optimising onboarding process

Mercedes-Benz Research and Development India

Mercedes-Benz Research and Development India

Optimizing Onboarding Process Anurag Kumbhaj, HRM/RDI 18.08.2014

Mercedes-Benz Research and Development India Mercedes-Benz Research and Development India

Optimizing Onboarding Process | Anurag Kumbhaj | HRM/RDI | 18.08.2014 2

Contents

Survey Method 2

Why Optimizing Onboarding Important ? 1

Recommendations 3

Action Points 4

Issues @ Pune 5



Why Optimizing Onboarding Important ? According to the Gallup Research Group: !  Employee engagement is the number one factor in workplace productivity. And the best way to successfully engage employees is through a meaningful onboarding process. Onboarding ensures that new employees feel welcome, informed, prepared, and supported.

Also, GPWT survey results gave us the realty check. Unlike other practices in which department contributes more, welcoming (onboarding) is one practice in which HR contributes substantially.



Survey Method - Focused Group Discussion (FGD) Day Target Executive

Level Final Attendees

Count Location

1 T9 14 Whitefields Palms


3 L4, L5 & L6 13 Whitefields Palms


5 T7, T8 & T9 12 Pune

6 L5, L6, T7, T8 & T9 10 Pine Valley, EGL

Advantages of creating Focused Group level wise over department wise: "  Representation across departments:

#  Diversity in thoughts #  Provides a stage to discuss whether

an issue is across organization or specific to a department

"  Freedom to speak in absence of direct supervisors or deputies

Questions Floated in FGD’s: �  What kind of expectations/aspirations you had while joining MBRDI? �  Have they been met? If not, what are the gaps? �  How was your onboarding experience?

a)  In company b)  In department



Recommendations

Recruitment • Enforce managers for descriptive MPR’s

• Initiate German Culture readiness check

• Same SPOC for candidate till onboarding

Pre - Onboarding • Assign SPOC for general queries

• Appreciation lunch

• Create MBRDI info guide

Onboarding (Day 1)

Frequency: 2/Week • Orientation • Briefing Sessions: • HR • Finance • Travel • LEAD process • Insurance • Facilities (canteen, pantry, stationary, workstation, meeting rooms, transport)

• Important contact no., email and links

• Statutory forms • Recruitment team to HRBP transition

• Help Desk (HR, facilities, insurance, bank)

Onborading (Induction Day)

Frequency: 1/Month • Daimler History • Footprints of MBRDI • Briefing Sessions: • By MD & CEO, & HOD’s • Departments in MBRDI • HR Organization Structure • Employee Referral Program (RMS) • Policy (Admin, Benefits, Leaves, LEAD, etc) • Trainings (Behavioral & Leadership) • Academy • Education & Certifications • Annual Day • CSR Activities • EAC (Employee Assistance Program) • Women Development • Intercultural training

• Team Building Activities • Factory Visit

Onborading (Department)

• Ensure Goal setting & LEAD process are completed in Week 1

• Enhance customer exposure • Make buddy appointment by hiring managers a non avoidable process

• Give preference to new employees for German language training

• Automate IT approval process • Enforce timely interview feedback and minimize candidate on hold period

New (Recommendation/ Recommended Activity)

Existing Activity (To Be Modified)

Existing Activity Legend:



Action Points Action on Recommendation

Responsible Person/Team

Implementation Timeline Budget

Recruitment •  Enforce hiring managers to provide descriptive JD, & project name & task for each MPR •  Initiate German culture readiness check during HR interview using following steps:

•  Question: Ask questions to gauge candidate’s willingness to accept German culture •  Validate: Give a situation specific to a project and ask decision making questions •  Confirm: Provide a decision on candidate aptness to the profile & MBRDI

•  Recruitment team must ensure only one SPOC for candidate from first communication to onboarding

Recruitment Leaders Recruitment Leaders

Recruitment Leaders

With Immediate Effect With Immediate Effect

Sep 30th 2014

NA NA

NA

Pre - Onboarding •  Assign SPOC for all general queries such as notice period buyout, reallocation, travel & stay,

reimbursement, etc •  Invite recruited candidates for lunch with Hiring & Recruiting managers after offer acceptance to

discuss Department Strategy & Project •  A small information booklet containing static information such as about MBRDI, departments, brief

of all processes related to onboarding, working hours, etc

Recruitment/HR Leaders

Recruiter

HR

Sep 30th 2014

With Immediate Effect

Sep 30th 2014

NA

NA

INR 20,000 (Euro 250 approx.)

Onboarding (Day 1) •  Include quick briefing sessions on the following topics: HR, Finance, Travel, LEAD process,

Insurance, Facilities (canteen, pantry, stationary, workstation, meeting rooms, transport) •  Share all important contacts and links in a flyer •  Make perforated forms booklet for all statutory form and provide full day to new employees to fill &

submit •  Introduce HRBP concept & formal transition must take place between recruitment team & HRBP •  Helpdesk (HR, facilities, insurance, bank) to address queries

HR

HR HR

HR Leaders HR

Sep 30th 2014

Sep 30th 2014 Sep 30th 2014

Starting Q1 2015

Sep 30th 2014

NA

NA INR 10.000

(Euro 125 approx.) NA NA



Action Points

Action on Recommendation Responsible Person/Team

Implementation Timeline Budget

Onborading (Induction Day) •  Increase frequency of induction to 2/Month •  Ensure lead time for induction from Day 1 to be less than a month •  Ice Breaking session by MD & CEO taking through MBRDI Vision, Mission, Strategy, Facts & Figures •  Department Introduction by respective HOD’s •  Develop an Intercultural training session to help new employee understand German work culture •  Include more team building activities (consider outdoor activities) •  Reconsider Factory Visits for the new employees

HR Head

HR Leaders HR HR HR HR

HR

Starting Q4 2014

With Immediate Effect September 30th 2014 September 30th 2014 September 30th 2014 September 30th 2014

Starting Q1 2015

TBD NA NA NA NA

INR 20,000 (Euro 250 approx.)

TBD

Onborading (Department) •  Make Goal setting & LEAD process completion of new employee mandatory for hiring managers

within 1st week of joining •  Enforce managers to involve more team members in direct customer interactions to increase

employees’ visibility of project •  Hold onboarding if a buddy is not appointed by hiring manager •  A separate batch for German language training with preference to new employee’s •  Make all IT tools & license approval process automated •  Set time limit for hiring managers to give interview feedback and provide timely decisions to

candidates

HR Leaders

HOD’s

Recruitment Leader

HR HOD - IT Services & ITI/

GS Recruiter

September 30th 2014



TBD TBD


NA

NA

NA TBD TBD

NA



Issues @ Pune

Workflow ID card Joining kits

Finance Induction - SPOC

Telephone Bank account

OBT / Concur

VISA support



Thank You !!

optimising onboarding process

Recruiting & HR