Onboarding Plan Template


Onboarding Plan Template

One of the key reasons that companies lose new hires with some experience is that they fail to support these new hires adequately during their first few months. In some companies, it can be quite hard to understand how things work there, how to fit in and be successful, feel valued and included. Having a written onboarding plan from the start is a great way to bring more clarity to the person and also help them understand expectations during the crucial early months in their new roles in the new company.

The onboarding plan can be written as early as during the recruitment process. In one best-case scenario, it was shared with a senior executive right after his interview with the CEO. It was such an unexpected and appreciated action that the executive commented how refreshing he found the transparency and it made him see the hiring company as head-and-shoulders above the competition which led to him accepting the offer and joining the company a few months later.

The Process

While the plan can help clarify the set-up and structure for a new hire, it is important to set up review meetings with the newly hired managers or key hires. In some cases, reviews with an HRBP could be useful to understand for example how performance management is organized and how the process works. Such review moments could also clarify talent development programs and processes, which is useful to know for the new hire regarding his/her own career but also for helping the new hire manage the development actions for those who report to him/her.

Review meetings with the manager that the new hire reports to could help identify priorities and understand where to connect with more people or build additional internal or external relationships. The manager can also answer questions about activities planned to ensure desired outcomes are achieved after 30-days, 60-days, and 90-days as captured in the onboarding plan.

The people side of success

The template captures not only the tasks and activities needed to succeed in a new role but also identifies people with whom to build relationships. These are important relationships and contacts that the new hire would need to establish and maintain to ensure his/her success in the long run. They could be key client contact personnel or contacts from key suppliers or subcontractors. They could also be internal – people who know how things work and who can advise on the best course of action to get something done at that company.

And it is also important to identify people who can be trusted to keep things to themselves and who could advise on who to talk to before moving in specific directions for changes the new hire would like to implement. Either the HR Director/HRBP or the new hire’s manager may be helpful to identify who those contacts may be.

Note that confidants or advisors may also be external people such as professional coaches or consultants.

Accountability

While it is important from a company’s perspective to ensure key new hires are provided with onboarding plans, completing the details and setting priorities to accomplish the outcomes defined in the plan lie with the new hire. The success of the new hire is only partially dependent on helping him/her get up to speed faster by having review meetings and an onboarding plan and giving him or her access to professional helpers and advisors. The new hire remains accountable for his or her own performance and following through on the items recorded in the onboarding plan.

When both the process of onboarding works well and the new hire holds himself/herself accountable for the outcomes produced, the risks of failure due to onboarding gaps are lowered and retention success is more likely in the medium to long term!

Useful posts for new employee/ new manager onboarding and orientations :

https://jo-anngarbutt.org/2015/09/15/new-employee-on-boarding-checklist-template/

https://jo-anngarbutt.org/2016/03/01/starting-right-new-managerleader-and-team/

Change Management – Getting senior management onboard


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Before any organizational change is launched there has to be meetings with executives and senior leaders to ensure alignment around the reason(s) and main principles of the change initiative. Meeting objectives would also typically include getting their support for executing change activities and to help them understand expectations of them as executives and senior leaders during the change period and beyond.

The downloadable slide deck (above) can be used as a basis for creating your messages to senior leaders and executives. The slides helps to explain how change will likely impact the organization and the people plus explaining how leaders can help by being role models and also by actively addressing resistance and other signs of low engagement in those around them.

Use this resource as optional examples to help communicate the specific messages that makes sense for the change management initiative that you may be leading and the meeting participants/audience that you will be facing.

Here are the steps I would suggest you follow:

  1. Be clear on the reasons that your change initiative need to be implemented and how the changes will improve on status quo. (Business case or burning platform)
  2. Did you get executive buy-in from one or more sponsors before your presentation? (Highly recommended – in fact, do not proceed until you have it!)
  3. Consider the presentation you will be doing – who will be there? What do they know and what do you need them to know, understand and do once they leave the presentation?
  4. What impact will the planned changes likely have on the employees at your company and how do you think your targeted audience can help and should act/behave given the change process and desired outcomes?
  5. Review the slides in the resource I am sharing and determine if any of them could help you and support the messages that you would like to communicate to the audience that you will be facing.

Of course these slides are not going to substitute the preparation work you need to do before starting a change initiative, but they may be helpful to use as background or to explain some of the specific change management aspects that may be of particular importance to your audience.

Preparing Managers for a Staff Reduction process


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Staff reduction, mass employee lay-offs or a reduction in force, is a critical process. Consequences for not complying with labor laws or not acting and communicating correctly can be far-reaching.

Declining workloads or under-performing groups are some of the reasons that lead to the decision to reduce staff. Not executing staff reductions correctly can expose the company to many liabilities and potentially law suits.

There are several steps to take in this process and in most countries there are specific requirements which may include employee and/or union consultation and involvement and some steps could also be subject to approvals by governmental organizations. In many countries there are very specific justifications that a company has to be able to provide to show that the process of selecting who to lay off was fair and equitable and that no discrimination took place.

It is important that managers understand the correct process to follow for staff reductions and that they are able to for example conduct employee notification meetings in the right manner.

The resource you can download above contains a few slides which may be useful at a manager orientation meeting to ensure the principles and approach to follow with this staff reduction is well understood by the managers. There are also slides highlighting the human impact of staff reductions and the need to ensure that those who remain with the company are supported through the emotions when they see other trusted and well-liked colleagues leave.

Without proper preparation of the managers/supervisors before the notification meetings take place you risk them making incorrect statements or forgetting to make important statements. Sometimes unprepared managers act in ways that could be interpreted as discriminatory. The slides will help you minimize that risk as you first orient managers/supervisors in a group and then have each manager/supervisor work with his/her HR Representative to practice how to conduct the notification meeting correctly during the staff reduction process.

Remember:

  • It is not only the impacted employees who are going to have an emotional reaction to the staff reduction, employees intended to remain at the company may be losing valued friendly connections with peers – even friendships. Be sure to reassure those whom you intend to stay with the company to stop them from looking around for other jobs during the uncertainty that is created in the workforce when a reduction in staff is planned or in progress.
  • It is very important to plan the notification meetings to take place very fast. The shorter the time of uncertainty and people waiting to be called in for a meeting, the better your chances of restoring the morale of the remaining employees and avoid retention risks.
  • During times like these is when your company’s values should drive decision-making and how you talk to employees. Your branding messages can claim honorable conduct and make promises of fair treatment, but it is during staff reductions that you get to prove that you meant it. Employees will remember how you conducted the staff reduction more than they will remember what is written on your posters about company values.
  • (HR/Office Manager) Remember also to check in with the managers and supervisors who conducted the notification meetings. It is tough to tell a number of people that their jobs will go away and watch their emotional reactions to that.

The staff reduction process is tough on everyone and it is vital that you plan it and conduct it exactly according to the rules and laws of the country where the people are employed. Internally you also need to make sure your planning includes an orientation process for those managers and supervisors who have a role in the notification meetings. And most importantly, check in with those who will remain after the notification meetings are complete to ensure that your business activities can resume soon after.