HR Case №4. Adaptation of Relocates in Their Struggle to Build a New Life

If more than 50% of your company consists of relocates, then you definitely should read this case study and take note of some tools. I know they work because I have been and still am a relocate myself. I'll be glad to answer your questions and help you set up a relocation adaptation system from scratch

Implementation Period: 2021-2023

Problem: Due to socio-political situations and economic repercussions in several countries, many companies began relocating their teams to regions deemed safer for business development. However, the adaptation of employees to this new environment proved challenging, not just financially, but also from a socio-psychological perspective. The abrupt change in their lifestyle has affected their productivity.

Solution: To address this issue, we proposed a comprehensive approach to facilitate a swift adaptation of employees to working in a new country. This approach involved assistance in the legalization process, support in managing day-to-day and family matters, and facilitating cultural adaptation by learning the language, acquainting with local traditions, and standards.

Implementation:

For handling legalization matters, we engaged a seasoned professional in the field and organized a system for service requests through a Service Desk. This enabled us to streamline the process and maintain consistent feedback with our internal clients.

The onboarding process for relocates was implemented as follows: once the employee's documentation process was completed, they were invited for a conversation with an HR manager. During this meeting, HR addressed the employee's queries and introduced them to the office. This stage is conducive to integrating the following tools.

Welcome Training: Despite relocates' familiarity with the company, each location may have its own rules and nuances. The developed training encompassed information about office work schedules, social package specifics, and interaction protocols. We paid particular attention to legal aspects of labor relations, such as vacation days, working hours, weekends, holiday schedules, and social benefits governed by the legislation of the new country.

Welcome Box for Relocates: This special gift from the company is provided to employees who have made a significant step in their lives by relocating and joining the company in a new country. The welcome box includes both office supplies and items to create comfort in their new homes. Our welcome box includes: a blanket, two mugs, tea, local chocolates, stickers with motifs from the new region, a welcome card from the CEO, and a guide to local attractions. The main goal of this tool is to demonstrate care and a human approach to each employee.

Cultural Adaptation: To help employees integrate into the new country's culture, we developed educational projects to learn the local language, initiated a lecture series on local culture, history, and traditions under the title 'Discover Poland,' and introduced a calendar of local holidays celebrated in the company's office.

Psychological Adaptation: The process of adapting to a new country is accompanied by various psychological states, ranging from euphoria to depression. We developed projects for immediate psychological assistance in support groups, introduced compensation for individual psychological aid, and organized a series of open lectures with a psychologist, delving into the issues of relocation and adaptation to the new country.

Family Engagement. The success of our employees' relatives and loved ones in adapting significantly influences their work achievements. Therefore, involving spouses and children in the company's life benefits everyone. Organizing family picnics, children's events not only aid in swift adaptation but also enhance loyalty to the company.

Internal Communications: We organized internal communications in a way that relocating employees felt valued, not just in the context of relocation expenses. Conducting engagement surveys, meetings with leadership in a 'question-answer' mode, and providing information on company development were part of our strategy.

As a conclusion to this case study, I'd like to add that effective leadership, management tools such as 1-1 meetings, effective feedback, career development, salary reviews, and positions are attributes of managing a healthy company that also aid in the adaptation of employees in a new country.