Onboarding New Hires Imagine the Best! ILTA Hashtag #USSPG3

Transcription

1 Onboarding New Hires Imagine the Best! ILTA Hashtag #USSPG3

2 Presenters: Denise E. Ash, Training Manager Jackson Kelly PLLC, Charleston, WV Rebecca Dunaway, Trainer Waller Lansden Dortch & Davis, Nashville, TN Maritta Terrell, Trainer Lloyd Gosselink, Austin, TX Thank you for being here today August 19, 2014 ILTA Hashtag #USSPG3

3 Onboarding How do you.? What do you? How long? What are? What happens when?

4 Onboarding Best Foot Forward: Greeting A.R.t.H. Outline Activity & Materials

5 Outline of ILTA USSPG3 Session Onboarding New Hires Imagine the Best Introduction.. Maritta Terrell What is GOOD Onboarding? Ideas and examples.. Maritta Terrell Onboarding Examples and Survey Results. Denise Ash & Rebecca Dunaway Audience Q & A Feedback Summation

6 Onboarding New Hires Imagine the Best Reduces costs associated with learning on the job Saves co workers and supervisors time training the new employee, thereby increasing production Increases morale and reduces turnover by showing the employee he/she is valued

7 Onboarding New Hires Imagine the Best Increase Job Satisfaction Jump start relationships Increase Performance Clarify delivery expectations Clarify objectives Innoculate Against Turnover Provide support through feedback, coaching, and followup

8 Onboarding New Hires Imagine the Best Some Best Practices: Implement BEFORE first day Welcome Clearly communicate Well defined Training Opportunities Monitor performance frequently Assign mentor (buddy)

9 Onboarding New Hires Imagine the Best ILTA Example IBM example Microsoft Case Study

10 Onboarding Examples and Survey Results Let s Make it FUN! with a little Gamification!

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13 Contestants

14 Over % 200 to % 50 to % 1 to 50 3% 100 to % We ask 133 surveyors the total numbers of USERS at their firm. Which of the following categories had the LARGEST response: 1 to to to to 200 Over 500

15 Number of Offices Number of Trainers Number of IS Personnel 1 Trainer 42.19% Over %

16 Waller Rebecca Dunaway Approximately 400 Users 4 Offices 2 Trainers 18 Information Systems Members Jackson Kelly Denise Ash Approximately 500 Users 12 Offices 2 Trainers 17 Information Systems Members

17 NO YES What is Onboarding? Does the majority of firms handle any of the onboarding process PRIOR to the new hire s first day: Yes No

18 Survey Comments Does your firm handle any of the onboarding process PRIOR to the new hires first day? Survey Comments: Setup Networks Accounts and Telephone New Employee Information Form HR Paperwork handled prior to first day such as federal and state tax withholding, direct deposit, overview to benefits options (distributed via , extranet and RedCarpet) Initial Conflict Checks Lateral hires: File transfer needs, s, Contacts, Calendar Training schedule and links to technology information Send video talking about history of the firm.

19 Two Hours Half Day One & ½ Day Several Days One Full Day What is the approximate length of the entire new hire training process for Attorneys? Two Hours Half Day One Full Day One Day and Half Several Days

20 Two Hours Half Day One Full Day One and 1/2 Days Several Days Attorney 28.57% 25.71% 20.95% 13.33% 11.43% Paralegal 16.19% 21.90% 20.00% 13.33% 28.57% Legal Assistant Admin Staff 11.43% 12.38% 21.90% 14.29% 40.00% 21.15% 22.12% 25.00% 15.38% 16.35% Survey Summary

21 Survey Comments What is the approximate length of the entire new hire training process? Attorney Associate 2.5 hours of technology Partners Lateral 2 hours 3 hours Partner = with 2 training. hours; the = One on one training 6 Second Associates hours attorney over over day 2 is = days. training two a 2 luxury! ½ weeks days at their desk Assistants Assistants: One Day week and with Half a mentor Summary Partners Attorneys 0 1 have hours Associates 2 hour IT 3 Training days, sessions 2 3 hours Paralegals, 1 Getting day is technology 2 4 Started Assistants hours (30 Managers and minutes Admin training 1 2 to have 1 hours hour) Secretaries 3 hour session. 5 8 hours Additional Comments Additional training offered via LMS.

22 Survey Comments Length of Training Attorney Training: 3 hours over 2 days One on one training sessions Partners = 2 hours and Associates = 2 ½ days Lateral Partner = 6 hours over two weeks Associates 2.5 hours of technology training. Second days training at their desk. 2 hours with an attorney is a luxury! Assistant Training: One week with a mentor Summary: IT Training Getting Started (30 minutes to 1 hours) 3 days, 1 day is technology training Attorneys = 2 hr session Paralegals, Assistants and Admin = 3 hr session 3 days, 1 day is technology training Additional Comments: Additional training offered via LMS

23 Sometimes 53% Always 41% Never 7% Do you schedule a follow up after the initial new hire process? Always Sometimes Never

24 Comments What is the percentage of training received on the first day? Administration 30 %, Technology Training = 40%, HR = 20%, Other = 10%

25 Waller Rebecca Dunaway Jackson Kelly Denise Ash Schedule 1 hour follow-up topics include Management InterAction follow up (assist adding team members) TimeBuilder You and Your Time (Lunch sessions twice a year focus on Time Entry, Accounting Dashboard and TimeBuilder) Schedule the following followup topics: itimekeep Worldox Tips and Tricks Westlaw Excel (if needed) ContactEase MonitorSuite Westlaw Management Records Management Word Automation (Styles and Numbering) Worldox Tips and Tricks Word Formatting Aderant (Time Entry)/Forms PDF Converter Professional

26 HR 76% Gen Admin 8% IS Dept 21% Other 10% Who creates the schedule for new hires? IS Department Human Resource Dept. General Administration Other

27 Survey Comments Who creates the schedule for new hires? Collaborative Effort Human Resources Information System or IT Learning and Development Professional Development Mentor Recruiting Schedule is created by HR, but Learning/Training determines the content and specifies the time required, which can then be customized for each situation.

28 How do you put your best foot forward? Test login (Correct Access Rights and Applications) Comfortable Firm Culture Customized Documentatio Teach Them to Fish Mentor n Schedule Lunch Benefits Friendly Face of Firm Patient and Friendly Relate to Previous Experience Focus on Important & Vital Info Relevant Follow-up

29 Commandments New Hire Commandments to Live By

30 New Hire Commandments to live by Jackson Kelly s Commandments Be friendly Follow up with training Check on them Show them how to find documentation Market your training Be available

31 Commandments Survey Feedback Discuss what they do in the previous firm, how they work personally, then compare to our firm and highlight standard key areas of difference. Feel at ease BEFORE the training... letting them know they can sit back, relax, and absorb as much information as they can. NOT expected to remember EVERYTHING we show them. It's just an orientation, and we have an in-house help desk that can assist them with any technology question, no matter what it is. Careful what you say. Divulge the important information and stay on track! Be attentive. Learn to read body language, if you don't feel they are "getting it" take a breath change course a bit, let them try it a time or two or maybe time for a break.

32 Commandments Survey Feedback onboarding page for summer associates and incoming attorneys that contains things like tasks for the first few days, weeks and months, org charts with faces, FAQs, links to all of the training quick reference cards, etc. We have a firm Core Values that is presented during new hire training and followed up with through out training. Focus on covering what they really need to know during their first week and then provide additional resources on the firm intranet for additional learning as they need it. We still have a lot of work to do in this area.

33 Firm increased How would the new hire process change if your firm increased their size by 20%?

34 How would the new hire process change if your firm increased their size by 20%? Survey Comments Hire More Trainers Additional Video Training Input from Other Departments (i.e., Accounting and Help Desk) In depth Group Training (combine follow up into Group Training) Implement a LMS Limit Start Dates to Mondays Revise New Hire Schedule (less HR Policies and MS Office) Not Change (We are made for growth!)

35 How would the new hire process change if your firm increased their size by 20%? Jackson Kelly s Merger Experience Focus on Comparison and expand on what they KNOW Reassuring and Friendly Individually Visit with Users Support Staff available (HR, Accounting, etc)

36 Ongoing Training New Courses Help Desk Testing Coaching Apps Support Project Mgnt LMS Admin Beside new hire training, what are the top 8 job duties that are also assigned to trainers?

37 Beside new hire training what additional job duties are assigned to your trainer? Jackson Kelly Regular training classes Documentation Attorney (and staff) coaching Serve on the Technology Committee Answer advanced Help Desk questions regarding software Create tips and articles for IT Newsletter Business analyst work (identify solutions to issues)

38 Additional Job Duties Waller Lansden Dortch & Davis Training Classes and Individual Training Documentation Videos Application Support Develop and Test Applications Develop Best Practices for New Applications

39 Outline New Hire Process Jackson Kelly

40 Outline New Hire Process Waller Lansden Dortch & Davis

41 Outline new Hire Process Lloyd Gosselink

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43 Thank You