Welcoming Tomorrow’s Workforce, Today Tara Ritchey, Program Specialist Janice Gonzalez, Program Manager

2 We’re excited to share NIH-OHR’s experience with redesigning an orientation program. Hello and Welcome! Introductions Program Overview Challenges Implementation Timeline Lessons Learned

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Do you prefer the … CityCountry 4

Would you rather have … Sweet Salty 5

M I N G L E Name From 6 1 Common Link (Favorite Hobby, Food, Etc…)

7 1.To win reach the National Library of Medicine 2.Questions = # Steps; Steps are notated by Yellow dashes 3.Question must be completed before answering 4.2 Minutes to respond; once buzzed in with an answer, no longer able to research/discuss 5.Team that answers correctly will choose next category question

8 OHR Pursuit Multiple ChoiceDefinitionShort Answer 5 Points 10 Points 5 Points 10 Points 5 Points END

9 Multiple Choice - 5 Steps What are the primary components of an employee onboarding program? Answer 1.Compliance 2.Clarification 3.Culture 4.Connection 5.Numbers 1, 3, & 4 6.All of the Above 7.None of the Above

10 Multiple Choice - 10 Steps What are the positive outcomes to implementing an effective onboarding program? Answer 1.Adjust to their Jobs & Establish Relationships 2.Clarify Expectations & Objectives 3.Provide Support 4.None of The Above 5.Answers 1 & 2 6.All of the above

11 Definition- 5 Steps What is the definition of orientation? Answer “Orientation is a program that helps new employees understand many important aspects of their jobs and organizations, including the company’s culture and values, its goals and history, and its power structure”.

12 Definition- 10 Steps What is the definition of onboarding? Answer “Onboarding ensures that new employees connect with and effectively contribute to the mission of the organization as quickly as possible”.

13 Short Answer - 5 Steps What are the benefits of an organized and efficient new employee orientation? Answer Having an orientation will have a more positive feeling about their new company; allows the company to get all new employees into the same procedures; and allows the company to establish a good work ethic, and a positive employment experience, right from the very start.

14 Short Answer - 10 Steps What are some things that can help create a welcome feeling during new employee orientation? Answer A personal greeting by leadership; allow time at the beginning for new employees to get to know each other; let new employees know about the climate in the organization, and which of the rules in the employee handbook are most important to adhere to.

And the winner is…

16 History Previous Present o4o4 Components o1o1 Day oOoO HR Leaders, PM, SME’s oHoH R Consolidation o6o6 Components o2o2 Days oOoO HR Leaders, SME’s, Trainers oNoN IH Wide o 7 Components o 4 -1/2 Day Sessions o OHR Leaders, SME’s, Trainers, PM o Engagement & Retention

17 Purpose of the Program: Forge a commitment between new employees and OHR to increase engagement, citizenship and satisfaction. Goal: Create a feeling of community, “I made the right decision to work in the Office of Human Resources at NIH”.

Session 1: Fall in Love with OHR Objectives OHR Vision & Culture Information Security Making Connections - OHR Café with Senior Leaders Resources Time = 2.5 Hours Class Size = 10 – 25 Participants Session 2: OHR Pursuit 18 Objectives Information Security OHR Handbook Other OHR Good-to-Knows Resources Time = 2 Hours Class Size = Cohort (10 – 25)

Session 3: Your Career Matters Objectives Introduction to Competencies Introduction to Individual Development Plans (IDPs) Resources Time = 2 Hours Class Size = Cohort (10 – 25) Session 4: What’s Your Style? 19 Objectives Understanding Your Style and Others’ Styles (Myers-Briggs Type Indicator) Improving Team Dynamics and Interactions with Colleagues and Customers Resources Time = 3.5 Hours (1/2 Day) Class Size = Cohort (10 – 25)

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21 Challenges & Solutions

22 Too Many/Few People Remote Participants Senior Leader Availability Participant Attendance

23 Senior Leader Availability Videos / Video Conference Deputies Advance Availability for Proposed Session Dates Participant Attendance Mandatory (Supported) Reschedule to Next Available Session Too Few/Many Participants Open to All Employees Shift/Add Session Dates Consolidate/Modify Sessions Remote Participants Utilize Technology Build Sessions to Incorporate Remote Learners

Feb. ‘13 – April ‘13 Analyze Participant Feedback Leadership Feedback Benchmarked Current OHR Programs April ‘13 – May ‘13 Design Reference Best Practices Pulse Evaluation of Components Established Program Objectives Steering Committee & Senior Leadership May ‘13 – Sept. ’13 Develop Built 4 Sessions & Communicati on Plan Collaborated with SME’s on Content Created Evaluations & Materials Sept. ’13 – Current Implement & Evaluate Delivered 3 Series (4 Sessions/ Series) Conduct Program Evaluations Incorporate Feedback for Next Session 24

25 Too Many Sessions Excellent Double Check Tech. Components Favorite Training Thus Far Enjoyed Meet & Greet w/ Senior Leaders OHR Game – Fun Way to Learn Don’t Have Sessions Spread Out Liked Getting to Know Org. Culture & Leaders Great Info. About MBTI & Preferences Enjoyed Every Aspect Like Meeting Other New Employees 1 LocationSystems Useful Sessions Not Every Level Helped to Understand OHR’s Mission Liked Learning about LMS Good Overall Shorten Sessions Consolidate Info.

26 Lessons Learned  Clear Expectations  Establish Session Objectives  Objectives Measured  Planning Materials  Develop Checklist & SOP’s as You Go  Leverage Resources & Ask for Help  Obtain Communication Permissions & Timelines (including templates)  Managing Relationships & Rapport (Speaker Coordination)  Provide Additional Info. for Complex Topics  Optimize Technology  Practice & Test Sessions

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