Getting new hires on board!

Transcription

1 C Getting new hires on board! Hiring Manager Checklist for Successful New Employee On-Boarding Montclair State University Division of Human Resources V.1.2 (-1-14)

2 Setting up for success. Purpose: To help you set your new team member on a path to success right from the beginning, use this checklist to help you remember the important steps and tasks that every hiring manager should do to ensure effective on-boarding for all new employees at the University. Hiring Manager Goals: Ready for employee on day one Clear & easy process eliminates guess work Promote highly supportive environment Help achieve or exceed goals Employee Goals: Notes: Ready to go, on Day One Has favorable opinion of you, the university and leadership Actively engaged & confident Productive and able to contribute sooner This form is meant to be a guide Can be used for new, promoted or transferring employee Not all items are applicable, please skip non-relevant tasks Refer to the instruction guide for explanations to list items You may assign some tasks to an administrative assistant or coordinator, those tasks are marked with a star Some tasks will take longer than others, please allow enough time for completion Helpful forms are highlighted and can be downloaded from the HR website Examples and templates are available on the HR website for extra guidance Help Is Available It may seem like a lot of work to actively onboard your employee for six-months, however, the better your preparation the less stress you will feel as you ramp up your new team member. The bit of work on the front end will save you less work in the long haul and will help you ensure attainment of your team goals! The Division of Human Resources and the Office Organizational Development and Learning are here to help. Please, reach out for any assistance! We are happy to help you every step of the way to ensure your success in a success beginning with your new team addition. HR: Keesha Chavis, ext or Monica Tejeda ext OODT: Lorin Mask, ext V. 1.2 (-1-14) = you may choose to delegate activity 1 of 5

3 Hiring Manager: on-boarding checklist. Name: Department: Hire : Title: Supervisor: Pre-Arrival # Action Item 1 Call or the new employee (Be sure to remind them where to report after orientation, remind dress code, office hours) 2 Schedule time on your gcal for meetings with new team member on Day One and Day Two. 3 Prepare the employee s workstation, make it welcoming! Order supplies, office furniture, computer, printer and/or cell phone Order key s that are needed to perform job Schedule IT to set up employee with computer on Day One. Inform current staff of the new team member; explain the position, role and relationship to existing team members Appoint the position / department trainer, explain to them, their role in assisting the new team member Review the Job Description, the new employee s resume and develop an Employee Development Plan Create a Week One Orientation Agenda for the new employee and provide a copy to the assigned Buddy Customize the Department Welcome Portfolio Arrange lunch with new employee on first report day. (A team lunch is recommended but you can take new employee to lunch yourself.) Attain a copy of forms for reappointment or performance review forms from appropriate union. Person Day One Begins with Welcome Session # Action Item Person 1 Arrange to meet and pick up your new hire at Welcome Session at 1:00pm! College Hall Conference Room, Rm You and the team take your new hire to lunch! V. 1.2 (-1-14) = you may choose to delegate activity 2 of 5

4 3 Introduce to team, department and/or division 4 Give office, department and/or building tour 5 Let them know who is the best person to ask questions as they get settled 6 Give CWID 7 Provide doors keys and review security 8 If your new hire did their I-9 during pre-arrival, take employee to get ID and parking (If they did I-9 on Day One at the Welcome, you will have to do this on Day Two) 9 Discuss Week One Orientation Agenda Day Two # Action Item Welcome and greet! 1 Person If you did not have time on Day One, discuss Week One Orientation Agenda Discuss and review their job description, expectations, his/her contribution to Montclair and Employee Development Plan Review re-appointment or performance review process and forms Determine and schedule regular 1:1 meetings, (i.e. weekly, bi-weekly, monthly) Continue to introduce new hire to team, department and/or division that did not meet them on Day One Provide office contact sheet and or organization chart Review the university mission, vision, goals and strategic plan Review your program, division, or department mission, vision and goals. Check in at the end of the day V. 1.2 (-1-14) = you may choose to delegate activity 3 of 5

5 Week One # Action Item Person 1 Help employee get registered for training identified in Employee Development Plan Internal office culture, protocols, processes, policies and procedures Explain communication channels Order business cards Explain office equipment Show timecard system and explain attendance reporting: vacation, flextime and sick time Share and discuss your leadership style Share your communication preferences Review late arrival, early leave, vacation and sick day office protocols Schedule on gcal time for follow-up reminder for new hire to complete the fire safety review, ethics compliance requirements and Preventing Sexual Harassment on-line training 12 First Thirty Days # Action Item Person Set up a weekly 1:1 meeting First Ninety Days # Action Item Person Continue weekly 1:1 meeting Review and modify Employee Development Form as needed First Six Months # Action Item Person Continue weekly or change to bi-weekly 1:1 meeting V. 1.2 (-1-14) = you may choose to delegate activity 4 of 5

6 Notes V. 1.2 (-1-14) = you may choose to delegate activity 5 of 5