xmap Success Study: Serene Financial Onboarding Program

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1 xmap Success Study: Serene Financial Onboarding Program As you may have already seen or read in our other support materials, xmap allows organizations to design, view and manipulate experiential programs more effectively than other software currently available. The following fictitious scenario outlines the xmap process an organization can follow in order to shape and model an ideal user experience. In this scenario we will walk you through the steps taken to build a solid onboarding program for new hires. Serene Financial Partners corporate headquarters was growing rapidly and their process of onboarding each new hire individually was becoming inefficient and too time intensive for the organization. Too many new employees were joining the organization to continue the one-on-one onboarding approach. The HR department took ownership of building a program that provided a structured, engaging onboarding experience for their hires. Instead of one-on-one training, new employees would receive onboarding as part of a group in a week-long session that incorporated the best parts of the current program and also improved a number of areas where employees needs were not being met. As with many one-on-one programs, many different parts of the organization were involved with each hire and the program varied with each new employee, depending on which managers were conducting the onboarding. Materials, time allotment and how information was conveyed was different across departments and topics. Trying to gather and organize all of the information needed to successfully reorganize their program was proving to be a challenge for Serene Financial. They tracked all of the onboarding assets in a spreadsheet and outlined an initial flow of the program as well, but trying to rearrange topics, timeline, internal participants and development assignments was becoming frustrating. They needed a way to easily lay out, view and rearrange how all of their information related. Enter xmap. Serene Financial came across xmap while searching online for a solution to their onboarding program redesign challenge. After signing up for a free trial, the onboarding development team reviewed the getting started materials and dove in. Much of their success can be attributed to taking the time to think through how they wanted to view and manage all of their program information. Let s take a look at how they organized their data. They started with the question what are we trying to accomplish? Their final, collective answer was Our new onboarding program will provide a meaningful, engaging experience for those who have recently joined the organization where they learn about all aspects of our business through a variety of formats and interactions across all of our primary departments. From there, they laid out their data through a series of additional questions; Who will need to be involved? All primary departments (Sales, Finance, Operations, Client Services, Human Resources) and key leadership (department managers, directors and CEO) will play a role. Who will be responsible for presenting or facilitating? Ownership will be spread across two facilitators, department directors, the HR Manager and the CEO. Participants will also be responsible for self-study topics. Where will this take place? It will be spread across a number of facilities (both training rooms, breakout room, auditorium, in departments, offsite locations) How will information be delivered? In a variety of formats (instructor led, elearning, self-study, team/group work, video/multimedia, networking) 1

2 Who will be responsible for developing content? The internal training team (2 instructional designers, 2 elearning developers, videographer, graphic designer) will be responsible. When will it take place? Onboarding will occur once every 6-8 weeks depending on the number of new hires. It will be 5 days in duration What do we want to cover? 36 topics over the week have been identified, including topics such as: understanding our business model, compliance training and line of business overviews. Out of all the information we identified, which pieces do we want to have the most flexibility? When topics will be delivered, how long each topic will be, who will be developing content and who will be responsible for delivering the content will need to be fluid as the program is designed, so the topics will need to have the most flexibility. Based on the answers to their above questions, the team began to layout their data, starting with the identification of their Tag Groups and Tags: Tag Group Tags Timeline Day 1 Day 2 Day 3 Day 4 Day 5 Learning Modality Self-Study ILT elearning Networking Team/Group Work Video/Multimedia Location Training Room 1 Training Room 2 Small Breakout Room Auditorium Department Offsite Facilitator/Presenter Facilitator 1 Facilitator 2 Employee Manager Department Directors President/CEO Self HR Manager Department Sales Client Services Operations Finance Human Resources Development Team Instructional Designer 1 Instructional Designer 2 elearning Developer 1 elearning Developer 2 Videographer Graphics Designer 2

3 Since the topics they identified need to have the most flexibility, the team determined that they would be the Activities in their xmap. Activities Daily welcome and Getting to know each other HR Paperwork introduction (5) (game) Networking dinner Working together: Serene Living the Brand Financial Game Compliance training Diversity & Inclusion Business rotations prep Dept. Manager One-on- Department Visits (5) Day in the Life Ones Daily Lunch w different key employees (5) Understanding our business model Line of business Jeopardy! Game Line of business overviews: Finance, Operations, Sales, Client Services, HR (5) Departments panel discussion Daily wrap up (5) With their information organized, they began entering the data into xmap (Note: once you become comfortable with the information organization process, you can lay out your information directly into xmap instead of first organizing it on paper.). Here s a look at their a couple examples of their Tag Groups and Tags as they appear in xmap: 3

4 Once the Tag Groups and Tags were laid out, the team then began to add all of the Activities. They decided to add them based on the timeline view as seen to the right: Once the activities were added, the team then began to associate tags and activities by dragging and dropping the appropriate tags to an activity as shown in several activities here: Once all of the initial Tag-to-Activity associations were made, the team looked at the information through a variety of views and filters to see if their xmap achieve their initial stated objective: Our new onboarding program will provide a meaningful, engaging experience for those who have recently joined the organization where they learn about all aspects of our business through a variety of formats and interactions across all of our primary departments. 4

5 After assessing the information through a variety of filters and views, the team determined that their initial design was too heavily weighted on instructor led training (as seen to the right), so they adjusted the learning modality of several topics to provide a more balanced learning approach. Additionally, they also found that they had over allocated one of their instructional designers. Once the necessary adjustments were made, the team changed the data view to Learning Modality and the Data Visualization showed that they had achieved the balanced learning model they were seeking. As the above example illustrates, xmap can be a powerful tool in designing user experiences provided you take the time necessary to identify what you are truly trying to accomplish and what information will be needed to achieve your objective. To see the xmap example used in this Success Study, please log into your xmap and it will appear as Example Curriculum Map for Onboarding Program. This example is yours to copy or edit as you wish. 5