With the high cost of turnover, we cannot afford to treat employees with indifference.  All too often a new employee fills out personnel forms in one office; receives a brief overview of job responsibilities, hours, pay schedule and vacation allowance in another office; and then is left to fend for himself.

An employee’s first impression of your firm should be one of quality, caring, organization, and focus.  Can you say that about your company?

A person who begins with a clear picture of the job and defined expectations tends to excel.  It is the job of the employer to ensure that this happens.

Imagine yourself as the new hire arriving for work your first day at your new job.  What do you see?  What do you feel?  What do you expect? 

Some of your first concerns are about your basic needs, such as where you will have lunch, the location of the rest rooms, and where to get office supplies or tools.

Understanding how your new employees feel will help you conduct and effective orientation program.

Conducting the Orientation

Before conducting the orientation, if would be good to ask about the impressions of employees who have recently joined your organization.  Ask them what they would include in the orientation, and if they would like to attend a session to speak about their experience with your firm.  A good word from recent hires will help others to feel better about joining the organization.

How well you as the employer help the new hire to adjust to his or her new position will do much to determine whether they succeed or not.

First, make a list of essential components of the orientation process.  It might include;

• Information about the company
• Names of company owners
• The company mission
• Location of essential services
• Parking
• Lunch areas
• “Buddy” assigned
• Basic forms and policies
• Working hours
• Rate of pay
• Pay period, first pay
• Benefits program
• Medical plan (dates eligible)
• Emergency leave policy
• Work rules
• Job description reviewed
• Job evaluation
• Discipline procedures
• Introductory period
• Attendance policy
• Termination policy
• Dress code
• Telephone calls
• Organizational structure
• Tour of your facility
• Rules concerning driving company vehicles
• Record keeping requirements
• Company safety policy
• Company rules concerning who is allowed to enter clients’ buildings
• Safety and security while working on company or clients’ property
• Proper use of equipment 
• Conservation of supplies and materials

By passing your list around to others in your organization to get their input will help them become invested in the orientation process. 

Design a program that makes the new employee feel a part of the organization.  You might start with an overview of the company and its mission.  Explain why the organization is in business, the role you serve in it, and the role the new person will serve.

Arrange for a senior manager to be present for the orientation, well prepared, and enthusiastic.

Before the orientation meeting, provide a tour of the facility.  By introducing the new employee to as many as possible, it will help them feel more comfortable and will help them know where people work.

After the tour sit down and review general employee expectations and procedures.  Having the manager who will be supervising this person handle these details will speed up the transition.

While benefits and other paperwork will have to be completed, paperwork should not dominate the orientation.

Assigning a “buddy” to assist the new employee will help him adjust to his new work environment.  Consider how the new employee will feel, and leave plenty of time for questions.

Periodically evaluate your orientations.  After a month ask new employees about their impressons of how it was conducted. 

Checklist of Essential Items

Develop a checklist of the essential items that must be covered during the orientation.  The list might include:
 

• Application completed
• References checked
• W-4 (IRS) completed
• I-9 (Immigration)
• Physical
• Health insurance forms
• Life insurance forms
• ID card issued
• Employee handbook
• Locker assigned
• Keys issued

Setting Clear Expectations

One of the most important aspects of orientation is establishing expectations.  Do this by taking as much time as possible to review the job descriptions for new employees.  Discover any misunderstandings by giving them opportunity to ask questions.

Review other expectations, such as work schedule, holiday pay, vacation schedule, and pay periods.  The more they know about their new surroundings and what is expected of them, the more comfortable they will be.

It would be good to confirm these expectations in writing after the initial orientation by issuing them an employee handbook.

In future issues of this newsletter we will consider the Employee Introductory Period and How to Train New Employees.

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Published by:

Clean-Pro Industries, Inc.
Portland, Oregon

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