not the purpose of this meeting to make

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Item Detail

sure that new employees recall all of it, but that they know what resources are available so they can review the information. As in other activities, the new employees are to write this information in their workbooks.

During the meeting, supervisors are to provide plenty of opportunity for new employees to ask questions, and in the final activity specifically open the discussion to any questions new employees have.

Facility Requirements: Depends on requirements of new employees


Resources: Supervisor’s Handbook and Checklist

Employee Orientation Workbooks

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Conclusion

Event One will NOT provide all employees with enough information and resources for them to begin work. Many will need additional training on equipment, products, procedures and processes. But Event One will provide new employees with a solid foundation for doing their work—and for learning more about the ABC Company global organization as they continue with the orientation process.

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Intranet-Enabled Self-Study ComponentAn important feature of the New Employee Orientation Process is a self-study component that will make extensive use of resources available through the ABC Company intranet. In addition, the high-level design calls for the development of an orientation home page on the ABC Company intranet that will be a key resource for new employees.

However, there are a number of unresolved issues that will affect the design of this component and the interface to the employee orientation home page.

The most important of these unresolved issues is the relationship between the global new employee orientation project and the Global Business Information Project. (GBIP). The GBIP team is in the process of redesigning then company intranet to make information more easily accessible. One part of the project has already been completed: A redesign of the company intranet so that employees can customize a home page that will include links to information such as:

ABC Company History ABC Company Values ABC Company Organizational Objectives The Pharmaceutical Industry

These and other are topics to be covered during the orientation process. At this time, however, the team working on the global new employee orientation has not had the opportunity to look at the work of the Global Business Information Project in order to determine the best way to use that information.

An additional unresolved issue is the development of a theme for the employee orientation process. The following are some suggested themes:

Treasure Map/Scavenger Hunt Train/Travel (passport) Path/Steps to Success Family Tree World Traveler

Because these issues have a significant effect on the design of the both the intranet-enabled self-study component and the employee orientation page design, they need to be resolved before work can proceed in these two areas. These do NOT affect other design work at this time.

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Event TwoTiming It is recommended that Event Two take place one week to one month after the employees’ first day on the job.

However, recognizing that this might not be practical for all affiliates, the program design includes an alternative method for scheduling Event Two. The alternatives are discussed below.

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Purpose The purpose of Event Two is to provide broader and deeper information about ABC Company.

The broader information is related to ABC Company’s history, structure and objectives as well as the pharmaceutical industry and the competitors ABC Company faces. It presents deeper information about ABC Company products, important policies and procedures and the ABC Company’s “real” corporate culture.

As mentioned, there are two possible formats for Event Two.

The first (recommended) format is to include an interval of one week to one month between Event One and Event Two. During this time, new employees would follow a self-study program to learn about the following topics:

ABC Company history ABC Company’s vision, mission and values ABC Company’s global organizational structure ABC Company’s global goals and objectives The drug discovery process The pharmaceutical industry ABC Company products ABC Company’s global competitors

Currently, information on all these topics is (or is expected to be) available on the company intranet, which would allow the self-study component to use the intranet as the primary resource for presentations. The self-study instructions can be delivered over the intranet as well, or as a paper-based course included in the Employee Orientation Workbook.

The advantage of the using the intranet, of course, is that it allows for changes in either content or the instructional material to be “delivered” easily and quickly.

The alternative format is to present information on these topics during Event Two. Wherever possible, these presentations will also use information available on the intranet as a resource.

For affiliates that use the self-study format, Event Two will require approximately one half-day. For affiliates that choose to present the information in the self-study course, Event Two will be a full-day event.

The topics included in the self-study course are focused on providing new employees with global information about ABC Company.

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Most of the other Event Two activities are designed to provide new employees with deeper information about their local affiliate. Possibly the most important of these is a panel presentation and discussion that explores the “real” ABC Company culture. The purpose of this activity is to motivate new employees to attend Day Two by providing a forum that will answer two common, important questions new employees in all organizations have:

How do things really work around here? How do I get ahead in this organization?

Goals The goals for Event Two are to: Continue to build enthusiasm among new employees for ABC Company and the work they will be doing at the company Reinforce the importance of the Redbook policies Provide global information about ABC Company Provide more in-depth information about the local affiliate Explore the ABC Company corporate culture

Objectives At the end of Event Two, new employees will feel: Confident they will be able to succeed at ABC Company

At the end of Event Two, new employees will be able to: Describe specific violations of Redbook policies that could lead to dismissal Explain, at a high level, ABC Company’s global structure Explain how their role and function fits into ABC Company’s global structure Find information about ABC Company on the intranet Explain important elements in the ABC Company corporate culture Identify ABC Company’s products Identify ABC Company’s competitors Describe the drug discovery process Explain the significance of the drug discovery process

Resources As with Event One, refreshments appropriate to the time of day, location of the event and local customs of the ABC Company affiliate should be available one half-hour prior to the scheduled start time of the first activity of Event

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Two.

New employees and other attendees should be encouraged to arrive ahead of the scheduled start time to have a few moments to meet other new employees and attendees informally.

In large affiliates where the new employees have followed the self-study component and there is an interval between Event One and Event Two, affiliates may recommend that new employees sit with other new employees from different job areas. This will help increase the breadth of their knowledge about ABC Company.

NOTE: Because it is often the case that new employees receive current information during orientation, affiliates may choose to open the orientation process to experienced employees. Information presented during Event Two, either at the event or as part of the self-study course, may be valuable to experienced employees.

The recommendation is to inform experienced employees of the events or the self-study course and allow them to make decide whether to attend or follow the course.

Agendas Following are two Event Two agendas.

Agenda 1 is the recommended sequence for Event Two activities when new employees have followed the self-study course.

Agenda 2 is the recommended sequence for Event Two activities when affiliates are presenting the information.

The sequences of activities in Agenda 1 and Agenda 2 are recommended to help new employees learn information by building on previous information. However, all activities are modular and the sequence may be modified to meet affiliate needs.

Agenda 1 Welcome Presenter Introductions New Employee Introductions

Global ABC Company Information ABC Company History Video Interactive Presentations On Redbook Violations Summary Game Regarding Global ABC Company Information ABC Company Affiliate Information Local Organizational Structure

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Local ABC Company Competitors Personal Development And Corporate Culture

Guest Speakers on Personal Development Tools Panel Discussion Regarding Corporate Culture

Agenda 2 Welcome Presenter Introductions New Employee Introductions

Global ABC Company Information ABC Company History Video ABC Company’s Vision, Mission And Values ABC Company’s Global Organizational Structure ABC Company’s Global Goals And Objectives The Drug Discovery Process The Pharmaceutical Industry ABC Company Products ABC Company’s Global Competitors Interactive Presentations On Redbook Violations And Asset Protection Policies Summary Game Regarding Global ABC Company Information

ABC Company Affiliate Information Local Organizational Structure Local ABC Company Competitors

Personal Development And Corporate Culture Career and Personal Development Resources Panel Discussion Regarding Corporate Culture

The following pages contain detailed descriptions of the above activities.

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Introduction to Welcoming Activities

As at Event One, there should be displays that allow new employees to find out about the organization on their own. These include the following:

A continuously looped multimedia slide show or videotape that shows ABC Company people, places and products Television advertisements for ABC Company products on a continuously looped tape Displays of products and print ads throughout the room

The products and print ads should be on display throughout the event. The “people, places and products” multimedia show and advertisements should be running prior to the start time and during any breaks.

Short breaks should be taken as needed throughout the day.

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Item Detail

Activity Purpose: To introduce facilitators and presenters, discuss the agenda, and confirm the purpose of the day’s activities

Participant Objective: To be able to explain the purpose of Event Two


To generate enthusiasm among new employees by showing how Event Two activities will help them learn quickly and perform effectively

To provide a roadmap of subsequent events

Overview of Content: The Event Two facilitator introduces herself or himself and the other presenters. The facilitator briefly explains the activities on the agenda and the goals and objectives for the session.





PowerPoint presentation that includes the following information: The Event Two Agenda Goals and Objectives Names, titles and other appropriate information of all presenters

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Item Detail


Participant Objective: To be able to recognize other new employees from outside their immediate work area



Overview of Content: Provided by participants during the activity

Delivery Mode: Small Group Activity

The facilitator instructs the new employees to introduce themselves within their small groups, by asking them to provide the following:

Their name How they wish to be addressed Their job and function Four “facts” about themselves, one of which is false. Others in their small group then try to guess

which of the “facts” is not true.




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Introduction to Global ABC Company Information

There are two formats for new employees to learn most of this information: a self-study component ahead of Event Two or presentations during Event Two.

As mentioned, there are several issues that need to be resolved before a detailed design of the self-study course can be completed.

For affiliates that use presentations to cover the information, the activities essentially follow the same format. The Event Facilitator (or another person if appropriate) will make a presentation using visual support from a video, a PowerPoint presentation, an overhead transparency, or through the intranet, depending on what is available. The facilitator will instruct the new employees to write important information in their workbooks.

The Event Two design in this document includes a detailed description of only one of these presentation activities: The ABC Company History Video.

In addition, this document includes detailed descriptions of the following two activities for the affiliates that use the self-study course and for the affiliates that use presentations for the topics:

Interactive Presentations On Redbook Violations Summary Game Regarding Global ABC Company Information

For those affiliates that use the presentation format, Event Two will require that a meal break be scheduled during the session. A “natural break” that occurs between the global ABC Company information and the local affiliate information may be an appropriate time to schedule the meal break. However, local affiliates may find that the duration of these events does not favor that timing. Local affiliates will choose when to schedule the meal break as well as other breaks during Event Two.

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Activity: ABC Company History Video

Item Detail

Activity Purpose: To provide information about the history of ABC Company and how the three ABC Company values have been built into the culture by its history

Participant Objective: To be able to describe, generally, the beginnings and development of ABC Company

To be able to explain that ABC Company values have been a part of ABC Company from its earliest days


To help new employees maintain enthusiasm and avoid having “second thoughts” about their decision to join the company

To reinforce ABC Company’s vision, mission and values

Overview of Content: The history of ABC Company, using the current video as the basis but reducing the length and sequencing the content to reinforce the formation of values

Delivery Mode: Presentation and video

At the start of the presentation, the facilitator reminds the new employees to record information in their workbooks.

After the video has been shown, the presenter should, if possible, relate a personal story about the effect that ABC Company’s history, mission, vision and values have had on his or her career.



Resources: Equipment needed to play and display the video, depending on the format provided

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Activity: Interactive Presentations on Redbook Violations and Asset Protection Policies

Item Detail

Activity Purpose: To reinforce the importance of the Redbook, including Asset Protection policies

Participant Objective: To be able to explain the importance of the Redbook policies

To recognize some specific policy violations that could lead to dismissal


Reinforce the importance of the Redbook policies

Overview of Content: The most important points about the Redbook policies

Delivery Mode: Vignettes with Small Group Discussion

In this activity, new employees learn “true-to-life” vignettes regarding these policies and then discuss the vignettes and the policies.

Local affiliates have two options regarding presentation and discussion formats.

Option One: Have the new employees role play the vignettes.

In this option, new employees role-play a character in a specified setting. The events are not scripted, but the characters are described and provided with certain behavioral “rules” that the “actors” will follow.

Option Two: The facilitator reads the vignettes and describes the actions of the various characters.

In both options, new employees are to discuss the vignettes among themselves, answering specified questions such as:

What was the policy violation? Why is the policy in effect? How should the participants have behaved?

To involve as many new employees as possible, these discussions should take place in small groups that have four to six participants.

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Item Detail

Facilitators may also decide to include a large-group debriefing session after the small group discussions.



Resources: The vignette descriptions

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Activity: Summary Game Regarding ABC Company Global Information

Item Detail

Activity Purpose: To review and reinforce important global information

Participant Objective: To recognize important global information about ABC Company


Reinforce information about the global organization

Overview of Content: The global information included in the self-study course and presentations of Event Two

Delivery Mode: Game Format with Teams

The purpose of the game is to inspire some “friendly competition” among new employees while they review important points regarding global information about ABC Company.

The game should follow a format that does NOT require a US-based cultural context. For example, a “Jeopardy” game or “Family Feud” format should NOT be used.

Following is a description of a format that does not seem to depend on a cultural context.

If possible, divide the group into teams with four or fewer members.

Provide all members of each team with the same kind of “noisemaker” such as a whistle or bell. Team members will use the noisemakers to signal that they wish to answer a question.

Keep score based on the number of questions each team answers correctly. Provide a scorekeeper, or allow teams to track their own scores, depending on the judgement of the activity facilitator. Allowing teams to keep their own score may make the competition either more intense or more informal.

Questions can be in several formats such as multiple choice, true-or-false or short answer.

As an option, affiliates my award the winners with a prize such as free meal passes for the day. The prize does not necessarily have to have monetary value. Winning teams, for example, may be allowed to leave first on all subsequent breaks.


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Item Detail


Resources: Enough noise makers for each team

A scorekeeping tool such as a flipchart

Appropriate equipment (such as computer and projector or a flipchart) to show the questions to the group

A game moderator

A scorekeeper

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Introduction to ABC Company Affiliate Information

Initial Event Two activities are about ABC Company’s global organization. After those are the following two activities that are focused on providing new employees with deeper information about their local affiliate:

Local Organization Structure Local ABC Company Competitors

The duration of these activities depends on the requirements of the local affiliates.

Introduction to Personal Development and Corporate Culture

The final activities of Event Two provide new employees with information that will help them succeed at ABC Company: Personal and Career Development The “Real” ABC Company Culture

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Activity: Local Organization Structure

Item Detail

Activity Purpose: To provide more information about the local affiliate and to explain how it fits into the larger global structure of ABC Company

Participant Objective: To be able to explain how their role and their affiliate fit into the global ABC Company structure


To provide context for new employees both locally and globally

Overview of Content: Local organizational structure and how it interfaces with global ABC Company


The presentation needs to be short to keep the attention of the new employees. As with other activities, new employees should be instructed to record important information in their Employee Orientation Workbook.



Resources: Equipment necessary to display appropriate visual support. This could be a computer with monitor to display PowerPoint slides and information available on the intranet or an overhead projector.

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Activity: Local ABC Company Competitors

Item Detail

Activity Purpose: To provide new employees with information about competition ABC Company faces in their region of the world

Participant Objective: To be able to recognize the names of local competitors and some of their products


To recognize competitors and understand the competitive environment

Overview of Content: Names of local competitors, their products and their marketshare


The presentation needs to be short to keep the attention of the new employees. As with other activities, new employees should be instructed to record important information in their Employee Orientation Workbook.




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Activity: Career And Personal Development Resources

Item Detail

Activity Purpose: To provide new employees with information about career development and ABC Company’s Performance Management system

Participant Objective: To be able to explain how career development and Performance Management are used at ABC Company


To help new employees maintain enthusiasm and help prevent then from having “second thoughts” about working at ABC Company

To introduce Performance Management tools and career development concepts

Overview of Content: Performance Management and career development at ABC Company


The purpose of this presentation is to provide new employees with an overview of the Performance Management and to generate excitement about using the process. There will not be enough time to present details.

The presenter needs to be able to summarize Performance Management, explain its use and value at ABC Company, and provide some information about the results.

The presenter should inform the new employees of resources and training available that they can use to get complete information on Performance management and career development at ABC Company.




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Activity: Panel Discussion On Corporate Culture

Item Detail

Activity Purpose: To provide new employees with “insider” information about ABC Company’s “real” corporate culture

Participant Objective: To be able to recognize actions that are aligned with ABC Company’s “real” corporate culture


Answer employee questions about how to get along and how to succeed at ABC Company

Overview of Content: A common and important question new employees in any organization have is “What does it really take to succeed here.” Put another way, employees are often confused by actions that correspond to the “real” culture but do not match the “espoused” culture.

The hope is that this event will expose new employees to the “real” culture sooner and make it clearer than the conventional “trial and error” method. However, this is and will continue to be a sensitive issue and a difficult topic to address.

Delivery Mode: Panel discussion.

Between three and five employees with between six and 18 months experience will make a panel of experts. To generate discussion, the facilitator will ask each to respond to a series of questions such as:

How did you gain acceptance at ABC Company? What’s more important: what you know or who you know? What did you find the most difficult thing to adjust to in ABC Company culture?


Duration: One hour


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Conclusion

By the end of Events One and Two, new employees should have a fairly clear picture of their own job, their affiliates role, the ABC Company global environment, and how they fit in.

Additionally, even if they do not know all the policies and procedures, they have a grasp of the important ones and know what resources to consult to learn more. Their own on-the-job experience will also fill in many of the remaining gaps.

Event Three and the ongoing social and networking events are designed to continue to supply new and experienced employees with information about ABC Company.

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Event ThreeTiming Event Three is to take place approximately three months after the new employees’ first day on the job.

Purpose The purpose of Event Three is to provide new employees with a deeper understanding of ABC Company benefits, policies and procedures and culture and to allow new employees and senior management to meet and interact.

Goals The goals for Event Three are to: Provide the employees with a deeper understanding of the drug discovery process Answer any remaining questions about orientation information such as benefits, policies and procedures, and

ABC Company corporate culture

Objectives At the end of Event Three, new employees will feel: Senior management cares about their success

At the end of Event Three, new employees will be able to: Discuss the drug discovery process Explain how all the jobs and functions in ABC Company have a role in the drug discovery process Find resources to answer any questions about benefits, policies and procedures Explain key elements of ABC Company’s corporate culture

Resources As with Event One and Event Two, refreshments appropriate to the time of day, location of the event and local customs of the ABC Company affiliate should be available one half-hour prior to the scheduled start time of the first activity of Event Three.

New employees and other attendees are to be encouraged to arrive ahead of the scheduled start time to have a few moments to meet other new employees and attendees informally

The activities for Event Three include: A “question and answer” discussion with senior management A learning map presentation to illustrate how different roles affect the drug discovery process Round table discussions on selected topics

The format for Event Three allows the new employees to control some of the content.

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Discussion topics would be determined by surveying the new employees in advance of the event. Topics selected by a large number of employees would be included as small-group discussion topics. These discussion topics might include benefits, performance management or career development.

Event Three may also address information that is valuable to more experienced employees. Again, the recommendation is to inform them of the event and the topics and let them choose to attend if they wish.

Agenda Below is a list with a recommended sequence for Event Three activities. Welcome

Facilitator and Presenter Introductions New Employee Introductions

Senior Management Discussion Drug Discovery Learning Map Activity Roundtable Discussions

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Introduction to Event Three

Following introductions, the next Event Three activity is a question and answer session with a representative of senior management.

This senior manager should be the highest level manager involved with the new employees. For example, a department head may be the proper choice for a research team, while a plant manager may be the proper choice for both equipment operators and quality control scientists.

Affiliates where groups at Event Three have different senior managers have two presentation options for this activity.

Option One: Sessions can run simultaneously, with each group meeting with an appropriate senior manager.

Option Two: The activity can be a panel discussion with several senior management representatives interacting with all the employees attending the event.

In either option, senior management may ask questions of the group.

The duration of Event Three is dependent on the roundtable discussions. The discussion sessions are scheduled concurrently and employees choose the sessions they wish to attend, based on their needs and interests. Discussions are to be led by someone knowledgeable in the discussion topic. Each discussion lasts for about 55 minutes and then the employees move to a new discussion group. All employees are to be able to attend each topic if they choose to do so. That means that if there are five discussion topics, then the discussion activities will require five hours — approximately 55 minutes for each topic with 5 minutes between each session.

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Item Detail

Activity Purpose: To introduce presenters, discuss the agenda, and confirm the purpose of the day’s activities

Participant Objective: To be able to explain the purpose of Event Three


N/A

Overview of Content: The Event Three facilitator introduces herself or himself and the other presenters. The facilitator briefly explains the activities on the agenda and the goals and objectives for the day.





PowerPoint presentation that includes the following information: The event one agenda Goals and objectives for the day Names, titles and other appropriate information of all live presenters

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Item Detail


Participant Objective: To be able to recognize employees they had not met previously



Output Related To Core Content:

N/A

Overview of Content: Provided by the participants during the activity

Delivery Mode: Large Group Activity

This is designed to be an informal activity that allows new employees to greet one another but that does not require much time.

The facilitator instructs the new employees to introduce themselves to two people they do not know from among the people who are seated around them.




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Activity: Senior Management Discussion

Item Detail

Activity Purpose: To provide an opportunity for new employees and senior management to interact



N/A

Overview of Content: Provided by the discussion

Delivery Mode: Moderated DiscussionThe purpose of this event is for new employees to learn more about ABC Company and for employees and senior management to get to know one another. It is not meant as forum for airing complaints.That may mean that the event facilitators will have to monitor the discussion closely. Before opening the discussion, the facilitators should clarify some “ground rules.” These should be clearly posted as well so that the facilitators can physically point to them if they need to redirect the discussion.

Facilitators may open the discussion by asking senior management to answer a “frequently asked question” developed from the discussion topics survey.


Duration: 45 to 60 minutes, depending on the size of the audience

Resources: Computer with projector or overhead projector

Flip charts

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Activity: Drug Discovery Learning Map

Item Detail

Activity Purpose: To provide new employees with a deep understanding of the drug discovery process and its significance

Participant Objective: To be able to describe the drug discovery process and explain its significance


To provide greater understanding of the drug discovery process

Overview of Content: Elements of the drug discovery process


This activity uses a “learning map” as a visual aid to learning about the drug discovery process. The map (to be developed) includes visual elements that employees associate with key concepts and terms in the process.

The facilitator would discuss the maps and invite the group to discuss the elements and their importance.

As an option for large groups, the presentation could be supplemented at the end by a small group discussion. These discussion could be prompted by questions such as:

Discuss the relationship between your function and the drug discovery process. Identify functions that your function directly impacts.



Resources: Learning maps

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Activity: Roundtable Discussions

Item Detail

Activity Purpose: To allow employees the opportunity to learn more about policies and procedures, benefits and other similar topics



N/A

Overview of Content: To be determined by surveying employees

Delivery Mode: Roundtable Discussions

Discussion sessions run concurrently. Employees choose the sessions they wish to attend, based on their needs and interests. Discussions are led by someone knowledgeable in the topic.

To allow employees to have the opportunity to attend all sessions, each discussion will be held several times.


Duration: 55 minutes each

Resources: A sufficient number of tables and chairs

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Conclusion

The structured orientation process ends at Event Three. New employees have been provided with resources, structured interactions and learning opportunities that will allow them to function independently and to contribute meaningfully to ABC Company.

However, learning does not stop with Event Three. The ongoing social events and networking sessions allow both new and experienced employees the opportunity to learn more about their fellow employees, their local affiliate and Eli ABC Company globally.

Ongoing Socials and NetworkingThe ongoing social and networking events should be scheduled to occur once each quarter. At least once a year, there should be a session that includes the new employees’ families. The primary purpose of the social events is to continue to build the bond between employees and the organization. It also allows employees to develop new relationships and acquire new information about ABC Company.

These social events should be opened to all ABC Company employees at the facility.

These events fulfill many purposes, such as: Maintaining enthusiasm among employees Building relationships with peers and colleagues Introducing families and “significant others” to the company Providing opportunities for employees to learn more about the company Demonstrating senior management commitment to individual development Providing a greater understanding of roles and functions

The format for these events will vary. Some could be purely social events, such as providing the new employees with tickets to a concert or sporting event. Others may consist of presentations from other departments during a mealtime meeting. The format for these presentations will also vary. Like the activities in Events One, Two and Three, activities could include presentations, game playing, panel discussions, round table discussions and more.

Additionally, each event may be segmented in some way to appeal to different audiences such as the new university graduates, mid-career employees who have come from other companies, and those with experience at ABC Company but who are new to the particular affiliate.

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Content will vary as well. Like the discussion topics in Event Three, the types of events and presentation topics could be determined by surveying employees.

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Print Deliverables: Handbooks, Checklists and GuidesFollowing are detailed descriptions of print-based documents to be used during ABC Company’s Employee Orientation Process.

The following general guidelines apply to all handbooks. They will use two-column text formatting. Each will contain an overview of the orientation process. Each will contain a detailed description of the role of the handbook’s user. Color will be used sparingly to minimize problems that could be caused by differences in reproduction equipment. Color will not affect clarity and readability of documents to allow for black-and-what reproduction. They will be developed formatted to comply with ABC Company’s “Guidelines for Electronically Distributed Documents.” Graphics will be included only if file sizes remain small. Documents will be formatted with one-third of the page left blank to accommodate changes caused by translation and changes in paper size. The documents will be designed for double-sided printing.

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Welcome PacketDescription/Purpose The Welcome Packet, as the name states, welcomes new employees into the ABC Company organization.

It marks a transition from “recruit” to “employee” and provides a foundation for the process of turning “outsiders” into” insiders.”

In order to make a good impression, the packet should contain important documents, presented in a particular order, with clear instructions about the how to review and use the contents of the Welcome Packet.

Contents Below is an outline of the suggested documents to include in Welcome Packets globally. Local affiliates may also decide to include information that is specifically related to their facilities and region.

The documents are listed in the suggested sequence in which they should be presented to the new employees.

Welcome packet explanation and guidelines

Welcoming information

Letters

Senior management

Immediate supervisor

Contact names and number for the following:

Supervisor

Buddy

Administrative support (if appropriate)

Human resource contacts

A flowchart and brief description of the orientation process

Event One Information

Agenda page with the following:

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Date

Start and end times

Location

Sequence of activities

Event One contact name and number

Maps

Parking directions

Parking pass (if appropriate)

Important Organizational Information

ABC Company informational brochure

Redbook or a description of the Redbook, its purpose and importance

Conduct in the Workplace Policy (customized by local affiliate)

Induction Information

New Employee “Cheat Sheet” (customized by the local affiliate)

Lists of Acceptable Identification Documents (customized by the local affiliate)

Packaging A folder with pockets to hold the documents loosely. As mentioned previously, documents should be inserted in a specific sequence so that they new employee review the material as specific in the Welcome Packet instructions.

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Administrator’s HandbookDescription/Purpose The Administrator’s Handbook will provide guidelines for support personnel who are working with new

employees. It is possible that more than person will be fulfilling the responsibilities of this role.

Each administrator should have his or her own handbook.

Contents Introductory page

Purpose of the handbook

Overview of contents

Orientation process and overview

Simple narrative

Simple flowchart

Detailed description of administrator’s role

Administrator’s checklists

Suggestions for memos and letters as appropriate

Packaging There are three possible formats for packaging these documents. Stapled Spiral-bound Held loosely in a folder

The first two allow administrators to keep the documents together easily. They last one allows them to place the documents in a three-ring binder with other documents they use during the orientation process.

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Supervisor’s HandbookDescription/Purpose The Supervisor’s Handbook will provide guidelines for supervisors and explain the importance of the

role supervisors have in the orientation process.




Orientation and role overview

Narratives

Flowcharts

Importance of Supervisor

Tips and Guidelines

Selecting Buddies

Meeting New Employees for the First Time

Checklists

Suggestions for memos and letters as appropriate

Packaging Choices are the same as those for the administrator’s handbook. Stapled Spiral-bound Held loosely in a folder

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Buddy’s HandbookDescription/Purpose Because this is a new role at ABC Company, the Buddy’s Handbook will explain the role and its

importance thoroughly, as well as guide Buddies through the process.




Orientation process and overview

Simple narrative

Simple flow chart

Guidelines and tips

Detailed description of Buddy’s role

Tips for helping new employees feel welcomed

Checklists

Packaging Packaging options are to the same as those for the administrator and supervisor handbooks. Stapled Spiral-bound Held loosely in a folder

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Facilitator’s GuidesDescription/Purpose The Facilitator’s Guides will direct Event Facilitators through the process of setting up and running each

event in the orientation process. They will include information at three levels:The processThe eventsThe activities


Purpose


Orientation process explanation

Facilitator’s role for this event, NOT a general description of facilitation

Event preparation guidelines and checklists

Facilitator Instructions

Event Overviews

Purpose

Objectives/Goals

Estimated Length

Materials needed

Directions for delivering presentations

Directions for facilitating activities

Copies of PowerPoint slides

Packaging The guides for all Events are to be included in a single package, with each event packaged separately.

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Because there are materials such as overheads and handouts that are to be used during the presentations, the guides should be packaged in three-ring binders.

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Train-the-Trainer GuideDescription/Purpose The Train-the-Trainer guide will be used to help prepare the orientation facilitators to deliver the

orientation sessions.

The guide and train-the-trainer session will cover the specific material in the Orientation Process and Events One, Two and Three. They will not cover general principles of facilitation and presentation. An assumption is that those who present the events in the orientation process have either training experience or have received training in facilitation and presentation skills.

The session design moves from the general to the specific. It begins with an overview of orientation and moves to the content of the specific events.


Purpose of the guide


Purpose of the Orientation Process

Overview of the Orientation Process

Phases

Roles

Events

Materials

Overview of Orientation Facilitation

Preparation

Presentation/Facilitation

Evaluation

Packaging and Printing

The Train-the-Trainers guide may be bound or placed in a three-ring binder.

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Employee Orientation Workbook (Participant’s Guide)Description/Purpose The most important concept regarding The Employee Orientation Workbook is that it is a workbook,

designed to be a personal resource that each new employee will retain and use.

The specific activities are customizable so that the new employees record and retain information that they need. The workbook packaging will allow the employees to add other documents if the so choose.


Purpose of the workbook

Guide to using the workbook

Recording information

Retaining handouts

Personally important information

Orientation Process

Phases

Roles

Events

Employee Checklists

Event specific materials and information

Agenda

Workbook activities

Purpose

Objectives

Directions

Presentation information/key points

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“Fill in the blanks” activity pages

Packaging As a “living document” the Employees workbook will need a large three-ring binder. Additionally, it will include tabs dividing the workbook according by both events and documents. The binder and the main tabs should have pockets.

The purpose of the packaging is to make it easy and convenient for new employees to retain and recover important information about ABC Company, their affiliate and their job.

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Visual Support: PowerPoint Slides and OverheadsDescription/Purpose These will provide visual support for Event Facilitators and others explaining activities or presenting

information at Events One, Two and Three.

Simplicity is the key overall design consideration, both to make these easier to transport and easier to translate.

Selection of a theme for the Employee Orientation Process may affect design of the visual support. If it does not add too much complexity, the theme may be used to add visual appeal to the slides.

Contents Contents will be key points for the activities and presentations.

Packaging These will be available in electronic or hard-copy (transparency) format.

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PrototypesThis section of the design document contains sample pages representing the deliverables listed below. These are based on preliminary feedback from the detailed design meeting and will be further defined as the project moves into the development phase.

Facilitator Guides Participant Workbook Handbooks PowerPoint Slides/Overheads

Because handbooks for Supervisors, Administrators and Buddies will have the same format, the sample pages included represent all of them.

Each print prototype shows the page layout, headings, and fonts that will be used. Unique to the Facilitator Guide is the use of icons. These icons provide cues to the instructor for delivering the presentation. The Facilitator Guide sample pages show the icons that will be used in this guide.

The PowerPoint prototype shows the master layout, placement of key elements, and the fonts that will be used.

The purpose of the prototypes is to show the format of each document, not the content that will be included. For that reason, the prototypes are primarily free of content.

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Event # Facilitator Guide

Facilitator Guide Sample PagesActivity: TitlePurpose To introduce presenters and review the agenda

Time xx minutes

Participant Objectives

Learn the session objectives.

Learn the agenda of the session.

Ask preliminary questions.

Instructions

Begin your introduction with an enthusiastic welcome.

#1: Welcome

Welcome participants to the orientation.

Introduce yourself and your background at ABC Company.

Introduce other presenters. Explain that their role is to:

– Assist the participants

– Provide additional expertise and perspective

– Be a resource for participants after the workshop.

Briefly review the agenda for Event 1.

Revision Date: 05/10/23 Page 76


#2

Guide

Show overhead #2, Objectives.

Refer participants to the objectives in their Participant Guides.

Discuss (topic title) and make sure that you include the following points:

Point 1

Point 2

Ask: Question for the participants to answer.

Write participant responses on the flipchart.

________

________

________

________

________

Distribute the ______________ handout to participants.



Review the key points with participants:

Key Point 1

Key point 2

________

________

________

________

________

Facilitator Note

Small Group Activity

Transition to the next topic by explaining that ...


Event # Participant Workbook

Participant Workbook Sample Pages

Activity Title: New Employee IntroductionsPurpose To allow you to become acquainted with one another.

Participant Objectives

Meet others in your orientation session..

Introduce yourself to the members of your small group. Include the following information:

Your full name

How you wish to be addressed

Your position and function

An interesting fact about yourself, such as an interest or skill that you have

The other new employees in my group are:

___________________________________________

___________________________________________

___________________________________________

___________________________________________


6

Module Title Goes Here (Example: Drug Discovery Process)

Event Title Goes Here (Example: Employee Orientation Workshop: The Global View)

Product R&D Risk and Recovery

• __ out of 10 marketed drugs earn a true profit.

• __ out of 10 drugs breaks even.

• __ out of 10 do not recover R&D costs.


Activity Title: Drug Discovery OverviewPurposeParticipant Objectives

Fill in the blank spaces in the following with information supplied by the presenter. There is also room to the side of each graphic for additional notes.

Notes:

___________________________________________

___________________________________________

___________________________________________

___________________________________________

___________________________________________

___________________________________________



Handbook Sample Pages

IntroductionThis section will describe the purpose of the handbook and provide an overview of it contents.

Orientation Process OverviewThis section will include a flowchart depicting the orientation process and narrative description of the process.

Your RoleThis section will describe the role that the handbook recipient (administrator, facilitator, supervisor, or buddy) plays in the orientation of a new employee. This section will outline their responsibilities and emphasize the importance of their role to the new employee and his or her successful integration into ABC Company.

This section will link the responsibilities to the checklists and templates provided in the handbook. Note that some checklists, like the one shown on the following page, may be designed so that they can be copied and used for each new employee coming into the organization.



ChecklistThis checklist is intended to...

Place a check mark () in the appropriate space as you complete each activity.

New Employee Name:

Start Date:

Task or Activity WhenNeeded

Status / Comments

Task / Activity 1 2 weeks prior to start date

Task / Activity 2 1 week prior to start date

Task / Activity 3 2 days before start date

Task / Activity 4 Employee's start date

Task / Activity 5 Within 1 week of start date


PowerPoint and Overhead PrototypesFollowing are copies of basic layouts that will be included in the PowerPoint slides. The layouts are:

Tittles and bullets Titles and graphics Quotes

A key design consideration for the PowerPoint slides is to minimize the amount of text, in order to make them easier to translate. Where possible, overheads will use graphics without text.

Specific design features include the following: Arial will be used the font for both titles and text. Most, if not all, text will be in the form of brief” key word” bullet points. The only text not in bullet points will be direct quotes. Each bullet point will contain no more than seven words. There will be no more than five bullet points per slide.

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Titles and bullet levels

1Event Title

Initial Caps, 30 pt, Arial Black,Centered

All slides will be landscape orientation Bullets - Arial, 28 pt., sentence case Text indented and left-aligned Bullet Levels

• Sub-bullet– Sub-bullet

• Sub-bullet

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Text with Graphics

3Event Title

Slide with Text & Graphic

Arial, 24 pt., sentence case,text indented, left-aligned

Keep graphic on the rightUse graphics to facilitateunderstanding

Use PowerPoint layouts forother types of slides

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Quotes

4Event Title

What Matters?

Values … are really the heart of thematter. They tell us who we are,how weshould behave, and where we shouldbe going.

–Eli Lilly, grandson of company founder

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Evaluation StrategyEmployee orientation is a process that, like any process, will benefit from ongoing evaluation, maintenance and improvement.

Information about the skills and knowledge required for new employees to become fully integrated should be assessed regularly. These will change over time for at least two reasons:

1) Ideas about what is needed to develop integrated, loyal employees will change. For example, during the analysis phases we learned that the drug discovery process is important information. However, the question still to be answered is: How much information about the process is needed? Will the need for this information change over time?

2) Content changes. This could be specific content (such as changes in benefits) or conceptual (such as changes in the drug discovery process caused by new regulations or changes in company focus).

The recommended evaluation strategy for the new employee orientation addresses two needs: The need to make sure the process is sound before it is deployed globally The need for long-term monitoring to ensure continuous improvements

The strategy includes four components: Standard ABC Company Level 1 surveys for participants at all pilot events and ongoing sessions Surveys to gather feedback on the process and materials from Facilitators, Supervisors, Administrators and Buddies Group interviews (via teleconference) with Facilitators, Supervisors, Administrators and Buddies after several affiliates have implemented the process Group interviews (via teleconference) six months after the process has been implemented and then annually thereafter

Detailed descriptions of these evaluation components follow.

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Level 1 Evaluation Surveys of ParticipantsPurpose and

RationaleTo gather reactions to the presentation and content included in each event

Timing Following each event

Document Description

ABC Company’s standard Level 1 evaluation surveys

Personnel Involved Developed by: ABC Company

Administered by: Event Facilitators

Administered to: Participants

Data analyzed by: ABC Company Global Training and Development

Output Reaction data that will either validate the content and presentation or indicate that changes should be made

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Surveys of Facilitators, Supervisors, Administrators and BuddiesPurpose and

RationaleTo collect information about the format, content and usability of the handbooks and guides

The primary question that needs to be answered is: What information is needed in order to make improvements?

Following is a list of questions that may help answer that overriding question: Are descriptions and instructions clear and complete? Are instructions easy to follow? Are checklists complete? Are the forms included useful? Has the right information been included? Is all of the information needed? What information is missing? Did the materials enable you to fulfill your responsibilities?

Timing For Event Facilitators: After every event

For Supervisors, Administrators and Buddies: After initial piloting and ongoing annually

Document Description

Surveys with 10 to 15 questions with closed-end responses, along with demographic information

Here are some types of questions and responses that will be considered for inclusion in the surveys: Questions with responses that use a four-point Likert scale ranging from “Strongly Disagree” to

“Strongly Agree” This will require a “forced choice” answer and eliminate the ambiguity of a “Neither Agree Nor Disagree” selection. Responses will also include a “Don’t Know” selection.

Questions with responses that ask subjects to select “too much,” “too little,” or "just right.” Questions with responses that ask subjects to “check all that apply.”

The format of the surveys and the questions will be determined after all materials have been developed.

Additionally, whether surveys of facilitators, supervisors, administrators and buddies will be paper-based or online will also be determined during the development phase of this project.

90

Personnel Involved Developed by: Triad

Administered by: Administrators, if paper-based. Self-administered, if electronic

Administered to: Administrators, facilitators, supervisors and buddies

Data analyzed by: Triad and ABC Company Global Training and Development

Output Data for improving content and layout of print documents and presentation materials

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Group InterviewsPurpose and

RationaleTo collect information after the process has been “piloted” in order to make improvements before implementing the process globally

To collect information that will enable continuous improvement

Timing After several affiliate groups have used the process; six months following implementation, and annually thereafter

Document and Process Description

Interview protocols

The plan is to conduct one-hour interviews with groups of: Administrators Buddies Supervisors Facilitators

Each interview group will consist of representatives from several affiliates. Whether the groups will be homogeneous in terms of roles has yet to be determined.Because of the one-hour time limit, the interview protocols will be short and very focused. As with the surveys, the overriding question will be: What information is needed in order to make improvements?To help keep the sessions on track, participants will be sent the protocols in advance of the sessions.

Personnel Involved Developed by: Triad

Administered by: Triad or ABC Company Global Training and Development (for the initial interviews); ABC Company Global Training and Development (for the six-month and annual interviews)

Administered to: Administrators, Buddies, Supervisors, Facilitators

Data analyzed by: Triad and ABC Company Global Training and Development (for the initial interviews); ABC Company Global Training and Development (for the six-month and annual interviews)

Output Suggestions for improvements

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