Workforce Development Centers Onboarding Program

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1 Workforce Development Centers Onboarding Program The Onboarding Program was developed as a process of integrating new employees into the organization, to prepare them to quickly succeed on the job and to become thoroughly engaged, productive members of the Workforce Development Center of the Economic Development Agency (EDA) and the Employment Development Department (EDD). Research has demonstrated that effective onboarding programs improve employee retention, morale and productivity. Successful onboarding is not a single event, rather it is a cumulative experience lasting up to six months. The program is intended to be informative, fun, and challenging. Each new employee will have a buddy assigned to them by their Manager. Buddies should be selected based upon their leadership skills, demonstrated knowledge and commitment to our organizational culture. Pre-employment 1. Manager responsible for ensuring new employee s workspace is clean, has supplies, computer access, and a working phone. Supply services will supply managers with their supply starter kit. 2. Manager should follow the procedure for New Hires as established by the EDA/EDD Training and Development Team. This includes all the basic preemployment paperwork and initial orientation material relevant to being a EDA/EDD employee. EDA Manager responsible for completing the New Employee Checklist for Managers located at K:\Orientation. Representative from EDA Human Resources team completes the New Employee Checklist for HR located at K:\Orientation. EDD Manager will complete the EDD New Employee Paperwork 3. EDA Manager schedules an appointment for the new employee to meet with EDA HR on their first day to complete remaining paperwork. 4. Manager selects a buddy for the new employee. Please note: EDA process only requires one week of buddy time. Workforce Development Center buddies will be expected to assist new staff up to three months or longer if needed. 5. Manager briefs unit staff on the new employee s background and experience and explains how they will compliment the efforts of the organization. 06/21/10 1 P age

2 6. Manager schedules and coordinates a Welcome Aboard Event which may include a potluck breakfast or donuts and coffee. Manager will notify staff of the date, time and location. 7. Manager develops a sign/banner welcoming the new employee to the center. It is at the discretion of the Manager where to place the sign, sign shall remain in area for 4 business days (lobby, break room, unit-work area). 8. Manager informs front desk staff of the new employee s name and their start date. 9. Indio staff will require Proximity Cards Start Day 1. New employee arrives at the worksite and is welcomed by their Manager. 2. Welcome Aboard Event is held and the new employee is introduced to staff. Buddy is introduced to the employee. During the event staff share short stories on Why this is a Great Place to Work exemplifying our culture, mission, vision and values. The new employee should be made to feel part of the team. First impressions are lasting impressions! 3. The new employee is introduced to remaining center staff during the tour of the facility and shown to their workstation. This can be done by the buddy or Manager. 4. Manager and employee meet. Manager provides a broad based overview of the Workforce Development Center, the new employee role within the organization and introduces them to our culture of CQI. Manager completes the Onboarding Checklist and takes the employee to meet with their buddy. 5. The Buddy and Employee review and sign the Buddy Agreement. 6. Buddy begins reviewing items on the Onboarding Checklist. EDA Buddies will show the EDA New Employee Orientation PowerPoint presentation and answer any questions that arise. 7. Manager takes the employee and buddy to lunch (optional). 8. After lunch, buddy and employee spend time going over the remaining items on the EDA buddy checklist. Note: This may take longer than one day. 9. Complete Telephone list information sheet electronically, which may be found on the intranet, under Staff Development, Onboarding Program. 10. Buddy shares Safety Information Mini Orientation. 06/21/10 2 P age

3 11. EDD Manager review items with new employee on the Supervisors Checklist for Employee Orientation. Within First Week 1. Buddy and employee continue working on the Onboarding Checklist. 2. EDD Manager continues to review items with new employee on the Supervisors Checklist for Employee Orientation. 3. Buddy demonstrates the Intranet, CAL Jobs, rivcojobs.com and the County BOS webpage. The buddy helps the employee understand where to find things on their own. EDA Buddy demonstrates the EDA Webzone EDD Buddy demonstrates the EDD Home Page 4. Manager schedules time to meet with employee to communicate job expectations, responsibilities and competencies required to do the job. Reviews missions, vision and values of the Workforce Investmentment Board, EDA, and EDD. 5. Buddy schedules an appointment to meet with the Director of Workforce Development and the Deputy Division Chief of EDD to introduce the new employee. 6. New Employee attends a WDC New Employee Orientation conducted by Staff Development. 7. Employee begins shadowing their buddy. Week Two 1. Employee attends the get to know you meeting with the Joint Leadership Team. Director provides an overview of workforce development (including a brief history). Managers do self introductions and briefly describe the functions of their units. This will give the new employee the opportunity to get a big picture overview of all the units and key players involved. 2. EDA Employee schedules a meeting with the Staff Development Unit manager to discuss career portfolio, development opportunities, competency assessment, individual development plan and CQI culture and activities. 3. Buddy introduces the concept of the Scavenger Hunt to the employee and provides the Scavenger Hunt list. If the employee gets stuck the buddy is 06/21/10 3 P age

4 available for hints. This should be completed by the end of the week and turned in to the buddy. 4. Employee and buddy meet to discuss outcome of the Scavenger Hunt and fill in any gaps. Buddy informs Manager of results of the hunt. 5. Manager bestows the employee with the Official Go -Getter Scavenger Hunt ribbon. 6. New Employees will spend a portion of one day being a customer in order to see things through the customer s eyes. 7. Employee continues shadowing buddy. 8. Manager meets with employee to learn how things are progressing. Week Three 1. Buddy takes the employee to tour and introduce Partners at other Workforce Development Centers and the Youth Opportunity Centers field trip day! 2. Shadowing continues. 3. Manager meets with buddy to get feedback on how the well the employee is progressing. 4. Manager meets with employee to check progress and identify gaps. End of First Month 1. Manager has touch-base meeting with new employee. Follow-up touch base meetings are scheduled (frequency at discretion of the Manager). 2. EDA Employee schedules all mandatory training with EDA HR unless already completed. EDD manager will schedule all mandatory training for new EDD employee, and continues to review with the new employee the Supervisors Checklist for Employee Orientation. Months Two-Three 1. Mentoring and shadowing continue. Buddy continues to check for knowledge transfer and saturation of key concepts. Manager is apprised of progress on a regular basis. 06/21/10 4 P age

5 2. Employee demonstrates ability to work independently and only relies on buddy when needed. 90 Day Employee Check In 1. Staff Development Manager sends a survey to each new employee designed to address areas that are impacting the employee s morale and performance. Results will be used to assist the employee and continually improve the onboarding process. 2. Employee is encouraged to seek out and utilize resources available for continuing development. Months Four-Six 1. Employee continues to demonstrate proficiency, the ability to take on additional responsibility and ask questions. The buddy will continue working with the new employee as needed. 2. Manager and buddy meet to discuss employee performance. 3. Manager continues to have regular touch base meetings with employee. Debriefing 1. At the end of the six months, the staff development manager will communicate with the employee (in person or electronically) to find out what worked well, what didn t work well, and what other information would have been helpful during the onboarding process. This information will be used to drive continuous quality improvement. 06/21/10 5 P age

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