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    Onboarding Planning Tool

    Uploaded by

    Clint M. Maratas
    The document outlines an onboarding planning tool that details the roles and responsibilities of those involved in onboarding a new employee at different stages of the process. It includes: preparing before the start date by finalizing logistics; welcoming and orienting the new employee on their first day(s) and week(s); connecting and integrating the employee in their first month(s); and continuing the onboarding process in months 3-6 and 7-12. Various parties like the local HR, manager, orientation buddy, peer buddy, and local IT provider each have specific responsibilities to help onboard the new employee at different points in the process.

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    © All Rights Reserved
    Download as DOCX, PDF, TXT or read online from Scribd

    Onboarding Planning Tool

    Uploaded by

    Clint M. Maratas
    562 views5 pages
    The document outlines an onboarding planning tool that details the roles and responsibilities of those involved in onboarding a new employee at different stages of the process. It includes: preparing before the start date by finalizing logistics; welcoming and orienting the new employee on their first day(s) and week(s); connecting and integrating the employee in their first month(s); and continuing the onboarding process in months 3-6 and 7-12. Various parties like the local HR, manager, orientation buddy, peer buddy, and local IT provider each have specific responsibilities to help onboard the new employee at different points in the process.

    Original Description:

    List for onboard personnel.

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    The document outlines an onboarding planning tool that details the roles and responsibilities of those involved in onboarding a new employee at different stages of the process. It includes: preparing before the start date by finalizing logistics; welcoming and orienting the new employee on their first day(s) and week(s); connecting and integrating the employee in their first month(s); and continuing the onboarding process in months 3-6 and 7-12. Various parties like the local HR, manager, orientation buddy, peer buddy, and local IT provider each have specific responsibilities to help onboard the new employee at different points in the process.

    Copyright:

    © All Rights Reserved
    Download as DOCX, PDF, TXT or read online from Scribd
    Download as docx, pdf, or txt
    562 views5 pages

    Onboarding Planning Tool

    Uploaded by

    Clint M. Maratas
    The document outlines an onboarding planning tool that details the roles and responsibilities of those involved in onboarding a new employee at different stages of the process. It includes: preparing before the start date by finalizing logistics; welcoming and orienting the new employee on their first day(s) and week(s); connecting and integrating the employee in their first month(s); and continuing the onboarding process in months 3-6 and 7-12. Various parties like the local HR, manager, orientation buddy, peer buddy, and local IT provider each have specific responsibilities to help onboard the new employee at different points in the process.

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    Download as DOCX, PDF, TXT or read online from Scribd
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    Onboarding Planning Tool

    Prepare
    After Kerberos
    Upon hire decision
    creation
    Local HR
    Finalize start date 1
    Send Kerberos
    Contact
    Submit hire or change
    username to
    transaction in Atlas
    those who need
    Confirm onboarding roles
    it
    & responsibilities
    Confirm employees
    receipt of New Hire
    Letter
    Email New Hire Letter to
    manager
    Email employee with
    additional local
    instructions 2
    Office
    Request technology
    Update department
    Administra
    equipment 6
    documents and
    tor
    Create personnel file
    databases 8
    Order personalized
    Arrange parking, if
    supplies7
    needed
    Identify office location
    Request phone set
    Identify orientation
    up
    buddy
    Manager
    Identify peer buddy 9
    Add to standing
    Block off time for
    meetings
    employee on calendar Request
    authorizations 10
    WHO/WH
    EN

    Orientation
    Buddy

    Welcome/Orient
    Close to start
    First day(s)
    First week(s)
    date
    Communicate first Assist with completing Check in with employee
    Check in with manager
    day logistics3
    any outstanding
    Communicate
    New Hire Activities
    social/practical
    norms & info4

    Orient peer buddy


    Announce hire to
    department/tea
    m/area 11
    Place welcome
    call to
    employee
    Create schedule
    for first few
    weeks 12
    Block off time to
    spend with
    employee
    Prepare welcome

    Orient to role,
    responsibilities &
    expectations 13
    Take employee to
    lunch

    Connect/Integrate
    Months
    First month(s)
    3-6
    Confirm
    Perform
    understanding of
    4key department
    month
    policies &
    intervie
    procedures
    w5
    Invite to welcome
    Send 5breakfast
    month
    notice

    Identify & address learning Orient to MIT as an Perform


    needs 14
    Institution 17
    615
    Discuss communication
    Discuss & set goals
    month
    18
    Give overview of
    review
    16
    20
    Perform 3-month
    department/ area
    check in
    Introduce to
    clients/colleagues
    from other
    DLCs/sites 19
    Accompany employee Orient to local IT systems 25 Orient to MIT
    Explain local administrative
    to W20
    campus 28
    26
    Give tour of local work
    Share perks and
    & financial procedures
    24

    Orient
    to
    MIT
    online
    environment(s)
    benefits of MIT

    Months
    7-12

    Perform
    1-year
    review
    21

    WHO/WH
    EN

    Upon hire decision

    Prepare
    After Kerberos
    creation

    Close to start
    date
    packet 22
    Prepare office 23

    First day(s)
    Introduce employee to
    local co-workers
    Introduce self

    Peer Buddy

    Local IT
    provider

    Welcome/Orient

    Configure/set up
    equipment

    Assist with phone and


    technology
    equipment set-up
    and basic use 30

    Connect/Integrate
    Months
    First month(s)
    3-6
    employment 29

    First week(s)
    resources

    27

    Take employee to lunch


    Suggest mailing
    lists/Yammer groups of
    possible interest

    Months
    7-12

    1 When determining a start date, make sure the manager will be available to spend time
    with the new hire, and that there will be sufficient time to prepare for him/her
    2 Could include electronic version of the HR New Hire Letter, local forms, pre-hire
    checklists
    3 Confirm start date & time, and where they should go first; parking/transportation; what
    to bring/prepare (e.g. I-9 documentation); basic schedule for the day
    4 This could include info about kitchen facilities and lunch options; info about office
    space; guidelines on clothing (what to wear/bring, esp. if climate control is an issue)
    5 Might want to review this grid to identify any incomplete items
    6 Includes hardware (laptop, tablet, phone); software
    7 Personalized supplies might include: Business cards, name plate, nametag, badge,
    uniform
    8 These might include org charts, local staff directories/databases/websites, online
    department directory, floor plans
    9 See Buddy Guidelines at http://welcome.mit.edu/managers/tools/buddy
    10 Authorizations might include: access to department servers, printers, intranets,
    databases, buildings, copiers, etc. Add to mailing lists; add authorizations in Roles
    database; request travel card
    11 Announcements should include start date, employees role, and a short bio. Copy the
    new employee, if appropriate.
    12 Identify standing meetings to attend, people to meet/eat with in first weeks; could
    include welcome breakfast or other local new hire event; 1:1 meetings with area
    directors, peers, direct reports, clients, colleagues; HR New Hire Orientation and other
    trainings; campus tour; etc.
    13 Discuss job description; performance review process; set expectations for the first
    several months, including getting/giving feedback

    14 Could be standard software (e.g. Microsoft Office); equipment; MIT-specific tools or


    procedures; business skills; membership fees; reference materials. Training options
    include 1:1 training by a colleague, open enrollment courses, lynda/Skillsoft, reading/selfstudy, etc.
    15 Include how, when, how often to communicate; specific meeting schedule (both
    regular meetings and specific onboarding check-ins for assessment/feedback)
    16 Overview might include org structure, subgroups, teams, methods of communication
    (internal and external), mission, vision, values, culture; include how role interacts with
    other teams
    17 Orientation to MIT includes mission, vision, structure, culture. Partially done at New
    Hire Orientation. Could be done through a specific project or assignment.
    18 Include short, medium and long-term goals; Incorporate employee's unique skills,
    interests & expectations
    19 Could include attending meetings, visiting sites, shadowing; Explain/demonstrate how
    role/department intersects with other areas at MIT; goal is for the employee to have
    professional relationships within each group
    20 Re-visit job description, goals and expectations; discuss additional training,
    development, and networking needs
    21 Include info about Tuition Assistance and Pension (both which kick in after first year of
    employment), as well as prof development funds available through your department
    22 Welcome Packet might include: job description, welcome note from manager, schedule
    for first few weeks, contact names and phone lists (including who to go to for what), biz
    cards of people to meet, important websites, access codes, instructions for using phone &
    computers systems, campus map, parking and transportation information, mission and
    values of the Institute, information on your unit/school, etc. Could also include special
    gifts specific to your unit
    23 Preparing the office might include: Cleaning the work area; setting up cube/office
    space with supplies, including keys, business cards, name plate; assigning a mailbox;
    adding name to attendance boards
    24 Tour might include: where to find bathrooms, supplies, equipment, mailboxes
    (incoming & outgoing), kitchen equipment, copiers, printers, stairs, elevators, entrances,
    emergency exits, etc. Also building hours, access codes; where to hang coats; how to

    adjust temperature
    25 Local IT orientation might include websites, intranet, standard programs, folder
    structure, security protocols
    26 Administrative and financial procedures might include: Time off requests; time sheets;
    vacation tracking; emergency closings; fire/emergency protocol; IT security; ordering
    materials, books, memberships; travel requests; training; reimbursement procedures; etc.
    (ideally also let them know where to find this info in writing)
    27 For example, person & directory searches, maps, events calendar
    28 Could include accompanying employee on a campus tour and/or to meetings around
    campus (including a ride on the Tech Shuttle, if possible)
    29 Perks & benefits are partially covered at New Hire Orientation, but could be
    supplemented with Onboarding website and/or conversations tailored to the person's
    unique needs & interests
    30 Could include certificates, Outlook account, MIT App, shortcuts, signatures, standard
    templates

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