engaging new employees through effective onboarding - 13aug15

Copyright©2015, Talent Map. All rights reserved.

ONBOARDING: YOU NEVER GET A SECOND CHANCE TO MAKE A FIRST IMPRESSION

Webinar: August 13, 2015


2Topic Agenda

Item Time (min)Introduction to TalentMap 5What, Why and How of “Onboarding” 15-20Cases, Best Practices, Tips and Tools 10-15Q&A 5-10

Agenda

Sean Fitzpatrick, President and CEO - TalentMap

Loue Mosca, Director of Sales, Ontario - TalentMap


3

The Cause of Employee Dis-Engagement

We live in 2015 and work in 1970.


4

Not Enough Executive Attention

Does an executive ’s brain in your enterprise represent a balanced view?

Or is the focus primarily on the financials?


5

TalentMap by the Numbers

• 15+ years in business• 1,000+ engagement survey projects launched since inception• Hundreds of engagement survey projects launched each year• 1 million+ employees surveyed annually• Benchmarks by size, industry, geography and others• Products include standard and custom

• Engagement, Pulse, Entry, Exit, 360 & Custom (Culture, Safety, etc.)

• Services include action planning• Focus groups, workshops, blended leadership training & coaching

• Only 1 Focus


6

Sample Clients & Benchmark

Programs & Partners Technology & Engineering Nonprofits/Government Healthcare

Financial Services Logistics & Other

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http://images.google.ca/imgres?imgurl=http://www.albertadoctors.org/BCM/AMA/AMA-WEBSITE.NSF/AllDoc/F33058ABD75C0C648725731600604CC5/$file/CMA%20logo.jpg&imgrefurl=http://www.albertadoctors.org/BCM/AMA/ama-website.nsf/AllDoc/2C640419D382D70787256E1C0058D0B7?OpenDocument&usg=__svgjbe68RnMJ6T2rsr8kKf6I3uE=&h=70&w=300&sz=10&hl=en&start=1&um=1&tbnid=6AHRZHU6bGohNM:&tbnh=27&tbnw=116&prev=/images?q=canadian+medical+association++logo&hl=en&rlz=1T4ADRA_enCA346CA348&sa=N&um=1


7

Some Of Our Associations / Partnerships


8

Our Products/Services

• TalentGage & TalentGate Pulse• engagement, productivity, retention, innovation, discretionary effort

• TalentEntry/Exit & Talent360• onboarding, productivity, engagement• exit feedback, engagement, employment experience• leadership development, engagement, discretionary effort

• TalentGate Platform• Self manage- design, deploy and report platform with expert advice

• TalentMap Action Planning Services• Consulting• TalentAction Platform• TalentMap Academy


9

We Answer Four Key Questions

1. How engaged are your employees? (scale out of 100)

2. How effective are your workplace practices?

3. What are your most powerful drivers of engagement?

4. Where should you focus your efforts to improve engagement? (for your biggest ROI)


10

We Help you Connect the Dots for Your Executives

Employee Engagement

Employee Productivity

Employee Retention

Discretionary Effort

Customer Value

Customer Satisfaction

Revenue Growth

Profitability

TalentMap’s 12 high performance work practices that drive employee engagement


11

Onboarding


Job Hopping – the ‘New Normal’


0

5

10

15

20

25

1950s 1960s 1970s 1980s 1990s 2000s

US Department of Labor, Employee Tenure Surveys (1995-2000)

Years of Service

Depression Survivors

Pension Seekers Victims “Free Agent

Nation” 2000

* 1/3 in jobs less than 2 years

* 2/3 in jobs less than 5 years

* 1/2 employed on interim/contract basis

* 3.5 years average

Why Onboarding Now?


14

We Are Punishing Our Long Time Employees

• The average raise an employee can expect is 3 percent• If an employee leaves a company - a 10-20 percent

increase• extreme cases, they may even see as much as a 50 percent

bump.

• We’ve cultivated a system in which employees who are loyal to their companies are financially punished and those who jump ship every few years are financially rewarded.


15

Building Awareness! - Last 10 years of Google Search

June 2015100%


16

What Is Onboarding?

• Onboarding is the process of bringing new hires into your company—what Wikipedia calls “organizational socialization.” • When onboarding is well-executed, the new hire feels welcomed and

integrated. Expectations are clearly communicated, mentors and training opportunities are provided, and feedback is offered to support growth and correction.


Current Performance

• Only 39% of managers satisfied with integration efforts —RHR Consulting

• Only 56% of employees feel their managers have a good knowledge of what they do and provide for the use of their unique talents.

— TalentMap

• An average of 50% of newly hired executives quit or are fired within their first three years

— Harvard Business School

• 89% of new hires don’t have knowledge needed to “hit the ground running”

— AIRS

• 46% of newly-hired employees will fail within 18 months, while only 19% will achieve unequivocal success

— Leadership IQ


18

Onboarding Should Be a Top HR Priority

• 25 percent of the working population experiences career transitions

• Managers begin new jobs every two to four years.• 50% of senior outside hires fail within 18 months

in a new position.• 50% of hourly workers leave new jobs within the

first 120 days. percentage of annual salary to replace an employee:

- Entry level: 30–50 percent- Mid-level: up to 150 percent- High-level or highly specialized: up to 400 percent

Source: SHRM Foundation’s Effective Practice Guidelines Series


19

The Costs of Turnover Adds Up Fast

Assume you loose 12 employees in one year, averaging one per month.

Six of these employees were entry level, with an average salary of $40,000. • It costs, on average, $16,000 to replace each employee at 40 percent of their

annual salary, for $96,000 total.Four of these employees were mid-level, with an average salary of $80,000. • It costs, on average, $120,000 to replace each employee at 150 percent of

their annual salary, for $480,000 total.Two of these employees were senior, with an average salary of $120,000. • At 400 percent of their annual salary to replace them, you’re looking at

almost $1 million, specifically $960,000.

Add everything up and you’re looking at costs of over $1.5 million to replace just 12 employees. Numbers seem high? Fair enough – there are organizations that estimate replacement costs to be lower.


When Do Your New Hires Leave?

What percent of your new hires leave within their first year?

0 – 5% 6 – 10% 11 – 20% 21 – 30% Over 30% Not Sure

Top performing companies have less than 5% of new hires leave the company during their first year

Top performing companies have over 95% of new hires participate in a formal process

85% of top performing companies solicit feedback from new hires at each stage of employment


What Employees Say… Talentmap Entry Surveys

• “On-boarding was great, but then I went to my work area and realized none of that mattered now”

• “More by luck that someone settles in”

• “No clear idea of what’s needed in the role”

• “My manager was so busy, I didn’t even see him until my second week on the job”

• “My peer “Buddy” handed me four product manuals, and told me to start reading – After two days of that wondered what have I done taking this job”?


What Are Your Peers Doing?

• Online survey to HR Professionals

• February 18 - 28

• 37 Responses

Respondent profile:

Government40%

Nonprofit

9%

Public

15%

Private24%

NGO/Other12%


What Do You Feel Is The Number One Reason For Improving Onboarding?

47%

22%

14%

6%0%

11%

0%

10%

20%

30%

40%

50%

60%

70%

80%

90%

100%

Improve retention

rates

Improve time to

productivity

Improvestakeholdersatisfaction

Improveorg. brand

Reduceadmin. cost

Other

Fre

qu

enc

y (%

)


In Your Experience, What Percent Of Organizations Collect Systematic Feedback From New Employees?

50%

33%

3% 3%

11%

0%

10%

20%

30%

40%

50%

60%

70%

80%

90%

100%

Less than 5% 5-20% 21-50% More than 50% Don’t know

Fre

qu

enc

y (%

)


25

Structured Onboarding Impacts Retention & Engagement

• A structured onboarding program - 58% more likely to remain with the organization after three years:

• Source: Wynhurst Group

• The first 90 days of employment (often called the probationary period) is pivotal to building rapport with the company, management and coworkers.• A study of 264 new employees published in the Academy of Management Journal

found:• when support levels were high from the team and leaders, new hires often had more

positive attitudes about their job and worked harder. • when not offered, the inverse occurred, leading to unhappy and unproductive employees

who didn’t make it much further than four months.

• Onboarding increase satisfaction, clarifying expectations and objectives to improve performance, and reduces unwanted turnover.

• Source: SHRM Foundation’s Effective Practice Guidelines Series


26

Structured Onboarding Impacts Retention & Engagement

Onboarding helps new employees adjust to their jobs by establishing better relationships to increase satisfaction, clarifying expectations and objectives to improve performance, and providing support to help reduce unwanted turnover.

Source: SHRM Foundation’s Effective Practice Guidelines Series


27

After Selection and Entry, New Employees Go Through Multiple Adjustments


The 4 Levels of On-boarding…

The Job(clarification)

The Job(clarification)

The Fit(culture)The Fit

(culture)

The Affirmation(connection)

The Affirmation(connection)

The Basics(compliance)The Basics

(compliance)


Level 1 – The Basics

• “Welcome Wagon”• Satisfies legal/HR Needs• Benefits enrollment/paperwork• Overview of the organizational chart• Company video• Product/Services overview• Computer training


Level 2: The Affirmation

• A fun experience• Exposure to executives• Party favors• The tour was great• Good first impressions• Introduction to others/network building


Level 3: The Fit

• Mission/vision/values overview• Learning Maps – understanding your business• Model the culture you aspire to • Customer testimonials• Clarify work conditions/

unspoken rules of the road• Job specific & function

specific info


Level 4: The Job

• Put managers & employees at the center• Goal & strategy alignment• Build the foundation for essential relationship• Seek ways to shorten the learning

curve• Expand your reach – redeployment

and beyond


33

The Onboarding Continuum: - Where do you stack up?

OnboardingStrategy Level

The BasicsCompliance

The JobClarification

The FitCulture

The AffirmationConnection

Percent

Passive YES Some Little/None Little/None 50%

High Potential

YES YES Some Some 30%

Proactive YES YES YES YES 20%


Onboarding Equation

Computer/softwareIdentity

AcronymsWho does what?

Business cardsPayroll/Benefits

AssignmentGoals

InvolvementContributionRecognition

Relationships

Irritants/Turn-offs

Engagers


Case Study

• A leading designer, manufacturer and marketer of innovative products for the communications market.

• Headquarters in Ontario: offices worldwide in Europe, Asia Pacific, and the Americas.


TalentMap Surveys Used To Measure The Employee Experience

• Three phased employee entry survey• Recruitment• Onboarding• Becoming Productive

• Student/intern surveys


What They Have one - As A Result

• Recruitment• Entry survey provided valuable data regarding:

• The hiring process (time to hire, rounds of interviews, quality)

• Why people are joining,• Feedback on career website, and• Regional differences.


Results

• Entry survey – Onboarding• Shorter first day session• Increased focus on supporting departmental

orientation• Increased emphasis on consistent experience for all

• including remote, regional and home workers

• Separated onboarding into 3 stages:• pre-hire• new hire (first day/week), and• post hire (1-3 and 3-6 months after joining)


40

Summary


41


60%

Lack of Systematic Feedback

Onboarding Exiting

2%4%

Workforce


43

TalentGate – One Survey Platform

1. Analyze trends across channels2. Zoom into individual

customer/employee segments3. Zoom out for big picture4. Integrate with existing systems5. Text analytics6. Key driver analysis7. Turn data into insights

1. Employee Engagement2. Employee Feedback (Exit, Entry, 360)3. Safety Surveys4. Customer Satisfaction5. Voice of the Customer6. Net Promoter® Score7. Website Feedback8. Product Feedback9. Customer Service10. Ad hoc Surveys

Action Planning Workshops• Internal communications • Deep dives on issues• Train the trainer/managerBest Practices Portal: • Best practice platform• View and share results• Create action plans• Engagement best practicesTalentMap Academy: • Blended training program • Engagement centric• Aligned to corporate goals

Award Winning Support

World Class Employee Engagement & Survey

Expertise


Typical Questionnaires, Topics and Timing

Survey 1:Joining(2wks-1 month)

Recruitment InterviewToolsResources

Survey 2:Orientation & Training(3-4 months)

Corp. OrientationDept. OrientationFormal Training Informal Training

Survey 3:Socialization(7-8 months)

ValuesCulture & TeamManagementEngagement

44


45

Best Practices for Onboarding

✔ Implement the basics prior to the first day on the job. ✔Make the first day on the job special. ✔ Use formal orientation programs. ✔ Develop a written onboarding plan. ✔Make onboarding participatory. ✔ Be sure your program is consistently implemented. ✔ Ensure that the program is monitored over time. ✔ Use technology to facilitate the process.

✔ Use milestones, such as 30, 60, 90 and 120 days on the job—and up to one year post-organizational entry—to check in on employee progress. ✔ Engage stakeholders in planning. ✔ Include key stakeholder meetings as part of the program. ✔ Be crystal clear with new employees in terms of:• Objectives• Timelines• Roles• Responsibilities


46

Onboarding Tool: Conversation GuideSome useful questions to ask during onboarding conversations

Learning• Give me your read on the general situation at the firm.• What strengths/capabilities are required?• Which strengths/capabilities exist now?• Can you offer some examples?Expectations• What do you see as high priorities?• Lower priorities?• Current untouchable topics?• What resources are available to invest against these priorities?Implementation• Tell me about the control points, both metrics and process, such as meetings, reports, etc.• Tell me about some of the decisions we make.• Who makes them, and who else is involved?• How?• What is the best way to communicate with you, including mode, manner, frequency and

how to deal with disagreements?


47

Contact TalentMap for our Onboarding Guide and Checklist


48

The Research is Clear When Onboarding is Done Correctly

• Higher job satisfaction• Organizational commitment• Lower turnover• Higher performance levels• Career effectiveness• Lowered stress

Contact TalentMapWe can help you create

your onboarding ROI


Event Format Topic DateTalentMap Webinar Live Webinar MANAGING EMPLOYEE

ENGAGEMENT DURING MAJOR ORGANIZATIONAL CHANGE

THURSDAY, SEPTEMBER 24, 12:00PM 1:00PM

Upcoming TalentMap Learning Sessions

[email protected], 500

mailto:[email protected]

engaging new employees through effective onboarding - 13aug15

Recruiting & HR

talent map

custom engagement

powerful drivers of

cause of employee

ontario talentmap

executive s brain

employee tenure surveys

s us department of labor