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

<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

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!
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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
Together, we combine 40 years of
HR experience across industries
and geographies.

ONBOARDING &
ORIENTATION
HOW-TO-GUIDE
• 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.

ROADMAP OVERVIEW
STEPS FOR ON-BOARDING NEW EMPLOYEES
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)

• 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

• Critical HR Competencies to have:
– Planning & Organizing
– Customer Orientation
STEP I – PREPARING THE SUCCESSFUL
INTEGRATION OF THE NEW HIRE
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

• 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 on-
boarding 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

...SOME PAGES ARE MISSING HERE...
Go to www.hrmtoolshop.com
and download the entire How-to-Guide

– 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)

• 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

– 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

• 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

ON-BOARDING & ORIENTATION
TOOLS OVERVIEW
AVAILABLE TOOLS PER STEP IN THE PROCESS*
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
Group (Probation Review Policy)
HR Procedures Toolkit
 First Impression Interview
Group (Probation Review Policy)
HR Procedures Toolkit
* Each tool is also separately available and fully customizable to your needs.

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.

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USER TERMS

WHO WE ARE
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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