New-Employee Orientation/Onboarding Whitepaper (Turnover Reduction for Entry Level Positions) Developed by MEMIC Loss Control

Transcription

1 New-Employee Orientation/Onboarding Whitepaper (Turnover Reduction for Entry Level Positions) Developed by MEMIC Loss Control

2 Table of Contents Executive Summary 3 New Employee Orientation Goals 4 Company Overview, Culture & Mission Statement 4 New Employee Position 5 Company Policies & Procedures 5 Safety Program Overview 5 Trade Specific Training 6 Performance Tracking 6 Career Development 7 Employee Retention 7 Orientation Effectiveness 7 Orientation Checklist & Acknowledgement Form (Page 1) 8 Orientation Checklist & Acknowledgement Form (Page 2) 9 New Hire End Of Probation Survey 10 MEMIC 2011 Page 2

3 Executive Summary This paper provides a guideline to improve the overall orientation process for new employees at any company. Generally, orientations consist of completing necessary paperwork for employment recordkeeping purposes and to meet an employer s legal obligations with OSHA. So much material is covered during an employee s first day, or hours, of employment this guideline proposes separating the process into two, distinct phases: 1. Payroll/tax paperwork, Form I 9, Company Overview, New Employee Position and Company Policies and Procedures the Administrative and/or Payroll Department will work with the new hire to ensure this first phase is completed, and when feasible, this aspect of the orientation process will be completed in the main office. 2. Safety Program Overview, Trade Specific Training, Performance Tracking, Career Development, Employee Retention and Orientation Effectiveness Human Resources, the Safety Department and/or front line supervisors will work together to complete this second phase of on boarding at the jobsite or in the production facility. The checklist and acknowledgement forms, included at the end of this paper, are divided into two pages (for the separate phases of orientation) and serve as a table of contents for assembling the new employee s orientation packet. As part of this revised orientation process, the following goals are established: Reduce employee turnover, especially at entry level positions Improve productivity, at both entry and established positions Reduce recruiting and training costs Enhance overall employee morale In general, existing company policies and procedures are used throughout this modified orientation procedure. Although comprehensive copies of the Employee and Safety Manuals are provided to the new employee, the orientation packet contains only the key portions of the manual that are essential during the start of employment. Specific measures will be used to assess the objective effects of the new employee orientation, including turnover, profitability and costs for recruiting and training. Morale, as a subjective factor, is measured through the use of anonymous surveys that will be completed by the new employee, as well as their supervisor or manager, at specific intervals following employment. Lastly, surveys of established employees, with more than one year of employment, will also be conducted, in order to measure the effectiveness of these changes in the new employee orientation process. MEMIC 2011 Page 3

4 New Employee Orientation Goals Orientation is defined as the formal process of familiarizing new employees with the organization, their jobs, and their work units. 1 In addition to these basic goals, several outcomes are expected from a well designed, and implemented, orientation process: Reduced employee turnover, especially at entry level positions. The ratio of average checks issued per year, can be compared to the total W 2s sent out in January and an improved orientation program will move this number closer to 1.0. Improved productivity, at both entry and established positions. New employees, especially those whose activities support established workers, are provided training, guidelines and benchmarks to reach optimum performance. As a result, those established and entry level workers are more productive. Lower recruiting and training costs result directly from reduced turnover of employees. High level employee morale results from entry level workers feeling empowered, as part of the team and established workers realize the support they need to produce at optimum levels. As with the measure of reduced employee turnover, improved productivity and lower recruiting/training costs can be evaluated in an objective manner. Employee morale is more subjective, but can be assessed with anonymous, worker opinion surveys. Company Overview, Culture & Mission Statement The new employee orientation starts with the presentation of a folder, or small ring binder, containing the written material that is used, and referred to, throughout the on boarding process. This packet contains the following: Welcome statement, congratulating the new employee to employment with ABC Company. Mission Statement, signed and dated, by the CEO of ABC Company. This is the overall written vision of the company that applies to, guides and motivates all workers in their employment at ABC Company. A brief history of ABC Company, including founder, time in business, and current ownership. Typically, a marketing brochure and/or summary page are used here. 1 Bohlander, G. & Snell, S. (2010). Managing Human Resources. Mason, OH: South-Western Cengage Learning MEMIC 2011 Page 4

5 Recently completed projects, key customers and clients. Depending on the level of detail in the marketing brochure, include photos or other appropriate detail as is needed, to properly depict the work that is performed by ABC Company. This is the opening section of the orientation packet, and is the first written material that a new employee receives. It s ABC Company s best chance to make a favorable first impression. New Employee Position This section contains the written job description and includes, but is not limited to: the new employee s supervisor, specific job duties, organizational structure of production teams and work hours. Competencies expected of the new employee, along with those that will develop over a specific progression of employment (i.e. 3 months, 6 months, 1 year) are detailed. The pay rate for the new employee s position, along with an outline of how pay increases can be achieved, is included here. Company Policies & Procedures This section of the new hire orientation can be individual pages, or be provided as an excerpt of the overall ABC Company Employee Manual. Although the entire manual is provided to the new employee, the orientation packet will contain only the key sections that are essential as the individual begins their employment. Accordingly, these sections include the following: Employment at Will Statement Equal Employment Opportunity and Sexual Harassment Policy Dress, jewelry and body piercing codes Whistle Blowers Act Progressive discipline procedure Key contacts, phone numbers and addresses Time reporting and pay Benefits enrollment forms Safety Program Overview Safety training is a key aspect of the new employee orientation. Although during the course of employment, the employee is provided a comprehensive ABC Company Safety Manual, only the following key parts of the safety program are to be included in the orientation packet: Safety Mission Statement Similar to the ABC Company Mission Statement, this document details the company s commitment to the safety of their workers, as well as the expectation that all employees take the necessary measures to protect themselves and others from work related injuries. MEMIC 2011 Page 5

6 Emergency Evacuation Steps to be followed in the event of an emergency, man made or natural are detailed. Personal Protective Equipment (PPE) Detail the gear that is required at all times, such as hardhat, safety glasses and hard toed work boots. Provide a list of gear that may be required, such as gloves, face shields, hearing protection, and high visibility vests and include situations or activities where this equipment is needed. Also, the policy for PPE the employee is required to furnish, what equipment the employer provides, and the replacement policy for PPE damaged or worn out at work is covered here. Hazard Communication A detailed review of materials that the new employee will work with that have health or physical hazards, or both. Hazardous material labeling is introduced, along with the location of MSD sheets, basic protective measures to be taken by employees and actions to be taken by employees with questions. Trade Related Safety Training An overview of specific training that is required for the new employee is reviewed here. Topics may include but are not limited to: ergonomics, machine guarding, lockout/tagout, fall protection and confined space entry. Trade Specific Training An overview of new employee, job and trade specific training is provided here. Training will begin with basic facility layout, work and break areas and progress to more detailed production related training. Specific equipment such as computer systems, fork lifts, saws and mixing equipment are listed in this section. Performance Tracking To increase the probability of success for the new employee, specific measures are used to ensure that expectations are being met. The following are part of this process: Probationary Period The new employee at ABC Company works a probationary period that is for a specific time period, such as 30, 60, 90 or 180 days. After this time, a formal review of employee performance is conducted. The evaluation form, used by management, is included in this section, so that the new employee is fully aware of this process. Employee Evaluation of Orientation In addition to a management review of the new employee, the employee is also asked to complete a survey that measures their perception of the overall orientation and on boarding process where it succeeded as well as where it can be improved. A sample survey form is included on the last page of this paper. The form is completed and provided directly to Human Resources, or top management, and a blank copy is included in the orientation packet. MEMIC 2011 Page 6

7 Career Development The company policy for career development is provided in this section; opportunities for advancement (or the lack thereof) are clearly and candidly discussed here. The policy on continuing education, including any allowances for payment by the employer, is included. Employee Retention The success of the new employee is tied to the success of ABC Company. As the duration of employment increases, employee benefits including paid holidays, vacation time and group help and dental benefits become available. A chart detailing how benefits accrue as length of employment increases is the main part of this section. For positions that are seasonal, or short term, benefits for returning to employment are detailed. Orientation Effectiveness The most straightforward measure of improvements in the new employee orientation process will be the reduction in employee turnover, which can be expressed as the ratio of average paychecks during the year to total W 2s mailed out the following January. Improved productivity is a straightforward measurement of profitability that is performed by top management at the end of specific projects or annually. Following the implementation of these new orientation procedures, profitability can be measured against prior years. Reduce costs associated with hiring is a direct measure of related factors such as review of applications, time spent on reference checks, prospective employee interviews and post offer/preemployment physicals. As with profitability this is a direct cost that can be measured and compared on a year to year basis. Employee morale, a somewhat subjective value, is measured with a brief survey used for supervisors and established employees, who all have more than 1 year of service. The survey measures their perception of the new hire orientation and on boarding process and is designed to evaluate success as well as areas where improvement is possible. MEMIC 2011 Page 7

8 Orientation Checklist & Acknowledgement Form (Page 1) Employee Name (Printed) Welcome Statement Company Mission Statement Company History Completed projects/key Clients New Employee Position Employment at Will Statement Orientation Item Trainer s Initials Date New Employee Welcome Company Policies & Procedures Equal Employment Opportunity and Sexual Harassment Policy Dress, jewelry and body piercing codes Whistle Blowers Act Progressive discipline procedure Company contacts, phone numbers and addresses Time reporting and pay Benefits enrollment forms This record certifies that I have attended a training session where the above listed topics were covered, copies of policies and procedures were provided and an opportunity was provided for discussion and to ask questions. Employee Signature Date MEMIC 2011 Page 8

9 Orientation Checklist & Acknowledgement Form (Page 2) Employee Name (Printed) Orientation Item Trainer s Initials Date Company Safety Program Safety Mission Statement Emergency Evacuation Personal Protective Equipment Hazard Communication Trade Related Safety Training Trade Specific Training Product or Project Review Facility or Job Site Tour Item 3 Item 4 Performance Tracking Probationary Period Evaluation of Orientation Career Development Employee Retention Policy This record certifies that I have attended a training session where the above listed topics were covered, copies of policies and procedures were provided and an opportunity was provided for discussion and to ask questions. Employee Signature Date MEMIC 2011 Page 9

10 New Hire End of Probation Survey Name: Date of Hire: Project(s): For each aspect of your new hire orientation below, circle the number to the right that best describes whether you disagree or agree with the statement. Statement Regarding the New Hire Orientation D I S A G R E E Scale A G R E E 1. The history of the company and its mission was explained well My job description accurately described my duties Company policies and procedures were clearly described Safety related information was provided in a timely manner Training required for my trade was provided I understood the duration of my probationary period A clear description of the items on which I am evaluated was provided I understand my opportunities for career development The benefits of long term employment are clearly described When I have questions, regarding any aspect of my employment, I feel empowered to ask questions. Additional Comments: MEMIC 2011 Page 10