New Employee Orientation: An Agencys First Impression Megan - PowerPoint PPT Presentation

New Employee Orientation: An Agency’s First Impression Megan Shekletski HR Specialist Health Resources and Services Administration Office of Human Resources

3/30/2018 New Employee Orientation: An Agency’s First Impression 2

Group Discussion • What did the current employees do wrong? What did they do right? • How do you think the new hire felt during her first day on the job? • How could the office improve their orientation tactics? 3/30/2018 New Employee Orientation: An Agency’s First Impression 3

Overview and Objectives Participants will: • Identify the connection between a strong orientation and an agency's first impression. • Discuss the importance of a well organized orientation and its role in developing a workforce that is comfortable and knowledgeable. • Learn about preparations and communication tactics that can be utilized to ensure a successful orientation. • Review HRSA’s NEO best practices and two-day orientation structure. New Employee Orientation: An Agency’s First Impression 3/30/2018 4

First Impressions • Orientation is often a new hire’s first look into the agency as a whole • New hires are flooded with information on their first day-It is important to be prepared and organized • Employees involved in orientation should be friendly, accommodating, enthusiastic, and have an overall positive attitude New Employee Orientation: An Agency’s First Impression 3/30/2018 5

General Orientation Organization • A well developed orientation should be both informative and engaging • Creative presentation tactics should be employed to keep employees interested in the content  Video Clips  Activities: Ice breakers, Worksheets  Discussions • The agenda for orientation should be practical and tailored to agency structure and policies:  Include plenty of breaks for hires and presenters  Include presentations that are important for onboarding purposes to make the new hire feel prepared to start their tour of duty  Keep presenters accountable to their allotted time slots 3/30/2018 New Employee Orientation: An Agency’s First Impression 6

Preparation for Orientation • Preparation of materials, presentations, and procedures is crucial in ensuring a smooth running orientation. • Communication between new hires, program areas, and presenters must be clear and timely to avoid confusion. • Confusion and misunderstanding can ruin the timely progression of orientation. Let’s take a look at some of HRSA’s preparation and communication procedures… New Employee Orientation: An Agency’s First Impression 3/30/2018 7

Preparation of Materials • HRSA’s New Employee Orientation (NEO) is presented via PowerPoint presentation • Each presenter adds their own style to their individual portion of the presentation • Any updates the presenters make to their presentations are sent to HR for approval before being added to the NEO slide deck • HRSA’s NEO presentation is constantly being updated to ensure accuracy regarding evolving agency and department policies. New Employee Orientation: An Agency’s First Impression 3/30/2018 8

Preparation of Materials All new hires attending HRSA NEO are given a folder containing the following information:  PowerPoint slide decks for Day #1 and Day #2 of orientation, printed with an area to take notes  Agendas for Day #1 and #2  An informational packet containing documents on benefits, TSP, Ethics, EEO and a payroll calendar  HRSA Overview Worksheet Activity- A matching activity worksheet to familiarize new employees with the missions of HRSA’s Offices/Bureaus  Evaluations for Day #1 and Day #2 3/30/2018 New Employee Orientation: An Agency’s First Impression 9

Communication Prior to Orientation • Communication and planning prior to orientation is critical in executing orientation without chaos • It is important to communicate with all parties involved, this includes new hires, program areas/supervisors and presenters • Official offer letters should include detailed information regarding orientation, including what the new hire needs to complete beforehand, bring with them, security procedures, parking options, and room location 3/30/2018 New Employee Orientation: An Agency’s First Impression 10

Communication Prior to Orientation • A well prepared orientation can make new hires feel comfortable and relaxed on their first day • To avoid confusion on orientation day all parties involved must receive and carryout detailed instructors from orientation proctors • New Employee Orientation Notifications- sent to program areas and all presenters  Preliminary Notification- Sent Wednesday before orientation and includes list of expected new hires, room location, procedures, and agendas  Final Notification- Sent Friday before orientation and includes final list of new hires, room locations and a reminder of procedures 3/30/2018 New Employee Orientation: An Agency’s First Impression 11

HRSA Orientation Agendas • Day #1 of Orientation includes: • Day #2 of Orientation includes:  Oath of Office and New Hire Forms  HRSA Bureau and Office Overview  Equal Employment Opportunity Basics  HRSA Grantee Video (EEO)  Records Management  Building Management, Security,  Reasonable Accommodation and Occupant Emergency Plan, Badging and Interpreting Services Parking  Counter Intelligence Awareness  Counterintelligence Awareness  HHS Learning Portal/ Helpful Resources  HR Systems and Communication  Telework  Lunch & Badging appointments  National Treasury Employee Union  OIT Property Management (NTEU) (For all bargaining unit  Ethics employees)  Federal Benefits 3/30/2018 New Employee Orientation: An Agency’s First Impression 12

How to Measure Success • Orientation should be continuously evolving. Presentations must be updated frequently and new strategies should be employed. • It is important to perfect processes that work and change ones that do not. • HRSA uses evaluation forms completed by the new hires to gather feedback and incorporate changes. • Feedback from new hires can provide insight that otherwise may be overlooked. • It is vital to evaluate the success of Orientation in order to develop an efficient, long-term program. 3/30/2018 New Employee Orientation: An Agency’s First Impression 13

Key Takeaways • Takeaway 1: First impressions during orientation are very important in solidifying an organizations’ relationship with new hires. Orientation essentially fuels new hires’ enthusiasm and a positive outlook on their new workplace. • Takeaway 2: Preparation and open communication with new hires, presenters and program areas prior to Orientation is crucial . • Takeaway 3: HRSA’s best practices currently in place can be utilized across HHS as a template to demonstrate informative, organized and effective orientation tactics and procedures. • Takeaway 4: Evaluating orientation successes and failures is important. Employ new ideas to improve and give new hires an opportunity to provide feedback. 3/30/2018 New Employee Orientation: An Agency’s First Impression 14

• Megan Shekletski- HR Specialist Contact Information • HRSA/OHR • Email: mshekletski@hrsa.gov • Phone Number: (301)-443-4865 New Employee Orientation: An Agency’s First Impression 3/30/2018 15