Onboarding New Employees: the orientation program

Most companies hold new-hire orientation as often as necessary. It is usually conducted by Human Resources with assistance from other key players, including payroll, accounting, leadership, office administration, IT, and safety officers. However, research now shows that new hires prefer to get their information from their manager rather than from HR, so consider how you might make that happen. Orientation should be designed with new hires in mind. What do they need to know and when do they need to know it? The mistake most firms make is to assume that the half-day or whatever time they allot to orientation is all that is needed.

Consider how much information new hires can absorb at one time, and then think about how you might spread out your onboarding activities to ensure that new hires get what they need.

Some companies consider the first year to be the onboarding time period and spread out learning experiences throughout the year. This may be more than you can afford, but be careful not to assume that if Human Resources does a quick benefits orientation and new hires fill out the payroll and benefits forms, they are up-to-date and can be productive.

Elements of a Formal Orientation Program:

• Organizational history. This is where you reinforce the idea that they made a good decision to join your organization!
• Bios of leaders, with photos if possible. Or, have the leaders come to orientation to be introduced or have a video presentation to showcase the CEO and other leaders.
• Overview of benefit programs. New hires should already have had the benefits information sent to their home, so this can be just a quick summary.
• Policies and procedures focused on the employee handbook, emphasizing EEO commitment, harassment, safety and security, disciplinary policies, time off policies, and other key policies specific to your company. Each employee should receive a hard copy of the handbook or a link to where they can retrieve it. Each employee must also sign a document that they have received and read the handbook. This document then goes into each employee’s file.
• Payroll procedures. This is where employees fill out their W-4 and other tax forms, and payroll tells them how time is kept in the organization and their role in maintaining accurate pay records.
• Employee referral program. This is an ideal time to ask if they know of anyone who might be a good employee for your firm. It is ideal to have one of your star recruiters come into orientation to let new hires know about the hard-to-fill positions and to explain the ERP.
• Location-specific information, such as emergency exits and procedures.
• Department- or division-specific information. This can be effective if your organization has a wide variety of positions. Ask the managers of divisions to come in to tell what they do, or split up the group and have new hires meet with their specific leader and then return to the group for the wrap-up.
• Frequently asked questions. Compile the list based on questions asked in previous orientation sessions, and keep adding to it.
• Evaluation. Ask “Did you get what you needed from today’s session?” This information should be used to tweak the process to ensure success.
• Tour of the facilities. Ideally, this should be done by the hiring manager so introductions can be performed.

Do’s and Don’ts for New-Hire Orientation

• Don’t overwhelm new hires and try to get everything done in one day.
• Don’t hand out a lot of paper. Let them know where they can access information.
• Don’t make everything so serious. Lighten up if you can.
• Do involve managers in the process.
• Don’t have only one presenter. Vary the speakers to keep it lively.

Do use technology. Show videos of organizational activities like the holiday party or a celebration for a new contract, and so forth.