It Takes a Village to Raise a New Hire WEBINAR Vorys Onboarding: It Takes a Village to Raise a New Hire NOVEMBER 30, 2017

Vorys, Sater, Seymour and Pease LLP We are passionate, assertive—even aggressive. But only to the point where it continues to benefit our clients. Vorys, Sater, Seymour and Pease LLP provides business and legal counsel to clients throughout the United States and around the world. Since its founding in 1909, our firm has grown into one of the largest law firms in the country, with nearly 375 attorneys who are located in seven offices in Columbus, Cincinnati, Cleveland and Akron, Ohio; Washington, D.C.; Houston, Texas; and Pittsburgh, Pennsylvania.  Our practices span the spectrum of legal services, and include all forms of litigation, labor and employment law, corporate law, commercial law, and tax law.  The ranks of our lawyers include  Fellows of the American College of Trial Lawyers, dozens of former federal and state law clerks, and individuals selected by their peers to head state and national organizations focused on antitrust, bankruptcy, and trial practice, among other areas.

It takes a village to raise a New Hire. At Vorys the responsibility to onboard a new hire extends across numerous departments. Onboarding a new hire is the responsibility of recruiting, human resources, business development, information technology and other departments in the firm. While we all have different roles and use a variety of tools and applications, our goal to ensure a smooth and synchronized onboarding process that is invisible to the new hire. This presentation covers a high-level overview of a few featured departments and the tasks that they perform to successfully onboard a new hire. To normalize and standardize new hire onboarding, when we have new hires, they start on Mondays. When Monday is a holiday, we start the next business day.

Information Technology Featured Departments Human Resources Recruiting Information Technology After a successful interview and accepted offer, Human Resources coordinates the start date and benefits orientation Coordinates the onboarding of lateral attorneys, first-year associates and summer associates Enterprise Technology Management and Education, respectively coordinate the account setup and computer training

Featured Departments cont. Library Business Development Other Departments Coordinates access to the firm’s research, information, and continuing education tools. Also works to connect new users to practice-specific current awareness materials Ensures a smooth transition for laterals from their previous firm by coordinating various internal and external marketing and communication deliverables Maintenance, Supplies, Conflicts, Litigation Technology, Financial Group, Records, etc. all play a role in preparing for the arrival of a new hire

Before Start Date – Human Resources What do you do before the new hire starts? Background and reference check Salary determination Candidate follow-up Offer letter Workflow initiation New Hire / Benefits package Manager on-boarding guide Manager intranet spotlight reminder APPLICATIONS Metastorm Word InterAction Outlook

Before Start Date - Recruiting What do you do before the new hire starts? Offer Phase Confirmation Phase Database record creation Current firm / bar admission / CLE confirmation Conflict check initiation Title approval Transcript confirmation Start date confirmation Office assignment Administrative memo Supplies initiation Workflow initiation Orientation schedule construction Intranet post preparation

Before Start Date – Recruiting, cont. What do you do before the new hire starts? Week / Friday Before Start Date A/V confirmation New hire portfolio assembly Office / supply check Luncheon confirmation Database updates Intranet profile / practice group / e-mail distribution group confirmation Internet bio confirmation APPLICATIONS Access Word Metastorm SharePoint Outlook

Before Start Date – Enterprise Technology Management What do you do before the new hire starts? Account creation Rights granted Distribution list additions (Lateral) confidential meetings (Lateral) IT contact (Lateral) application confirmation (Lateral) data volume assessment (Lateral) Export dates (Lateral) Export process (Lateral) Export method APPLICATIONS Active Directory FileSite Exchange Elite Metastorm DocAuto

Before Start Date - Library What do you do before the new hire starts? Data collection, e.g. name, practice area, sub-group, office, e-mail address, prior experience, year bar passed, bar number(s) Login credentials creation Welcome e-mail, e.g. account information, links, billing policies, available resources, contact information APPLICATIONS Outlook Metastorm Excel SharePoint FileSite

Before Start Date – Business Development What do you do before the new hire starts? Onboarding checklist 90-day onboarding plan Internal communications preparation Announcement preparation Headshot scheduling Biography preparation Public relations and social media strategy development Practice/client base analyzation Firm/current firm client connections identification LinkedIn profile review Representative experience collection Budgetary needs/adjustments identification Media training scheduling

Before Start Date – Business Development, cont. What do you do before the new hire starts? Business cards and e-mail signature block confirmation Phone number and e-mail confirmation Business Development meeting updates E-mail distribution group confirmation Contacts import Welcome reception assistance Pre-start meeting APPLICATIONS Excel Outlook Word InterAction

Before Start Date - Education What do you do before the new hire starts? A/V and room logistics reservation Meeting request notification Session creation New hire e-mail communication Workflow update APPLICATIONS Outlook Metastorm Excel SharePoint FileSite Visual Studio / ASP.NET

Quick Onboard Checklist Reminders (Lateral) Prior IT contact Discuss your strategies for getting someone on board as quickly as possible including the paperwork, policy review, etc. that has to be done. Firm policies and procedures review General employment information Department orientation Benefits orientation Quick start, i.e. last minute hires Concierge orientation, i.e. laterals Checklist Reminders (Lateral) Prior IT contact (Lateral) Urgent matter/ request list

Quick Onboard Department orientation (Columbus Staff) Discuss your strategies for getting someone on board as quickly as possible including the paperwork, policy review, etc. that has to be done. Department orientation (Columbus Staff) Benefits orientation (all offices) Quick start, i.e. last minute hires Concierge orientation, i.e. laterals Login credential creation Resource awareness list preparation Library services orientation Bio preparation Announcement preparation Day 1 scheduled on first day Learning management system SSO

Interactions Department Director / Manager / Supervisor Conflicts Highlight any interaction between technologists, human resources, attorney development, librarians, etc. during the pre-arrival period. Department Director / Manager / Supervisor Conflicts Education Recruiting Business Development Document Services Conflicts Education Facilities Human Resources Kitchen /  Supplies Financial group Conflicts Consultant Human Resources Litigation Technology Records

Interactions Department orientation (Columbus Staff) Highlight any interaction between technologists, human resources, attorney development, librarians, etc. during the pre-arrival period. Department orientation (Columbus Staff) Benefits orientation (all offices) Quick start, i.e. last minute hires Concierge orientation, i.e. laterals Recruiting Billing In-person meeting or conference call Enterprise Technology Management Service Desk Human Resources Department Manager / Supervisor Recruiting Regional IT Administrators

Mentoring / Coaching Do you use mentoring programs for staff and/or attorneys, how do they get them acclimated to their environment and practices as quickly as possible? Department Manager / Supervisor on-boarding guide recommendation Attorney orientation schedule coordination g

Mentoring / Coaching Department orientation (Columbus Staff) Do you use mentoring programs for staff and/or attorneys, how do they get them acclimated to their environment and practices as quickly as possible? Department orientation (Columbus Staff) Benefits orientation (all offices) Quick start, i.e. last minute hires Concierge orientation, i.e. laterals Additional practice group needs not mentioned in Welcome e-mail Suggested list of attorneys / staff Suggested offices / practice group visits Day 7, 15 and 30 Follow-up Visits LMS

Checklists / Workflows Are checklists or workflows used, is there a place on the firm's Intranet for new hires, how do you welcome them to the firm? Pre-offer / candidate / benefits orientation / new employee orientation check checklists Candidate tracking /  Onboarding guide /  Reminders Workflow Intranet site Workflow Checklist Reminders Workflow Intranet site Online Checklist Workflow

Checklists / Workflows Are checklists or workflows used, is there a place on the firm's Intranet for new hires, how do you welcome them to the firm? Department orientation (Columbus Staff) Benefits orientation (all offices) Quick start, i.e. last minute hires Concierge orientation, i.e. laterals New hire checklist Workflow Welcome e-mail messages Onboarding checklist Pre-start day meetings 90-day onboarding plan 2-week, 1-month and 90-day check-ins New hire checklist Workflow Intranet site Day 7, 15 and 30 Follow-up Visits

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