At West Virginia University Hospitals new employee orientation is an ongoing process that begins with the onboarding experience. That first day is the showcase for an employee, seeing their role in the big picture. As a manager, your role is to provide your new employee with your department's script for overall success. Every employee needs to be aware how their supporting role impacts the department.
Direct supervisors play a major part in developing a new employee. Supervisors will oversee the process and provide the new employee with feedback as to how things are going.
Mentors for new employees are critical for successful onboarding. New employees can look to mentors for advice and direction in a peer to peer relationship. Mentors have been there, done that and are anxious to assist new employees.
A well developed plan will impact an employee's performance and contributions at West Virginia University Hospitals.
Use these links to create your department's orientation process, designed to make everyone a star!
New Talent Onboarding at WVUH
The Importance of Department Orientation
Department Orientation is Critical for Success
The most important stage of the orientation process at West Virginia University Hospitals is the departmental orientation. An employee who has been provided a successful department orientation will be prepared to participate in supporting the goals of the department and West Virginia University Hospitals.
A successful department orientation should:
- accelerate employees capability to perform and play a part
- increase employee satisfaction
- reduce employee turnover
- promote strong employees performance
- highlight the department and West Virginia University Hospitals culture
Designing a Successful Department Orientation.
If you are interested in developing a departmental orientation binder for your own department, follow this link for a list of what you might want to include. Department Orientation Binder. Orientation Binder Template is a practical reference tool. This template contains basic information about policies and procedures, job descriptions, the department, and WVUH that may be modified to fit the express desires of the department.(http://www.wvuheducation.com//LinkClick.aspx?fileticket=XMEfzk6VODg=&tabid=153)
There are three critical stages to orienting a new employe:
- Casting - The Chosen One
- Rehearsal - Practice Makes Perfect
- Performance - A Star is Born
Casting - The Chosen One
An offer has been made, and the new employee has accepted. They have been chosen from the candidate pool because of their stand out qualities.
Lasting first impressions of a department are formed by an employee during the employment process. Department's must ensure that their communications during this initial stage are positive and consistent. The following are introduction tasks that will help realize these goals.
1. Contact the new-hire with employment and arrival details.
- Send a Welcome Letter confirming position, title, salary, supervisor, when and where to report Department Letter(http://www.wvuheducation.com//LinkClick.aspx?fileticket=pcxVsPkRMnM=&tabid=153) - OPTIONAL-This is a welcome letter template from the supervisor to the new employee and may be sent to the employee before the onboarding process.
- Call to verify the start date, time, location, parking and dress code
2. Prepare for the arrival
- Submit appropriate paperwork to Payroll and HR
- Prepare the work space
- Compile a department orientation packet . Orientation Binder Template (http://www.wvuheducation.com//LinkClick.aspx?fileticket=XMEfzk6VODg=&tabid=153)OPTIONAL-An orientation binder is a practical reference tool for employees joining the department. This template contains basic information about policies and procedures, job descriptions, the department, and WVUH that may be modified to fit the express desires of the department
- Advise department staff of arrival using the Department Letter - OPTIONAL-This is a welcome letter template from the supervisor to the new employee and may be sent to the employee before the onboarding process.
- Select and instruct an orientation mentor using the Mentor Letter -OPTIONAL- This is a letter template from the Vice President or supervisor to the designated mentor and may be be sent to the mentor prior to the start-date for the new employee.
- Produce a department orientation agenda
Rehearsal - Practice Makes Perfect
This stage starts when an employee presents to work on their first day. Providing star quality treatment to new employees during their orientation will create a lasting impression which reflects on how the department values its employees. The following are recommended welcome-oriented responsibilities and techniques to help successfully integrate an employee into the department.
1. On the first day - organization overview
- Employee attends onboarding
- Meet the employee for lunch with mentor
- Obtain a parking pass and West Virginia University Hospitals ID Badge
2. Throughout the first week - departmental engagement
- Introduce co-workers and work space
- Review the information provided in the department's orientation packet
- Review the job description and responsibilities
- Review the first week schedule of events
- Assign the initial tasks and plan a feedback session
- Review the department function, mission, vision and culture
- Ensure the employee understands the relationship between their job, the department and the institution
- Explain the employees work relationsihp with others in the department
- Review current, 90 day, 6 month and 1 year department priorities
- Describe customer service expectations
- Introduce West Virginia University Hospital's guiding principles
- Discuss applicable department policies, work rules, schedules and time off procedures
- Ensure the employee is trained on safety and emergency procedures
- Schedule technical training as necessary
- Review pay policies and schedule
3. Over the course of the first month - personal track
- Acclimate the employee to their position and department by meeting with them regularly to answer questions and concerns as they arise
- Review West Virginia University Hospitals mission and performance improvement plan with employee to link their role to the department's role and then to the overarching hospital's plan
- Verify the employee has signed up for the benefits and completed the HR documentation
- Promote West Virginia University Hospitals events and areas of interest
- Speak about West Virginia University Hospitals sponsored community service initiatives
- Establish performance goals with the new employee
Performance - A Star is Born
Orientation/onboarding is an ongoing process for the new employee and the organization. This process takes nine months start to finish. Departments must develop tactics that address the long-term integration of an employee as part of a successful orientation process. Below are essential building blocks to include when creating your department's long-term orientation strategy that produces star performers.
- Recognize and celebrate the completion of the 90-day probationary period
- Review the progress of the employee frequently
- Request feedback from the employee
- Evaluate the department's orientation/onboarding strategy