Onboarding & Orientation - How to on-board new employees. A Manual for HR and non HR Professionals

1. <How to on-board new employees and successfully integrate them in their new work environment > ON-BOARDING & ORIENTATION HOW-TO-GUIDE How-to-Guide ON-BOARDING & ORIENTATION ©HRM Toolshop, 2013, all rights reserved www.hrmtoolshop.com

2. How-to-Guide ON-BOARDING & ORIENTATION It all started years ago, when we ourselves, as HR Professionals, came to realize the hard way, that it is highly time-consuming to find ready-to- use, straightforward HR information on the internet. The option to work with expensive consultancy firms being a budgetary challenge in the economic down-turn, we looked for other EFFICIENT ways for designing and customizing our HR instruments ourselves at a high standard. That is how our idea grew to develop pragmatic and generic how-to HR guides around HOT HR processes, such as Strategic Planning, Change Management, Performance & Talent Management! We also wanted to offer great HR tools & templates that people could download quickly and then customize to their own needs. Just like a very professional Do-It-Yourself store for all kinds of HR issues! To ensure the widely applicable usage of our products, we started connecting with senior HR think alikes across the globe, to help create and/or validate our Toolkits. As you read this, we are producing more practical tools & templates for you with this team. Don’t hesitate to send us a query through our web shop if you think of something particular you can’t find anywhere! Anne & Tania, Brussels, 2013 WE WELCOME YOU TO THE HRM TOOLSHOP ©HRM Toolshop, 2013, all rights reserved www.hrmtoolshop.com Together, we combine 40 years of HR experience across industries and geographies.

3. ONBOARDING & ORIENTATION HOW-TO-GUIDE How-to-Guide ON-BOARDING & ORIENTATION • This Guide is part of the ON-BOARDING & ORIENTATION TOOLKIT. This toolkit helps you to organize the induction of new hires in a professional and consistent manner. • Step by step, this Guide describes how to thoroughly prepare the start of a new employee, organize an On-boarding Day, help the employee to get acclimatized in the new work environment, take care of the relevant post-arrival actions. • For each step in the Guide, you will be introduced to the relevant tools and templates and how to complete them: a Manual to help the Line Manager with the on-boarding process, an On- boarding Checklist, an Orientation Brochure, a Template for a First Impression Interview, and so much more. ©HRM Toolshop, 2013, all rights reserved www.hrmtoolshop.com

4. ROADMAP OVERVIEW STEPS FOR ON-BOARDING NEW EMPLOYEES ©HRM Toolshop, 2013, all rights reserved www.hrmtoolshop.com III. Organizing the Post-Arrival Activities A. Conduct a First Impression Interview B. Follow-up with the responsible line manager on the employee’s further orientation & integration II. Guiding the New Hire through the Orientation Programme A. Conduct an On-Boarding Day (Day 1) B. Help the employee to get acclimatized in his/her new working environment (Week 1) I. Preparing the Successful Integration of the New Hire A. Prepare the first working day of the new hire B. Manage communication about the start of the new employee C. Increase the employee’s understanding of the organization (Week 2 - 8) How-to-Guide ON-BOARDING & ORIENTATION

5. • Our How-to-Guides, such as the one you are currently reading, are limited in application: each customer can consult our How-to-Guides, but they cannot be shared, edited, customized, etc... in any format or context. These Guides only serve as comprehensive manuals for you in applying all the HRM Toolshop Tools & Templates, and should be used for that purpose only. • Each of our How-to-Guides is therefore only offered in a non-customizable or non-editable format. • On the other hand, you are allowed to use the Tools & Templates for which you bought a license, and customize these to your needs, subject to the limitations under the License. • For more information: see our General Conditions on www.hrmtoolshop.com. USING THIS GUIDE ©HRM Toolshop, 2013, all rights reserved www.hrmtoolshop.com How-to-Guide ON-BOARDING & ORIENTATION

6. • Critical HR Competencies to have: – Planning & Organizing – Customer Orientation STEP I – PREPARING THE SUCCESSFUL INTEGRATION OF THE NEW HIRE ©HRM Toolshop, 2013, all rights reserved www.hrmtoolshop.com I. Preparing the Successful Integration of the New Hire A. Prepare the first working day of the new hire B. Manage communication about the start of the new employee How-to-Guide ON-BOARDING & ORIENTATION

7. • The HR On-boarding Checklist will help you plan and carry out the consecutive steps of the on-boarding & orientation process. • Make sure Line Managers have easy access to the On- boarding Manual for Line Managers, e.g. on the Company’s intranet. If the Manager is not frequently involved in an onboarding procedure, send him/her the On-boarding Manual for Line Managers as soon as possible in the process. This document is designed to help Line Managers understand and carry out in a professional manner the company’s On- boarding process. It sets out the Line Manager’s role in each of the defined on-boarding process stages. Attached to the On-boarding Manual for Line Managers you will also find the On-the-Job-Orientation Checklist. A. PREPARE THE FIRST WORKING DAY- 1 Relevant Tools: • HR On-boarding Checklist • Pre-Employment Checklists • On-boarding Manual for Line Managers • On-boarding Manual for Mentors See also Recruitment & Selection Toolkit, On-boarding Policy & On-boarding Forms & Hiring & On-Boarding Procedures ©HRM Toolshop, 2013, all rights reserved www.hrmtoolshop.com How-to-Guide ON-BOARDING & ORIENTATION

9. • Critical HR Competencies to have: – Planning & Organizing – Facilitating & Consulting – Business Understanding STEP II – GUIDING THE NEW HIRE THROUGH THE ORIENTATION PROGRAMME II. Guiding the New Hire through the Orientation Programme A. Conduct an On-Boarding Day (Day 1) B. Help the employee to get acclimatized in his/her new working environment (Week 1) C. Increase the employee’s understanding of the organization (Week 2 - 8) ©HRM Toolshop, 2013, all rights reserved www.hrmtoolshop.com How-to-Guide ON-BOARDING & ORIENTATION

10. • It is essential that the new employee feels welcome in his/her new work environment as from his/her first working day. Therefore, thoroughly preparing the employee’s start of employment (as discussed in the previous chapter) is of utmost importance. Equally important is the organization of the new hire’s first day at work, the On-boarding Day. • The On-boarding Day is partly in the hands of the HR Department. However, in the course of the day, the new hire’s Line Manager should take over to make sure that the employee meets his/her new colleagues and hierarchy. In the On-boarding Day Program, you will find some inspiration regarding the topics that should be covered. Where appropriate, this program should be amended to suit the circumstances (e.g. newly graduate as opposed to new hire with tens of years of experience, managerial level of the employee, etc.). A. CONDUCT AN ON-BOARDING DAY - 1 Relevant Tools: • On-boarding Day Program • Orientation Brochure ©HRM Toolshop, 2013, all rights reserved www.hrmtoolshop.com How-to-Guide ON-BOARDING & ORIENTATION

12. • Critical HR Competencies to have: – Planning & Organizing – Communication STEP III – ORGANIZING THE POST-ARRIVAL ACTIVITIES III. Organizing the Post-Arrival Activities A. Conduct a First Impression Interview B. Follow-up with the responsible line manager on the employee’s further integration ©HRM Toolshop, 2013, all rights reserved www.hrmtoolshop.com How-to-Guide ON-BOARDING & ORIENTATION

13. • Invite the new employee for a First Impression Interview after approximately 10 weeks of service. • The objective of a First Impression Interview is to: – Build further on the professional relationship between HR and the new hire – Learn from his/ her suggestions regarding the organization of the recruitment & selection process and the on-boarding & orientation process – Get a view on how the employee feels after his/her first weeks of employment • If needed, define further orientation activities and/or other actions following the First Impression Interview. A. CONDUCT A FIRST IMPRESSION INTERVIEW Relevant Tools: • First Impression Interview - Template ©HRM Toolshop, 2013, all rights reserved www.hrmtoolshop.com How-to-Guide ON-BOARDING & ORIENTATION

15. How-to-Guide ON-BOARDING & ORIENTATION ON-BOARDING & ORIENTATION TOOLS OVERVIEW AVAILABLE TOOLS PER STEP IN THE PROCESS* ©HRM Toolshop, 2013, all rights reserved www.hrmtoolshop.com III. Organizing the Post- Arrival Activities II. Guiding the new hire through the Orientation Program I. Preparing the successful integration of the New Hire  HR On-boarding Checklist  Pre-Employment Checklists  On-boarding Manual for Line Managers  On-boarding Manual for Mentors  On-boarding Letter For more relevant documents, see also HRM Toolshop’s other Toolkits & Policy Groups: Recruitment & Selection Toolkit Hiring & On-boarding Policy Group HR Procedures Toolkit  On-boarding Day Program  Orientation Brochure  Company Orientation Day For more relevant documents, see also HRM Toolshop’s other Toolkits & Policy Groups: Hiring & On-boarding Policy Group (Probation Review Policy) HR Procedures Toolkit  First Impression Interview For more relevant documents, see also HRM Toolshop’s other Toolkits & Policy Groups: Hiring & On-boarding Policy Group (Probation Review Policy) HR Procedures Toolkit * Each tool is also separately available and fully customizable to your needs.

16. HRM TOOLSHOP • The ON-BOARDING & ORIENTATION TOOLKIT is part of the HR TALENT MANAGEMENT category, where you can also find the related HR Toolkits for dealing with the Talent Management challenges your company is facing : – Recruitment & Selection Toolkit – Management Assessment & Development Toolkit (under construction) • Go to www.hrmtoolshop.com for more HR Toolkits & Guides. ©HRM Toolshop, 2013, all rights reserved www.hrmtoolshop.com How-to-Guide ON-BOARDING & ORIENTATION

17. DID YOU LIKE THIS PRODUCT? Explore hundreds of best practice HR documents & tools on www.hrmtoolshop.com How-to-Guide ON-BOARDING & ORIENTATION ©HRM Toolshop, 2013, all rights reserved www.hrmtoolshop.com You can also find us at:

18. • You liked this template and you want to share HRM Toolshop’s Products with other HR Professionals or Business Professionals with HR Responsibilities? Thank you for respecting our Intellectual Property Rights and referring other interested professionals to www.hrmtoolshop.com! • Reproduction, adaptation or translation without permission is prohibited. All HRM Toolshop products are protected by copyright laws and you do not have the right to sell, re- license, sublicense, distribute or assign any of these Products. For more information: see our General Conditions on www.hrmtoolshop.com. • The HRM Toolshop products are HR Tools & Templates provided on an “as is” basis with no warranties or guarantees, including all express, statutory and implied warranties of merchantability, fitness for a particular purpose, title and non-infringement. HRM Toolshop does not warrant that its Products are accurate, reliable, correct, or applicable to your situation or jurisdiction. USER TERMS How-to-Guide ON-BOARDING & ORIENTATION ©HRM Toolshop, 2013, all rights reserved www.hrmtoolshop.com

19. WHO WE ARE How-to-Guide ON-BOARDING & ORIENTATION ©HRM Toolshop, 2013, all rights reserved www.hrmtoolshop.com My fascination for Talent Management grew as I moved up the hierarchic ladder: as an eager young search professional in the Retail Sector I came to realize the importance of efficient hiring & onboarding processes and skills. As I moved on in various leadership roles, one of them in the Federal Government, I often was challenged with matching people their competencies in critical roles effectively. Over these years, I gained a lot of experience in Talent Development and Competency Management. At that time, Compliance became an important concern in many organizations, and I decided to obtain a Master’s Degree in Labor Law. Once graduated, I started applying these new HR Legal competencies in my assignments as HR Consultant, mainly in the Energy sector, where I mainly focused on HR Transformations and HR Policy design work. To really specialize in the HR Legal side of business, for projects around restructuring, employee relations, wellbeing, etc. ..., I joined a well-known international legal firm as a senior legal consultant for a couple of years. Today I am fully dedicated in managing my own HR consultancy firm, offering specialized services in Talent Management besides running the HRM Toolshop. I started my career in the Oil & Gas Industry within the Learning & Development area, and then moved into a senior HR consultancy role at a BIG 5 Consultancy Firm where I became trained in Organization Design, Change Management and HR Transformation through theory and practice. Interesting times, lots of international traveling, but I felt that I needed to get exposed to the down-to- earth, operational side of HR! I took up several international HR Director roles in Europe and the Middle East, in various industries: working within different cultures, and how to apply HR practices across locations became my key lessons learnt those years. Summarizing all the things I saw and experienced during my career up until now would be as follows: “Running a Successful Business is Being very Smart about how you manage your People and Starts with Genuine Respect”. Any successful HR action will derive from this principle. Tania acquired 20 years of experience through managing international HR Legal Projects and Talent & Development Programs across industries. Anne gained 20 years of experience in guiding businesses through change, leadership development and strategic HR planning programs internationally.

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