Today 8/21/15. Jeff Jessica Stephenson, SHRM- CP, PHR. Onboarding drives business outcomes. Ideas for efficiency.

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1 2015 HR INDIANA ANNUAL CONFERENCE August 25, 2015 Employee Onboarding: Define, Manage, Measure & Excel Jeff Hallam Co-Founder Jessica Stephenson, SHRM-CP, PHR VP of Marketing & Service Operations Jeff Co-Founder of ExactHire by day. Super Dad for four teenage boys by night. Proud Logansport High School (aka the Berries ) alumnus. Motley Crüe reunion tour supporter. Jessica Stephenson, SHRM- CP, VP of Marketing & Service Operations for ExactHire. Director of Communications for IndySHRM. Foodie. Pinterest addict. Champion foosball player. Game of Thrones super Onboarding drives business outcomes Today Feedback loop Ideas for efficiency Needs assessment Stakeholders & business objective alignment 1

2 What does onboarding mean to you? Go ahead think outside the box. 2

3 3

4 All Skate How do you onboard employees? From the technical to the warm & fuzzy Welcome packet Job expectations Paperwork Mentoring Policy acknowledgments Equipment provisions Stakeholder training Training schedule Orientation session Advanced training Cultural assimilation Management recognition KPIs New hire feedback Continuous analysis Recruiting Onboarding 4

5 Onboarding rules. Onboarding RULES! Onboarding then 5

6 8/21/15 + Change Onboarding now Amp up your onboarding process 6

7 Warning: The following slide may not be suitable for sensitive viewers All Skate Tell us your onboarding horror story. Corporate structure De / centralized Biz complexity 7

8 Process milestones Pre-boarding Provisioning Honeymoon First year Stakeholder involvement Depth of need Availability Corporate culture Documentation Paper forms & documents Checklists Spreadsheets groups New hire paperwork Order forms Org. charts Tech platforms 8

9 8/21/15 Culture Budget 9

10 8/21/15 Compliance Technical ability Competition 10

11 Do a needs assessment Identify KPIs All Skate 13% of SMBs have established KPIs to benchmark the effectiveness of their onboarding process Business outcomes are always tied to people 11

12 Gather insight Focus groups Surveys Guided HR interviews Strengths Weaknesses SWOT Analysis Opportunities Threats Make a business case for change 12

13 How will you impact business outcomes? Address administrative items quickly via automation Electronic form approval helps multi-location companies Focus on strategic items thanks to automatic reminders More time to spend with new hires = better retention rates Hires likely to produce quickly & perform at higher level Improve customer satisfaction business output Reduce operating costs Drive more revenue per employee The ROI of onboarding technology Type Calculation A) Paperwork hard costs saved (Paperwork cost per hire) x (#EEs) B) HR labor hour costs saved C) New hire labor hour costs saved (HR labor hour reduction per EE) x (#EEs) x (HR hourly pay rate) (New hire labor hour reduction per EE) x (#EEs) x (new hire hourly pay rate) TOTAL COSTS SAVED Onboarding software access ROI A + B + C Annual access fees ((Total costs saved) / (Annual access fees)) x (100) Mobilize. Communicate. Execute. 13

14 Upper mgmt. Define stakeholders New hire Employee peers Vendors Hiring manager New hire family EEs w/ other tasks Human resources How does your management team show support? All Skate 46% of SMBs report that personalized acknowledgement of a new hire by senior management regularly occurs Personal note from CEO How does your management team show support? Praise for stakeholders who champion the process Group announcements Being involved in orientation Connections on social media Periodic lunches Talks about how the process drives business outcomes 14

15 Documentation & execution The nuts & bolts of success Area of work: division department status state / county requirements Technical paperwork: # forms / documents sign / countersign benefits payroll workflow prerequisites Task management: mentoring assignments training sessions access to resources provisioning of tools Communicate expectations This is what happens when expectations aren t set properly. Well, at least you ll make a splash! Measure by milestones and relative to benchmarks Long-term turnover Time to productivity Other KPIs 15

16 Share progress Checklists, spreadsheets, Gantt charts and/or tech dashboards Create a feedback loop. Drive process improvement. Gain competitive advantage. Lessons learned sessions Different perspectives Feedback What to examine Make sure change happens Timing 16

17 8/21/15 Over % of SMB onboarding processes are finished fewer than 3 weeks after a new hire s first day. Free e-book All Hands on Deck: A Guide to Employee Onboarding Process Improvement www2.exacthire.com/ebook 17

18 Jeff Hallam Co-Founder Thank You! Jessica Stephenson, SHRM-CP, PHR VP of Marketing & Service Operations 18

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