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NewEmployee

Onboarding
Supervisors

Resource
Aguidetoyourroleinthe
newemployeeonboarding
process

Lastupdated:11/4/2013

Formoreinformationorconsultation,contact:
ChristineRay,OnboardingandNewEmployeePrograms
Coordinator,UWMadisonOfficeofHumanResource
Development,cray@ohr.wisc.edu.

ModeledafterSupervisorsGuidetoEffectively
OnboardingaNewEmployeePurdueUniversity
HumanResources,http://www.purdue.edu/hr.


TABLEOFCONTENTS

INTRODUCTION........................................................................................................................2

Rolesintheonboardingprocess............................................................................3

USINGTHISRESOURCE..............................................................................................................4

THESTAGESOFNEWEMPLOYEEONBOARDING............................................................................5

STAGE1:PREBOARDINGPREPARINGFORYOURNEWEMPLOYEESFIRSTDAY...............................6

Newemployeelearningactivities..........................................................................7

Newemployeelearningactivitiesworksheet........................................................8

STAGE2:YOURNEWEMPLOYEESFIRSTDAY...............................................................................9

Firstdaymeetingwithnewemployee.................................................................10

STAGE3:YOURNEWEMPLOYEESFIRSTWEEK..........................................................................11

Firstweekmeetingwithnewemployee..............................................................12

STAGE4:YOURNEWEMPLOYEESFIRSTMONTH........................................................................13

Firstmonthmeetingwithnewemployee............................................................14

Tipsoncreatingadevelopmentplan...................................................................15

STAGE5:YOURNEWEMPLOYEESFUTURE................................................................................16

60/90/180day/1yearcheckin............................................................................17

NewEmployeeOnboardingSupervisorsResource 1|P a g e
INTRODUCTION
Whatisonboarding?

Onboardingisintegratingandacculturatingnewemployeesintotheuniversityandprovidingthemwiththe
tools,resources,andknowledgetobecomesuccessfulandproductive.

Whatarethegoalsofonboarding?

Accommodating:Gettingthenewemployeethetools,resources,andtrainingtobesuccessful
Assimilating:Helpingtheemployeeunderstandandnavigatethecultureoftheorganization
Accelerating:Minimizingthetimebeforenewemployeesareproductivemembersoftheirworkgroup

Whataretheoutcomes?

Jobsatisfaction
Employeeretention
Engagementandcommitment
Fastertimetoproductivity

Howisonboardingdifferentthanorientation?

Onboardingisalongtermsupportsystemthatintegratesnewemployeesintotheorganizationusinga
comprehensiveplan.

Orientation Onboarding

Duringweek1 Throughoutyear1

Familiarizewithorganizations Activelyinvolveinactivitiestoalignwith
structure,mission,andpolicies organizationculture,goals,andmission

Employeeattendspresentations Employeeisactivelyengaged/mentored

OftenperformedprimarilybyHR Involvesmultiplepeopleanddepartments,
includingmanagers

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Rolesintheonboardingprocess

Typicalrolesintheonboardingprocessareoutlinedbelow.Rolesaresometimesoverlappedorcombinedand
responsibilitiesareoftendelegatedtofittheneedsofaparticulardivision/department/unit.

Role Responsibilities
OnboardingCoordinator Overseesentireonboardingprocess
Coordinatestaskswithintheonboarding
process
Ensuresimmediateadministrativeneedsof
thenewhirearemet
Coordinatesmeetingsandschedulingserves
asthepointpersonfornewhire
Tracksprogressoftheonboardingprocess
Ensuresnewhirehasanopportunityto
providefeedbackontheonboarding
experience
Supervisor/Manager Welcomesnewhire
Peerpartnerassignment
Communicatingjobexpectations
Meaningfulworkassignment
Training/developmentplan
Communicatingdepartment
vision/mission/culture
Availability/Frequentcheckins
Timelyperformancefeedback
PeerPartner Welcomesnewhire
Providesintroductions
Checksinfrequently
Assistsnewhirewithnavigatingthecultureof
theorganization
Servesasaresourceorconnectsnewhirewith
resourcestoanswerspecificquestions

NewEmployeeOnboardingSupervisorsResource 3|P a g e
USINGTHISRESOURCE
TheNewEmployeeOnboardingSupervisorsResourcewillguideyouthroughthefirstyearofyournewhires
employment,providinginstructionstocompletecertainactionsthatwillhelphimorhersucceed.

Theonboardingprocessisbrokenintofivestages.Withineachstageofonboarding,youasthesupervisor
haveactionsyoushouldcomplete.

Themoreyoudoupfronttoprepare,themoresuccessfulyouandyournewemployeewillbe.

Thereisapatternwithineachonboardingstage:

Reviewwhatthenewemployeehasaccomplishedtodate.
Completealistoftasks.
Discusscriticaltopicswiththenewemployee.
Planforthenextstage.

ImportantNote:Everyemployeeandsituationisdifferent.Theinformationcoveredandtimelineisimportant,
butflexibilityandcustomizationisencouraged.

Support

Yourroleinthisprocessiscriticaltothesuccessofyournewhire.However,youarenotalone.Resourcesare
availabletoyoubycontactingChristineRay,cray@ohr.wisc.edu,intheOfficeofHumanResourceDevelopment
oryourHumanResourcerepresentative.

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THESTAGESOFNEWEMPLOYEEONBOARDING
Integratingintoanewjobandenvironmenttakestime.Weencouragethefollowingframeworkasamodel.

Stage Objective SampleNewHireActivities


1. PreBoarding Positivelyimpactthecandidatesfirst Reviewsinformationaboutthe
Preparingfor impression.Preparethemfor University,department,role
thefirstday employmentandcompletesome Completesinitialpaperwork
administrativerequirements. Receiveswelcomefromcoordinator
Receiveswelcomefromsupervisor
Receivesonboardingplan
2. FirstDay Welcometheemployee.Adayof Meetswithcoordinator
discovery,administrativetasks, Meetswithsupervisor
introductionsandsettlingin. Meetspeerpartner
Toursworkspaceanddepartment
Meetscolleagues
CompletesHRdetails
3. FirstWeek Helptheemployeegetacquainted Meetswithsupervisor
withtheUniversity, RegistersforBenefits101andthe
school/college/division,unit, campusNewEmployeeOrientation
colleagues,androle. Workswithpeerpartnertolearnmore
aboutthecultureofthe
school/college/divisionandunit
Beginstoshadoworotheronthejob
training
4. FirstMonth Theemployeebecomesaproductive Introducedtopartnerdepartmentsand
memberofyourteamandthe associatedunitstolearntheirfunctions
University AttendscampusNewEmployee
OrientationandBenefits101
Meetswithpeerpartner
Meetswithsupervisortodiscuss
expectationsanddevelopment/training
plan
5. 60/90/180days Theemployeecontinueshisorher Attendtraining
andoneyear onboarding.Onboardingisan Continuemeetingwithpeerpartneras
ongoinglearningprocess. needed
Frequentcheckinswithsupervisor
Completesevaluationoftheonboarding
processat180daysandoneyear.

NewEmployeeOnboardingSupervisorsResource 5|P a g e
STAGE1:PREBOARDINGPREPARINGFORYOURNEWEMPLOYEESFIRSTDAY
Nowthatyoureexpectinganewemployee,planningforhisorherarrivaliscritical.Anewemployeelooksfor
immediateconfirmationthatjoiningwastherightdecision.

Reviewwhatsoccurred:

{ Reviewwhatinformationwassharedduringtherecruitmentprocess
{ ConfirmpaperworkhasbeeninitiatedbyHumanResources

Complete:

{ Connectwithonboardingcoordinatortofinalizetheonboardingplanandschedule
{ Selectapeerpartnerforthenewhireanddiscussexpectationsforthepeerpartner
{ Reviewtheemployeesjobdescriptiontoremindyourselfoftherequiredskillsofthepositionandthe
strengthsofthenewemployee
{ Createalistoflearningactivities
{ Announcetoyourteamwhothenewemployeeis,alittleabouttheirbackground,andstartdate
{ Ensureanyfilesandrecordsfrompredecessorareaccessibletonewemployee
{ Confirmtoolsandsystemaccessarereadyandifnot,createbackupplan

Discuss:

{ Personallyreachouttonewemployeeandexpressyourexcitementfortheirarrival
{ Answeranyquestionsorrefertoappropriateresource

PlanforDayOne:

{ Scheduletimeonyourcalendartomeetwiththenewemployeeondayone
{ Confirmwithcoordinatortheweekonecalendar
{ Keepyourcalendarasclearaspossibleduringtheemployeesfirstweek

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Newemployeelearningactivities

Therearefourbroadcategoriesofinformationanewemployeeneeds:

1. InformationabouttheUniversity
2. College/Division/Departmentspecificinformation
3. Rolespecificinformation
4. Jobspecificinformation

UniversityinformationiscoveredinthemonthlyNewEmployeeOrientationofferedbytheOfficeofHuman
ResourceDevelopment.ThissessionisofferedthefirstWednesdayofmostmonths(Octoberandholidays
excluded)from8:00a.m.Noon.IttakesplaceinRoom5045at21N.ParkStreet.Preregistrationisencouraged.
Visitwww.ohrd.wisc.eduformoreinformation.

College/Division/Departmentspecificinformationisyourunitsresponsibility.Consultyourdivisionalhuman
resourcesfororganizedopportunitiesthatmaybeavailable.

Rolespecificinformationmaybeavailablethroughformaltrainingopportunitiesorothernetworkingavenues.
ContactChristineRay,cray@ohr.wisc.edu,intheOfficeofHumanResourceDevelopmentformoreinformation.
Examplesinclude:

Advisors:ContacttheOfficeforUndergraduateAdvisingwww.advising.wisc.edu
FinancialRoles:ContactAccountingServiceswithintheDivisionofBusinessServices
http://www.bussvc.wisc.edu/acct/train.html
Supervisors/Managers:ContacttheOfficeofHumanResourceDevelopmentwww.ohrd.wisc.edu
(seeFullyPreparedtoManage)
NewFaculty:ContacttheOfficeoftheSecretaryoftheFaculty
http://www.secfac.wisc.edu/newfac/cal.htm
AcademicStaff:ContacttheOfficeoftheSecretaryoftheAcademicStaffhttp://acstaff.wisc.edu
HumanResourceSystemAdministrators:ContacttheUWServiceCenter
https://uwservice.wisc.edu/administration/training.php
GraduateSchool:ConsulttheGraduateSchoolResourcesforDepartments
http://www.grad.wisc.edu/education/gspd/deptresources.html

Jobspecificinformationisyourresponsibility.Providingcleardirectionandexpectationsispivotaltoyournew
hiresconfidenceandsuccess.Yourtrainingplancantakemanyforms,butmayincludethefollowingactivities:

Shadowingacolleagueinyourdepartment
Meetingcolleaguesinotherdepartmentsyoupartnerorworkwithfrequently
Manualsandotherdocumentedinstructionsandprocedures
Coachingsessionsconductedbyyouorothers
Formaltraining(whichmayincludesomeoftherolebasedtrainingsreferencedabove)

Theworksheetonthefollowingpagecanassistyouindevelopingyourlistoflearningactivitiesforthenew
employeetocompleteovertime.

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Newemployeelearningactivitiesworksheet

CreatealistofactivitiesanewemployeeshouldcompletetolearnabouttheUniversity,theirdepartment,roleandjob.

When Activity Contact Materials Notes


DayOne Reviewjobdescriptions Supervisor JobDescription

Departmenttour Coordinator,peerpartneror Mapand/ororg chart


supervisor

WeekOne Shadowacolleague Supervisor

Meetwithpredecessor Supervisor

Availableinformation Supervisor Files,website,documentation

MonthOne UniversityNewEmployeeOrientation OfficeofHumanResource


Development
Benefits101 OfficeofHumanResources Withinfirst30days

Organizedrolebasedtraining Varies

Future Advancedtraining

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STAGE2:YOURNEWEMPLOYEESFIRSTDAY
Heorshewillbeexcitedtogetstarted,butyouwanttobecautiousaboutoverwhelming.Dontassumeyour
employeewillcomeinknowingeverything.Youhiredthebestpersonforthejob,butthatpersonstillneeds
guidance.

Reviewwhatsoccurred:

{ Confirmallpreboardingactivitieshavebeencompleted

Complete:

{ Accordingtotheschedulethatyouand/orthecoordinatorassembled,bepreparedtogreetthe
employeeuponarrivalandmakeintroductions
{ Introducenewemployeetopeerpartner

Discuss:

{ Conductyourfirstdaymeeting(seesuggesteddiscussiontopicsonfollowingpage)

Planforremainderofweek:

{ Determinethelearningactivitiesthenewemployeewillcompleteduringthefirstweek
{ Consideralunchmeeting,teambreakfastorotheractivitytowelcomethenewemployee

NewEmployeeOnboardingSupervisorsResource 9|P a g e
Firstdaymeetingwithnewemployee

Thegoalofthefirstdaymeetingistowelcomethenewemployeeandprovidethemwithinformationtoget
startedintheirrole.Youmaychoosetodiscusssomeofthefollowingtopicsonthefirstday:

{ Reviewthejobdescription.Explainspecificresponsibilities.
{ Discussinitialexpectationsandtimeline
{ Sharethedepartmentorganizationchartandnamesofcolleagues
{ Discussthemissionandgoalsofthedepartment
{ Explainyourcustomersandthosewhoprovidesupporttoyourunit
{ Confirmunderstandingofworkhours,lunchandbreaks,andovertimepolicy/procedure(ifapplicable)
{ Discussdressguidelinesandanydepartmentspecificpolicies
{ Expectationsregardingunplannedabsences(sickleave)orchangestoschedule
{ Theemployeesscheduleofactivitiesforweekoneincludinganylearningactivities
{ Yourschedulefortheweekandthebesttimetoreachyou
{ Anyadditionalquestions

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STAGE3:YOURNEWEMPLOYEESFIRSTWEEK
Duringthefirstweek,theemployeestillhasalottolearnandmaynotbeentirelycomfortable.Yet,many
employeescomplaintheirfirstweekisboring,soitisimportantyoucheckinwiththemoften.

Reviewwhatsoccurred:

{ Afterdayone,touchbasewiththecoordinatortoensurethateverythingisontrack.Makechangesto
thescheduleifneeded.

Complete:

{ Checkinoftenwiththenewemployeedontwaitfortheemployeetocometoyou
{ Checkinwiththepeerpartnertoseeiftheyhaveanyquestionsforyou
{ Havethenewemployeeshadowacolleague
{ CreateopportunitiesfortheemployeetointeractwithothersandlearnaboutUniversityculture
{ Assignameaningfulworktaskthatcanbeaccomplishedsoon
{ FacilitateenrollmentinthecampusNewEmployeeOrientationandBenefits101
{ Ifthenewhirehasdirectreports,workwiththecoordinatortoensuremeetingsareestablished
{ Consideralunchoutingorallteambreakfasttowelcometheemployee

Discuss:

{ Conductfirstweekmeeting(seesuggesteddiscussiontopicsonfollowingpage)

PlanforMonthOne

{ Determinethelearningactivitiesforthefirstmonth

NewEmployeeOnboardingSupervisorsResource 11|P a g e
Firstweekmeetingwithnewemployee

Thismeetingshouldbescheduledfortheendofthefirstweek.Youmaychoosetodiscusssomeofthefollowing
topicsatthefirstweekmeeting:

{ Shadowingexperience
{ Thescheduleforanyregularmeetings(e.g.departmentmeetings)
{ Confirmunderstandingofprocesstorequestleavetime
{ Thetravelandexpensereimbursementprocess(ifapplicable)
{ Yourcommunicationpreferences(e.g.email,phone,dropinmeetingsorscheduled,workphone,cell
phone)
{ Theemployeescommunicationpreferences
{ Employeesscheduleofactivitiesformonthone,including:
o Upcominglearningactivities(NewEmployeeOrientation,Benefits101)
o Enrollmentprocedures
{ Yourscheduleforthemonthandthebesttimeandmethodtoreachyou
{ Anyadditionalquestions

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STAGE4:YOURNEWEMPLOYEESFIRSTMONTH
Theemployeeshouldbefeelingmorecomfortablenowandreadytotakeonmoreresponsibility.

Reviewwhatsoccurred:

{ ConfirmemployeewillcompleteBenefits101within30daysandisscheduledfortheUniversityNew
EmployeeOrientation

Complete:

{ Continuetocheckinatleastonceaweek
{ Provideguidanceandclarificationofexpectationsasneeded
{ Begintocreateadevelopmentplanfortheemployee

Discuss:

{ Conductfirstmonthmeeting(seesuggesteddiscussiontopicsonfollowingpage)

PlanforFuture

{ Schedulerelevantperformancereviews
{ Determinelearningactivities
{ Continuecreationofdevelopmentplan

NewEmployeeOnboardingSupervisorsResource 13|P a g e
Firstmonthmeetingwithnewemployee

Thefollowingarepossiblediscussiontopicsfortheendofthefirstmonthmeeting.

{ Informalfeedbackontheemployeesperformancethusfar
{ Theperformancemanagementprocess
o Cycleofperformancereviews/probation
o Criteriaandevaluationform
{ Theemployeescareergoals
o Collaborateonadevelopmentplan(seetipsonfollowingpage)
{ Relationshipswithcolleagues/conflictresolution
{ Newideastheemployeemayhave
{ Scheduleofupcominglearningactivities
o Applicabletrainingdates
o Onlineandotherlearningopportunities
{ Anyadditionalquestions

14|P a g e NewEmployeeOnboardingSupervisorsResource
Tipsoncreatingadevelopmentplan

Adevelopmentplanshouldbeacollaborativeeffortbetweenyouandtheemployee.Itcanincludeavarietyof
activitiessuchas:

Informalonthejobtraining
Formalclassroomand/oronlinetraining
Conferencesandspecialevents
Selfstudyactivities

Regardlessoftheformalityoftheplan,youshouldworkwithyouremployeetocreatetheplanby:

{ Breakingdownthejobbytheknowledge,skillsandabilitiesrequired
{ Determiningtheemployeescurrentcompetencylevelineacharea
{ Ifagapexists,discusspotentialtrainingandlearningopportunitiestostrengthenthearea
{ Prioritizetheneeds,andcreateaplan

NewEmployeeOnboardingSupervisorsResource 15|P a g e
STAGE5:YOURNEWEMPLOYEESFUTURE
Onboardingdoesnotendafterthefirstmonth.Checkinsregardingonboardingarerecommendedat60/90/180
daysandoneyear.

Reviewwhatsoccurred:

{ Confirmthatlearningactivitiesarehappeningasscheduled

Complete:

{ Conductperformancereviewsasscheduled
{ Continuetocheckinregularly

Discuss:

{ Gatherfeedbackregardingtheonboardingexperienceat6monthsand1year
{ Conductaformalcheckinmeetingwiththenewemployeeat60days,90days,180days,andoneyear
(seesuggesteddiscussiontopicsonfollowingpage)

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60/90/180day/1yearcheckin

Acheckinmeetingisdesignedtocheckprogressinareasotherthanvisibleperformance.Itstogetafeelfor
relationshipswithcolleagues,frustrationsorconcernswiththejob,successesandstruggles,andwhetherthe
employeehasacclimatedtotheculture.

Topicsforconversationmayinclude:

{ Doestheemployeeunderstandhisorherrole?
{ Isthejobwhatsheorheexpected?
{ Whatideasdoestheemployeehaveforimprovementswithinthedepartmentorlargercommunity?
{ Doestheemployeefeelcomfortablewithcolleagues?Feelliketheyarefittingin?
o Arethereissueswithcolleaguesthatneedtobeaddressed?
{ Doestheemployeehavefeedbackaboutyourrelationshipwithhimorher?
{ Whatfeedbackcantheemployeeprovideregardingtheonboardingprocess?

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