Successful Employee Orientation: A Myth or a Possibility?
It’s your first day on the job and you go up to the HR department full of excitement only to be handed a load of paperwork to fill in and directions to get to your office or workspace. You are tense and feel let down by the cold welcome and start thinking maybe this will not turn out as you had hoped after all.
This scenario seems to be a recurring one for many new employees on their first day at their new job. Whatever happened to proper orientation and induction programs? These days they seem to be a myth.
Orienting employees to their workplaces and their jobs is one of the most neglected functions in many organizations. An employee handbook and piles of paperwork is not sufficient anymore when it comes to welcoming a new employee to an organization.
Many HR managers agree that a favorable experience in the initial few days on the job is critical to an employee's continuing success and motivation. An employee orientation system -whether a large-scale presentation or one-on-one meeting- can help create a positive perception of the organization and isn’t impossible to implement.
Why Implement an Orientation Program?
1- To reduce costs. Proper orientation can help the employee get up to speed much more quickly, thereby reducing the costs associated with learning the job.
2- To reduce anxiety. Any employee, when put into a new situation will experience anxiety that can hinder his or her ability to learn to do the job. Proper orientation helps to reduce anxiety that results from entering into an unknown situation, and helps provide guidelines for behavior and conduct.
3- To reduce employee turnover. Employee turnover increases as employees feel they are not valued. Orientation shows that the organization values the employee, and helps provide the tools necessary for succeeding in the job.
4- To save time for supervisors & co-workers. The better the initial orientation, the less likely supervisors and co workers will have to spend time teaching the employee and therefore wasting time that they would otherwise be spending on their job.
5- To develop realistic job expectations and positive attitudes. It is important that employees learn as soon as possible what is expected of them, and what to expect from others, in addition to learning about the values and attitudes of the organization.
A thoughtful employee orientation program can reduce turnover and save an organization a lot of money. One reason people change jobs is because they never feel welcome or part of the organization they join. The most important principle to convey during an orientation is commitment to continuous improvement and continual learning. That way, new employees become comfortable with asking questions to obtain the information they need to learn, problem solve and make decisions.
Before Creating the Program
The following questions should help you highlight the most important points that should be dealt with when drawing up an orientation program for you organization:
- What impression and impact would the organization want to make on a new employee’s first day?
- What things would new employees need to know about the work environment that would make them more comfortable?
- What key policies and procedures must employees be aware of the first day to avoid mistakes on the second day? Concentrate on vital issues.
- What specific things can the organization do to ensure that new employees will begin to know their co-workers without feeling overwhelmed?
- What special things (desk, work area, equipment, special instructions) can the organization provide to make new employees feel comfortable, welcome and secure?
Tips to Enhance your Orientation Program:
- Call the new employee a few days before his or her start date to tell them that the firm is looking forward to having him/her aboard, what they'll be doing the first few days, and ask if they would like to ask any questions. A simple phone call will reduce first day anxieties by presenting a friendly, helpful face to the company. Also, make sure the new person's work area is ready for the first day of work.
- Smile and say "hi". It's the fastest and easiest way to make a new person feel welcome and wanted. Make sure everyone knows the employee is starting and encourage them to come to say hello before orientation begins.
- Fill new hires in on the unwritten rules such as ethics, dress code departmental goals, telephone procedures, office supplies and extra-curricular activities.
- Organize an orientation class with other new employees - it helps to know there are other people in the same situation.
- Start with the basics. People become productive sooner if they are firmly grounded in the basic knowledge they need to understand their job. Focus on the why, when, where, and how of the position before expecting them to handle assignments or big projects. Don't overwhelm them with too much information.
- Assign a mentor or partner to show the new person around, make introductions, and start training. Let the mentor have sufficient notice so he or she can make preparations.
- Provide a list of frequently asked questions as well as a list of important numbers and people to know. Also, be sure to explain the functions of each person along with their job titles and responsibilities.
- Make sure they have a pass, keys, or whatever else they need to be self-sufficient.
- Give new employees tips about things that they might need. For example, does your organization have a cafeteria or restaurant? Are there any goodplaces to eat outside of your office space? Also, is there special parking for their department? If you work in the city, maybe there's cheaper parking known only to insiders.
- Wrap up their new office supplies like a gift basket. It is a fun, inexpensive way to liven up an empty office or cubicle.
- Ask for feedback. Find out from former new hires how they perceived the orientation process, and try to make changes based on those recommendations.
Sources:
www.vault.com
www.humanlinks.com