Orientation

Orientation

Learning Outcomes  

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What is orientation Understand the nature and purpose of Orientation (Induction). Planning orientation program & execution Present practices in the industry

Induction (Orientation) ?? Pl ann ed Introd ucti on o f E mpl oyee s to the ir Jo bs, Co -wo rker s a nd Orga ni zati on

Orientation Strategies Formal

/ Informal Individual / Collective Technical/Non Technical

How to plan an orientation program  

When should I begin thinking about new employee orientation? Components of a welcome & orientation plan         

Welcoming your new employee Joining kit/documents Employee Benefits Orientation Orientation and Welcome to the unit of work Specific topics covered in the Benefits portion of the Orientation Resources and support functions Assistance with relocation Position specific training First Day, First Week and First month

Before Arrival 

Pre Induction checklist -

Set up an email account. Set up a telephone and voice mail account. Put the employee on payroll Clean the office or work area where the employee will be assigned and provide basic supplies. Confirm salary and hours of employment with new staff member. Inform department staff and key clients of the employee’s arrival date. Make arrangements for the new employee to have lunch with his/her supervisor or co-workers on the first day of work. Make arrangement for Employee vehicle permit

First day of Employment               

Welcome him/her upon arrival at the department. Introduce him/her to co-workers and subordinates. Give him/her a tour of the office space. Have the department head and other key managers in the office greet the new employee. Confirm that s/he has received an ID card and parking permit. Provide keys to the office, desk, etc. Describe procedures for entering or locking work area, if appropriate. Ensure that s/he has lunch plans. Refer him/her to the organization/department Web sites. Discuss his/her job description and job responsibilities. Confirm the salary, pay schedule and check distribution procedures (including direct deposit) with the employee. Confirm hours of employment, time off and overtime policies (for non-exempt employees), and call-in procedures for unscheduled absences. Review holiday schedule and procedures for recording staff attendance. Discuss safety policies and procedures. Order business cards, if appropriate. Provide copies of :   

The department staff list The department organization chart Department guides and manuals

First Week… Duri ng the fir st we ek of em pl oymen t, a new em pl oyee shou ld ga in an under sta ndi ng of the Orga niz ati on , his or her depa rt men t, and his or her job re spon sib il iti es . The foll ow ing activ itie s and dis cussion wil l help acc ompl is h th ese goa ls .

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Have the head of the department meet with the new employee and convey information such as: Organization and department mission, goals, and standards; the culture of the Organization and department; key initiatives and projects. Disc uss wi th the new e mp loy ee:  The mission of the Organization and key initiatives and projects.  The department’s mission and goals.  The department’s involvement in Organization initiatives.  The organizational structure of the department.  Department standards for confidentiality, teamwork, professional behavior, communication, customer service, etc. If t he new emp lo yee is a m anag er, discuss:  Background, job goals, and performance of staff members.  The probationary policy and how evaluations will occur during the probationary period.  The department’s commitment to Performance Enhancement and the timing and general procedures associated with the performance appraisal and salary increase processes.  Other: ____________________________________________

Continued… 

Pr ov ide t he new em ployee wi th:  Reporting Frequency and communication channel  A plan for on-the-job training.  A list of key meetings and department events highlighting those in which the employee will be involved.  A department calendar.  A schedule of meetings with key people with whom he or she will work inside and outside the department.  Names of important resources.  An introduction to the personal computer, software and the Organization Web site.  Information related to office protocols for telephone calls, e-mail, voice mail, the Web, meeting scheduling, use of copy machine and fax.  Standard operating procedures for the department such as where central files are located, who to see for supplies, how to mail information and packages, department work rules.  Locations of organization campus food services.  Other: ____________________________________________

First month 

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Develop specific job goals and expectations collaboratively with the new employee. Goals should be written, prioritized and include time frames for completion. Expectations should be specific, measurable (when possible) and attainable. Agree upon time frames for formal and informal evaluations of performance (e.g., three-month, annual evaluation). Develop a plan for formal training. Take time to discuss the new employee's impressions, feedback, and suggestions regarding his/her work experience thus far. Explain how to gain remote access to Organization systems from home or while traveling and protocols for using remote access and other computerrelated resources. Other: ______________________________________________

Ongoing Activities After the initial period of orientation and training, all employees have a need for ongoing feedback and development to encourage good performance and enable individuals to reach their potential. Supervisors should provide the following on an ongoing basis:       

Provide positive and negative performance feedback. Encourage participation in work teams and department activities that will help employees diversify and develop skills. Collaboratively develop objectives and expectations on an annual basis. Collaboratively construct development plans that include formal and informal training opportunities. Provide employee with information regarding department direction and goals. Elicit feedback from employees regarding their performance, suggestions, and concerns. Provide annual performance reviews.