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New employee orientation or onboarding is
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an important piece of HR employee management.
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A formal orientation is essential to setting
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a new hire up for success.
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It's also a continuation of the corporate image
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and values you portray during the interview process.
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Think of it as your second chance to make
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a great impression for your company or organization.
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Employee orientation can also be designed
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for current staffs who are being promoted to a new position within the company
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and need a similar type of program.
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No matter what size your company is,
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a formal orientation is the best way to
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welcome new employees
and introduce them to your organization.
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Orientation can range from a few hours to
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several days depending on the amount of information
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they cover and the complexity of the position.
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Ideally, orientation should take place as soon
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as possible after the employees' start date.
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This will create a positive first impression that's
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consistent with the image you convey during the hiring process.
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It will also help the employee get familiar
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with your organization and will open a dialogue
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for any questions that the individual may have.
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Along with the initial
welcome from the hiring managers and staff,
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your employee orientation should typically
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include five key components: new hire paperwork;
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company policies; compensation and benefits;
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the employee handbook; and training.
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First, let's discuss paperwork.
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Orientation is the best time to complete
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and collect certain paperwork such as the federal form I-9,
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which verifies eligibility for employment.
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Employees must complete form I-9 no later
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than their first day of work for pay.
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Employees should also complete form W-4
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for tax withholding and any required
state income tax withholding forms.
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Remind new hires to bring appropriate documentation
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needed for this form such as drivers' licenses,
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social security cards,
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permanent resident cards, and/or passports.
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Next, broadly review your company
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policies regarding attendance and leave,
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employee conduct, and safety and security.
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Cover expected hours of work as well as absenteeism,
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meal and break periods, and time off,
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including what types of notice you require.
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Be sure that the employee understands
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the rules regarding dress code,
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telephone and computer use, and other expectations.
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You should also explain necessary safety
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and security policies and procedures
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and distribute building keys,
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employee identification and parking passes as appropriate.
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A thorough onboarding program also covers compensation
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and benefits in as much depth as time allows.
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Provide details on pay periods,
direct deposit, payroll deductions,
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health insurance and any other benefits
to which your new employee may be entitled.
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Prepare benefits packet ahead of time
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to give the employee and let him or her know
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who in your organization can answer benefits questions.
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Of course a new employee will need time
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to review his or her options for things such
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as health insurance and retirement savings.
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So communicate enrollment deadlines as well.
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Next provide your new hire with a copy
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of your employee handbook.
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To a great degree many of the policies
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and benefits information you've discussed
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will be repeated in the handbook.
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However, your handbook is one of the most
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important internal documents because it
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lays out your expectations,
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your policies and procedures in writing.
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Even if you've reviewed aspects of it,
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explain to your employee that he or
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she is responsible for understanding all of
the policies that contains.
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The handbook should also include
a written acknowledgment to be signed by
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the employee verifying that he or
she has received and read the handbook.
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When this document is returned,
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place it in the employee's personnel file.
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Finally, your onboarding process should include
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any necessary training to get the new hire up to speed.
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This may be informal such as a time period
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of being shown the ropes by another employee
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or more structured training is necessary such
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as classes to master a specific computer program
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or customer service procedure.
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Don't be afraid to invest in training even if
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it removes your new employee from the workplace for a time;
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he or she will return prepared
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with the knowledge to do the job at hand.