Supervisor s Guide. To Effectively Onboarding a New Employee

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1 Supervisr s Guide T Effectively Onbarding a New Emplyee

2 Using this Guide The Supervisr s Onbarding Guide des just that it guides yu thrugh the first mnths f yur new emplyee s emplyment, prviding instructins t cmplete certain actins that will help him r her succeed. The culminatin f these is a series f meetings with yu. Within each phase, yu as the supervisr als have actins yu shuld cmplete. The mre yu can d upfrnt t prepare, the mre successful yu and yur new emplyee will be. There is a pattern within each phase: Review what the new emplyee has accmplished t date. D a list f actins. Discuss critical tpics with the new emplyee. Plan fr the next phase. Imprtant Nte: Every emplyee and situatin is different. The infrmatin cvered as well as the timeline is imprtant, but yu have the final decisin n whether t cver everything exactly as prescribed. Supervisr Supprt In this prcess, yu may feel yu have an increased level f respnsibility, but yu als have an increased level f supprt. ITS HR is available t help supprt yu and answer questins.

3 The New Emplyee Onbarding Prcess Integrating int a new jb and envirnment takes time. We have divided it int five phases. Phase Objective Sample New Emplyee Activities I. Preparing fr the First Day Create the new emplyee s first Cmpletes new hire paperwrk. impressin. Prepares them fr emplyment and cmpletes Reviews infrmatin abut benefits. administrative requirements. Receives welcme call frm supervisr. Prepares fr the first day. II. First Day III. First Week IV. First Mnth Welcme the emplyee! A day f discvery, administratin and intrductins. Help the emplyee get acquainted with the University and with his r her new rle. The emplyee becmes a prductive member f the ITS and UNL family. V. Future Actins The emplyee cntinues his r her rientatin. Onbarding is an nging learning prcess. Meets with ITS HR t cmplete/finish new hire paperwrk. Turs department and wrkspace. Meets with supervisr. Shadws a clleague and nthe-jb training. Meets with supervisr. Meets with ther areas t learn their functins. Learns mre abut ITS and UNL services and benefits. Immerses int ITS and UNL culture. Meets with supervisr and creates develpment plan. Attends any frmal training. 30-, 60-, and 90-day perfrmance reviews and annual evaluatin.

4 The New Emplyee Onbarding Prcess Rle Respnsibilities Supervisr r Designee Preparing wrkspace Intrductin t clleagues Departmental prcedures Jb expectatins Jb specific training Ensuring cmpletin f required training (if applicable) Ensuring attendance at New Emplyee Orientatin Evaluatin prcess Cnducting 90-day evaluatin ITS HR Administrative infrmatin Benefits University prcesses Other infrmatin as requested *Yur Rle versus Yur Designee Yu may chse t have a Designee. This persn yu chse will help rient the new emplyee and be a g t persn when yu are unavailable, while assisting in the many tasks in rder t prepare and nbard a new emplyee. A few tips: Chse smene knwledgeable, but als eager and patient. It s best t delegate, nt cmpletely disassciate yurself frm the prcess. Yu decide hw t split up tasks between yu and yur designee. Include this new rle int the designee s perfrmance evaluatin.

5 Phase I: Preparing fr Yur New Emplyee s First Day Nw that yu re expecting a new emplyee, planning fr his r her arrival is critical. A new emplyee lks fr immediate cnfirmatin that jining was the right decisin. Review what s ccurred: D: Cmplete the New Emplyee Checklist. Create a list f Jb- and Department- Specific Learning Activities. Review the emplyee s jb descriptin t remind yu f the required skills f the psitin and the strengths f the new emplyee. Send an t ITS Staff (r make an annuncement in staff meeting) infrming them f the new emplyee; prvide backgrund f the persn s skills and experience, as well as start date. Create a flder fr the emplyee where yu can keep specific infrmatin t give them, as well as infrmatin abut them. Gather all histrical infrmatin frm the predecessr (if pssible), such as best practices, files, recrds and metrics t pass alng t the new emplyee. Discuss: Call and welcme the new emplyee. Cnvey hw excited yu are fr their arrival and answer any questins. Plan fr Next Phase Day One: Schedule time n yur calendar t meet with the new emplyee n the afternn f the first day. Keep yur calendar as clear as pssible during the emplyee s first week.

6 New Emplyee Jb- and Department- Specific Learning Activities There are three brad categries f infrmatin a new emplyee needs: 1. Generic infrmatin abut the University fr all emplyees. 2. Department-specific infrmatin. 3. Jb-specific infrmatin. Generic infrmatin is prvided at the University-wide New Emplyee Orientatin (NEO). Department-Specific and Jb-Specific infrmatin is yur respnsibility. Hw yu cnvey this infrmatin is up t yu and can take many frms: Shadwing a clleague in yur area Meeting with clleagues in ther areas whm they will wrk clsely Manuals and ther dcumented instructins and prcedures Caching sessins cnducted by yu r thers Frmal training, either classrm r nline Use the wrksheet n the next page t aid yu in develping a list f Jb- and Department- Specific Learning Activities that the new emplyee will cmplete ver time. Nte: Yu will be referring back t this wrksheet ften thrughut yur new emplyee s nbarding.

7 Jb- and Department- Specific Learning Activities Create a list f activities a new emplyee shuld cmplete t learn abut the department and jb. Sme cmmn activities have been ppulated fr yu. When Activity Wh Materials Ntes Day One Review jb descriptin Supervisr Jb Descriptin Day One Department rientatin Supervisr and/r Designee Day One Week One Week One Week One Week One Mnth One Mnth One Mnth One Mnth One Shadw a clleague in the department Review manuals and ther dcumented prcedures Available tls, resurces and infrmatin Caching with yur supervisr and/r thers Meeting with clleagues in ther areas Other training, either classrm r nline Emplyee Develpment Plan Mnth One Future Actins Supervisry training, if applicable Future Actins Future Actins

8 Phase II: Yur New Emplyee s First Day It s nt the time t verwhelm a new emplyee, but he r she is excited t get started. Dn t assume yur emplyee will cme in perfect and knwing everything. Yu hired the best persn fr the jb, but that persn still needs guidance. Review what s ccurred: Cnfirm all necessary new hired wrk has been cmpleted successfully. D: Upn arriving, intrduce new emplyee t Designee and ther team members (ask what name the new emplyee prefers t g by). Secure additinal items new emplyee needs. Discuss: Cnduct first-day meeting with new emplyee. Plan fr Next Phase Week One: Determine the Jb- and Department- Specific Learning Activities the new emplyee will cmplete during the first week (see chart n page 6). Schedule a day t have lunch with new emplyee, and invite him r her. Ntes:

9 First-Day Meeting with New Emplyee Each supervisr appraches a new emplyee s first day slightly differently, but the gal is t welcme the new emplyee and prvide them with the infrmatin t get started. During yur first meeting with the new emplyee, discuss the fllwing: Review the jb descriptin. applicable). Explain specific respnsibilities and evaluatin frmat and prcess (as Discuss yur expectatins. Explain in what ways they ll be expected t cntribute. Prvide names f team members and departmental rganizatinal chart. Prvide ther materials yu have cllected in the emplyee s flder. Discuss the department s missin and gals. Wh are the department s custmers? The new emplyee s wrk hurs, building hurs, lunch hur, break times and vertime plicy/prcedure (if applicable). Department dress cde and any ther department-specific plicies. Wh t call when ill r late reprting t wrk. Emergency prcedures, emergency exits, strm safe area and building managers. The emplyee s schedule f activities fr week ne, including: Jb- and Department- Specific Learning Activities frm chart (page 6). Yur schedule fr the week and the best time t reach yu fr questins. Any additinal questins the emplyee might have. Tip: New emplyees are generally willing t try different behavirs as they adapt t their new envirnment. The first week, therefre, is a perfect pprtunity t prvide the emplyee with a clear understanding f prductivity, quality and behavir. Ntes:

10 Department Orientatin On the first day, a new emplyee with need: Emplyee Wrkspace: Phne Persnal cmputer and printer (if applicable) Wrkspace Supplies Department Tur: Lcatin f break rms and restrms Instructins fr cmmunicatins tls: Use f ffice telephne advance features Setting up vice mail Use f fax machine, printers, cpy machine and ther devices Other items as instructed by supervisr:

11 Phase III: Yur New Emplyee s First Week During the first week, the emplyee is mst likely nt yet cnfident but shuld be mre familiar with his r her rle and the University. Believe it r nt, many new emplyees cmplain their first week is bring, s check in ften with them. Review what s ccurred: At the end f the first week, cnfirm the new emplyee has shadwed the designated clleague. D: Check in ften with the new emplyee dn t wait fr a new emplyee t cme t yu. (They generally will nt fr fear f lking incmpetent). Begin inviting the new emplyee t key meetings. Create pprtunities fr the emplyee t interact with ther emplyees and understand University culture. Encurage ther clleagues t invite the new emplyee t partake in campus activities. If the new hire has direct reprts, set up meetings with them and their supprt staff. Schedule ne-n-ne meetings fr the new hire t meet with ther clleagues he/she will be wrking clsely with. These meetings can ccur thrughut the first mnth. Invite new emplyee t jin yu fr lunch. Invite ther team members, and reinfrce the message that the new emplyee s cntributins will be appreciated. Discuss: Cnduct first week meeting with new emplyee. Plan fr Next Phase Mnth One: Determine the Jb- and Department- Specific Learning Activities the new emplyee will cmplete during the first mnth (see chart n page 6). Ntes:

12 First-Week Meeting with New Emplyee Twards the end f the first week, meet with the new emplyee t discuss the fllwing: Feedback frm the shadwing sessins with departmental clleague(s). Yur initial (infrmal) feedback n the new emplyee s perfrmance t date Tip: It s never t early t prvide feedback. Until then, a new emplyee is uncertain f their actins. The new emplyee s feedback n his r her direct reprts (if applicable). The prcess fr the new emplyee t request time ff. The travel and expense reimbursement prcess (if applicable). Freseeable challenges the new emplyee may encunter and hw t vercme them. Yur cmmunicatin style whether yu prefer versus phne, an pen dr versus scheduled meetings and hw yur styles can wrk tgether. Yur apprach t time management, and what the emplyee can d t make better use f his r her time. The emplyee s schedule f activities fr mnth ne, including: Applicable training dates Jb- and Department- Specific Learning Activities chart (page 6) Yur schedule fr the mnth and the best time and methd t reach yu. Any additinal questins the emplyee might have. Ntes:

13 Phase IV: Yur New Emplyee s First Mnth The emplyee shuld be feeling mre cmfrtable nw and ready t take n mre respnsibility; he r she is eager t demnstrate that yu made the right hiring decisin. Review what s ccurred: D: Cntinue t check in at least nce a week; encurage the new emplyee t share any frustratins. Tip: A check in can ccur in persn r ver the phne if yu are traveling. Begin t create a develpment plan fr emplyee Discuss: Cnduct first mnth meeting with new emplyee. Plan fr Next Phase Future Actins: Determine the Jb- and Department- Specific Learning Activities the new emplyee will cmplete in the future (see chart n page 6). Ntes:

14 First-Mnth Meeting with New Emplyee Twards the end f the first mnth, meet with the new emplyee t discuss the fllwing: Hw yu feel the emplyee is perfrming, using page 15. What is mst imprtant t yu as far as yur emplyee s wrk bjectives? ITS strategic plans, as well as key initiatives in yur area. The cre elements f a perfrmance evaluatin: The department s perfrmance evaluatin prcess and cycle, and the criteria and evaluatin frm that will be used t evaluate the new emplyee s perfrmance. The emplyee s career gals: Create a develpment plan. What the emplyee shuld d if he/she has a cnflict with anther emplyee. New ideas the emplyee may have. Give them a chance t integrate, and then capture their ideas NOW. Dn t wait until they frget what they did n their ld jb and becme t much a part f the system. The emplyee s schedule f activities fr the future, including: Applicable training dates Jb- and Department- Specific Learning Activities chart (page 6) Any additinal questins the emplyee might have. Ntes:

15 Emplyee Training and Develpment Plan Yur emplyee s training and develpment can take n many shapes and frms, frm: Infrmal n-the-jb training. Frmal classrm and nline training. University-spnsred educatin pprtunities, including tuitin reimbursement. Even if it is infrmal, yu and yur emplyee shuld create a develpment plan by: Breaking dwn yur emplyee s jb by task and the necessary skills. Determining hw well-develped are his r her skills. If a gap exists between the necessary skills and the emplyee s skills, discuss ptential training and educatinal assistance t address it. Create a develpment plan, including milestnes, t help address develpment.

16 Hw Am I Ding? Althugh yu and yur new emplyee will have regular perfrmance discussins and his/her perfrmance will be frmally reviewed n an annual basis, it s gd t peridically prvide input regarding hw yu feel he/she is perfrming. Yur first impressin f new emplyee: Hw yu feel abut new emplyee s perfrmance t date: New emplyee s strengths: New emplyee s areas fr imprvement: Actin steps new emplyee can take t imprve (bks, training, etc.):

17 Phase V: Yur New Emplyee s Future Actins Yur new emplyee s rientatin and learning des nt end after the first mnth. Review what s ccurred Discuss the emplyee s feedback n New Emplyee Orientatin D: Cnduct Perfrmance Evaluatin review fr new emplyees befre the end f the 6-mnth prbatinary perid Cntinue t check in at least nce a week; encurage the new emplyee t share any frustratins Discuss: Cnduct a frmal check-in meeting with the new emplyee Ntes:

18 Check-In Meeting A check-in meeting is designed t mre quickly address issues. An emplyee prblem usually becmes unslvable when it ges n fr t lng withut interventin. Tip: Dn t schedule it t sn. Allw the emplyee a chance t frmulate pinins, questins, and cncerns. During it, yu shuld prbe: Des the emplyee adequately understand his r her rle? Is this the jb he r she expected? Is there buyers remrse? If the jb is nt what was expected, what can be dne? What ideas des the new emplyee have t imprve the area and/r department? Is the emplyee having truble fitting in r having difficulty with anther emplyee r area? What can be dne t reslve it? Des the new emplyee see a career path? Hw can yu help that materialize? Ntes:

19 Ntes:

20 New Emplyee Orientatin Checklist Fr Office/Service and Managerial/Prfessinal Staff Supervisr Supervisr Title New Emplyee Emplyee Title The fllwing checklist prvides a structure fr giving a new emplyee their first detailed view f the wrkplace. Once all items have been discussed and the checklist cmpleted, the supervisr can be reasnably assured that the emplyee has received imprtant infrmatin needed t be successful n the jb. Each supervisr is respnsible fr the cmpletin f the checklist; hwever, all individuals in the department share the respnsibility fr rienting new emplyees. Supervisrs have the flexibility t decide the best way fr the new emplyee t receive the required infrmatin. Sme infrmatin may need t be prvided by ITS HR r ther areas. As each activity is cmpleted, check the relevant bx and indicate the date. At the end f the rientatin, yur signature cupled with the emplyee s signature will verify cmpletin f the prgram. The dcument can then be filed in the department file. Pre-Emplyment Review (Cmplete prir t the first day f wrk) Explain jb duties and respnsibilities Review classificatin and wage ffered Special unifrms, tls and equipment required Briefly explain staff benefits and answer questins T wh t reprt (name) When t reprt fr wrk (date and time) Where t reprt fr wrk (place) Campus directins and parking facilities Schedule University-wide New Emplyee Orientatin Schedule ther training (as applicable) First Day f Wrk (An intrductin t the wrk envirnment) Date Welcme intrduce yurself Department/area facts fit within the University, rganizatinal structure, key staff and areas f respnsibility The jb: review verall duties and prvide cpy f jb descriptin On-the-jb training plan: cver infrmatin and training necessary t becme fully cmpetent Wrk assignment Designate a persn t whm new emplyee can g fr n-the-jb help Wrk week: nrmal hurs and vertime (if applicable) Time cards: hw t fill ut and where t keep (if applicable) Rest breaks and meal perid Attendance expectatins: advance ntice and plicy fr reprting absences r tardiness

21 Pay plicy: present wage and pprtunities fr raises Obtain parking permit and NU ID Pay perids: regular schedule and when the first paycheck will be received Wrking tgether: Review behavir expectatins fr wrking with ther staff Intrduce t immediate wrk grup Departmental facilities: restrms, break rms and bulletin bard and/r infrmatin center Tur f wrk area: shw equipment used and layut f lcal wrk area Explain telephne prcedures and cell phne plicy Smking rules: designated smking areas Husekeeping: lcal area respnsibilities First aid and injuries: wh t ntify and hw t secure assistance Safety: rules and regulatins f department fr fire, evacuatin and ther emergencies 30 Day Fllw-Up Interview - Review Jb and training matters Departmental plicies and rules Miscellaneus matters Critique the entire rientatin prgram Cmplete 30-day review regarding perfrmance feedback t date 60- and 90- Day Fllw-Up Interview - Review Give perfrmance feedback t date End f Prbatinary Perid Interview Befre the end f the 6 mnth prbatinary perid, determine if the emplyee has successfully cmpleted the prbatinary perid (cntact ITS HR with questins) Cnduct perfrmance feedback sessin using department frm Annual Perfrmance Evaluatin Cnduct annual perfrmance evaluatin using department frm Supervisr Signature Date Emplyee Signature Date

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