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Onboarding Basics forPathways Programs

Onboarding

• Onboarding is an on-going process which starts before an employee ever comes on board and lasts up to one year from their start date

• Designed to anticipate the needs and concerns of new hires as well as provide vital information to directly accelerate employees’ productivity

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Onboarding (cont’d)

• Involves a series of developmental and acculturating activities that are planned in advance of the employee coming on-board and then delivered at stages matching employees’ information and skills gaps.

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Onboarding

Objectives:– Make your new hires comfortable and

help them with the acculturation process – Create an environment that supports

career planning and professional development

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Onboarding Objectives (cont’d)

– Provide your new hires with tools, resources, and knowledge to be successful and productive

– Set the stage for a positive work experience

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Characteristics of Effective Onboarding Programs

Immediate Interactive Effective, fun, engaging Senior level executive and supervisor’s

involvement May extend up to a year

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Phase 1- Before the First Day Goal: Connect new hires with the organization’s

vision and mission

Help your new hire understand:– How they can contribute to the agency’s

mission, objectives and goals– How to navigate the organizational structure

and communicate effectively– Value of diversity and inclusion

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Phase 1 - Before the First Day (cont’d)

Examples:• Send an email or letter congratulating the

intern–Confirm position, grade, pay, and

entrance-on-duty (EOD) date–Provide initial paperwork

• Send link to “welcoming video” from a top senior executive

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Phase 1 - Before the First Day (cont’d)

• Explain what to expect as they begin their internship

–Provide “welcome package” or direct them to the agency’s website if the information is available online– Include the contact information of

supervisor, assigned sponsor, and Pathways Program Officer or onboarding representative–Send email to coordinate intern’s

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Phase 2 – First Day/Week Goal: Facilitate integration• Assign a sponsor to greet interns

–Walk them through security and your check-in process

• Introduce peers and provide a contact list • Explain office operations and ensure access to

required technology (e.g., email, distribution lists, telephone)

• Take employee on agency tour• Inform new hire of recurring meetings and/or

office events they are expected to attend10

Pathways Programs Training and Career Development Requirements

Internship Program– Requires a written Participant Agreement• Sign participant agreement - First week

– Includes development component• Individual Development Plan (IDP) -- except

for Interns not-to-exceed (NTE)• Approve IDPs – first month • Assigning mentors is recommended for all

interns

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Pathways Programs Training and Career Development Requirements

Recent Graduates Program– Requires a written Participant Agreement• Sign participant agreement - First week

– Includes development component• Approve IDP – must be signed within 45 days

of appointment • Mentor – must be assigned within 90 days of

appointment • Provide at least 40 hours of formal interactive

training per year

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Pathways Programs Training and Career Development Requirements

Presidential Management Fellows Program

• Approve IDP – must be signed within 45 days of appointment . IDP must be developed in consultation with the Agency PMF Coordinator and his/her supervisor • Mentor – must be assigned within 90 days of

appointment • Provide at least 80 hours of formal interactive

training per year• At least one rotational assignment of 4-6

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Phase 3 – First Month

Explain Performance Clearly and Early• Assign meaningful work • Communicate performance standards and

goals• Develop and sign IDP for your interns

oNot required for not-to-exceed(NTE) interns

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Phase 4 - Ongoing

Open Communication • Establish open-door policy• Provide regular feedback on performance• Encourage innovation and creativity

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Pathways Program Officer (PPO) Roles

Program administration• Ensure mentors are assigned• Serve as liaison with OPM• Collect metrics measuring the effectiveness of

the onboarding program

Also may include, not requiredCoordinate recruitmentEstablish onboarding processEnsure IDPs are completed on-time

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Mentor’s RoleProvide feedback and encouragement

to new hiresHelp them with goal settingSupport new hire’s professional

development and growthInspire employees to apply best

practicesHelp to build their confidence

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Measuring Success of Onboarding

Recommended metrics:• Percentage increase in retention rates

of Pathways Programs participants

• Percent of employees reporting satisfaction with onboarding process

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SummaryAn effective onboarding program• Decreases new hire’s learning curve• Reduces anxiety• Increases morale• Increases job satisfaction• Encourages organization commitment

Results: reduction in attrition rates and recruitment costs

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