effective onboarding with a limited budget
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ERE Webinar from 3/11/09 presented by Elaine Orler.TRANSCRIPT
Effective Onboarding – Even in this Economy
Elaine Orler
2Knowledge Infusion Proprietary and Confi9ential, Copyright 2009
About Knowledge Infusion
Total Employees
Nordstrom, MetLife, Yahoo!, Turner Broadcasting, Intuit, Safeway, Luxottica, Health Net, AAA, Target, US Postal
Notable Customers
HCM and talent management, portals and self-service, performance, succession, recruitment, learning & development, talent/workforce planning, analytics, collaborative technologies
Areas of Expertise
Over 170Number of Customers
Fortune 2000, Mid-market, Public SectorTarget Markets
Minneapolis, MN; Offices throughout USHeadquarters & Offices
Founded in 2004 by Jason Averbook and Heidi Spirgi Leader in HCM and talent management consulting and advisory services
Global Company
Approximately 35, Across North America
3Knowledge Infusion Proprietary and Confi9ential, Copyright 2009
Strategic Advisors Throughout Your Journey
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Agenda
• Overview of Onboarding Strategy
• Effective options for using your
current resources
• Collaboration - messaging and
communications
• Extensions with existing technology
• Common notification tools
• Project Framing – how to establish
an Onboarding Improvement project
5Knowledge Infusion Proprietary and Confi9ential, Copyright 2009
Which image best describes your organizations Onboarding experience?
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Why Focus on Onboarding?
• Research shows:• An effective Onboarding process will reduce
turnover that occurs in the first 30-90 days• Employees that are engaged earlier are more
productive and will stay longer• The majority of time spent on “day one” of a new
hire is on administrative tasks• Errors in the Onboarding process costs:
• Money• Productivity• Your Brand and reputation to acquire top talent
Research Reports to Consider:Aberdeen Group – Fully OnboardSilkRoad - Successful Onboarding: Get Your New Employees Started Off Right
7Knowledge Infusion Proprietary and Confi9ential, Copyright 2009
Onboarding: What is the Philosophy?
Onboarding is a deliberate, strategic business process that should enable, facilitate and assure that new employees are successfully emerged into the organization by:
•Preparing them to succeed at their job
•Efficiently completing new hire paper work
•Providing opportunities to engage, socialize and understand the culture
•Becoming fully engaged and productive on day one
•Evaluating new hire satisfaction which includes the initial new hire process and 30-60-90 evaluations
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• Start onboarding early (pre-hire) ..…… • Eliminate manual processes• Determine owner for onboarding• Buddy/Mentor Program
Onboarding Framework
Process
Forms• Standardize forms ..…… • Simplify, leverage Recruiting data• Eliminate paper / On demand forms
Technology• New Hire Community /Portal.• Online Orientation / Learning• Workflow notifications•Centralized source of new hire info
• Process / functional metrics…• Employee metrics• Manager metrics
Metrics / Reporting
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Automated Onboarding Should Provide…
• Forms and Content ManagementLeverage data already collected in recruiting application processElectronically complete and manage all state, federal and local forms, benefit enrollment, employment verification
• Socialization Deliver cultural, organizational information targeted for new hireExtend positive employment brand impressionProvide mentoring and/or buddy partnerships
• Notifications & CollaborationTask Management - automation and integration of traditionally independent tasks and activities (computer equipment, office space, security, passwords, uniforms, business cards, etc.)Notify task owners, track tasks and measure progress
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Collaboration with Existing Technology for Onboarding
TalentBrand Performance
ModelingGoal
Management
PerformanceManagement
TalentPool
TalentAcquisition
PerformanceAppraisal
CompensationManagement
IncentivePay
CareerDevelopmentInternal
SocialNetworks
EmployeeDirectory
The Social Graph of a Talent Integration Strategy
Competencies
TalentManagement
ExternalSocial
Networks
eLearning
Separation
WorkforcePlanning
EmployeeProfile
MeritIncrease
CourseTraining
SuccessionPlanning
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The “Conversation Ecosystem” Leveraging Technology
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“Blogging” for Onboarding?
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Collaborate and Interaction for Onboarding
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Project Framing
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Why On-Boarding is not a checklist…
- Aberdeen Group Study 2006
Onboarding is the process of integrating and acculturating
new employees into the organization and providing
them with the tools, resources and knowledge to become successful and productive.
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Identifying Onboarding Priorities
• Critical
• Strategically and Tactically aligned
• Correlation to the business success
• Significant upside measured (i.e. time to productivity)
• Strategic
• Strategically aligned
• Experience based with correlation to business value
• Branded and collaborative context
• Necessary• Tactically aligned
• Portability of information
• Commodity
• Tactically aligned
• Elimination of waste, redundant work
• Cost containment focus
Critical
Necessary
Operational Value
Stra
tegi
c Va
lue
Commodity
Strategic
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Onboarding Project Approach
Phase 2
• Develop process for interaction with new hire
• Establish Onboarding Portal(s)
• Electronic forms completion
• Directions / eMap• Tasks / Checklists• Organization Socialization• Dept level / Job Level info
and training• Incorporate Onboarding
with performance• Define Measures to
Validate Onboarding Success
Phase 3
• Notifications & Collaboration
• Leverage technology to automate and manage tasks
• Consolidate forms delivery
• Consolidate forms “return”
• Content Management• Leverage Portal for
content, collaboration and socialization efforts
• Increase Portal and Recruiting Technology data capture
Phase 1
• Define the Onboarding Strategy
• Build Project Plan• Identify Onboarding
forms and processes• Analyze forms and
processes• Recommend
consolidation and forms elimination
• Design online/ electronic model
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Phase 1: Forms Consolidation or Elimination
Pre-Hire Hire Orientation 1st 30 Days 31 – 90 Days
•Application Form
•Background
Release Form
•Offer Acceptance
Form
•I-9 Form
•Emergency Contact
information
•State, Federal
Forms
•Skills Survey
•Training Request
Form
•Orientation
Handbook
•Benefits Enrolment
Form
•90 day review forms
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Example: Future State Onboarding Roadmap
Onboarding Roadmap
170 day
Mgr Evaluation
Orientation
First Day• Buddy / Peer• Benefits Review• Mgr Welcome
Offer Accepted• New Hire Portal Access/email sent• Workflow notifications
Offer
Offer Extended
Start
1st Day / Week• Mgr Welcome• Mgr Checklist• Performance & Expectations
Sign On• Forms• E-screening• Tasks & Checklists• Organization Culture• Location/Dept / Job Info
New HireCommunity
Mgr Evaluation
New Employee Life Cycle/Probation Period
Mgr Evaluation
30 Day 80 Day 150 Day
Onboarding/Retention
Survey
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Example Onboarding Experience Map
OfferAccepted
Upon verbal acceptance…
Work begins behind the scenes A “Welcome to the Company” communication connects a new hire to their, new hire experience via a portal. Events are triggered in 3 categories:
1. Admin Forms / Tasks2. Corp Culture / Socialization3. Location / Dept / Job Info
EmployeeProfile
New Hire Community
/Portal
WorkflowEntities
New HireTasks
USPS Culture
Location info
Dept / JobInfo
ElectronicForms
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Seven Ways to Build a Better Relationships Today
• Remember the golden rule • Treat every new hire the way you’d like to be treated.
• Avoid the “black hole” syndrome• No matter how many requests you receive, acknowledge
the request. • Use technology for what it does best
• Give the new hire what they want most – timely feedback. Use email for frequent, short communication.
• Don’t send mixed messages• Describe the process and the organization candidly and
accurately.• Create a comfortable atmosphere
• New Hires who are at ease are more likely to provide the information needed to drive accurate assimilation.
• Recognize that small things lead to big impressions. • Be attuned to professional details.
• Create your own wish lists for future Onboarding needs
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Continue the Conversation
Elaine [email protected]
D: 858-748-3136