All on board, the journey to retaining new joiners starts here All on board, the journey to retaining new joiners starts here. Paul Rains Friday, 21 April 2017

Deciding to Stay 90% of all employees make their mind up about a company in the first six months

The Journey Industry Standard Best in Class ___________________ First Appraisal / Review Verbal Offer Stage Employee’s First Day Industry Standard Best in Class

The Voice of the Customer What’s Important to the New Hire? Minimum paperwork to complete. The tools of the trade on day one. The relevant security access arranged. Appropriate Induction / Training arranged. A channel for communication. To be paid accurately and on-time. To feel valued and welcome. Someone to raise any concerns too.

Key Company Drivers for Onboarding

Challenges that need to be Addressed Defining the onboarding process. Who owns the onboarding process - HR or Recruitment managers. The perception that onboarding is simply viewed as a check list rather than an integrated experience. Onboarding is not considered a priority. Lack of robust onboarding process for complete integration and rapid start up to full productivity. Inadequate planning of the future workforce needs.

Onboarding Roadmap

The 3 Key Components of Onboarding

Onboarding Competitive Framework Industry Standard Best in Class Process An independent process, not aligned with the overall hiring management process. An holistic approach to onboarding, a strategic plan that looks at onboarding as an experience for both the organisation and the employee. Organisation Working on investing in strategies to view employees as assets. View their employees as assets and adopted a talent mindset Knowledge Adopted a combination of forms management and tasks management. Adopted a greater combination of forms management, tasks management and socialisation Technology Paper based processes with some automation for task management. Technology used for forms management, tasks management and socialisation

Tasks in a successful process

Typical Onboarding Tasks Issue an offer of Employment (Contract of Employment / Statement of Particulars) Borders & Immigration Checks Medical Questionnaire / Check Employment References Criminal Records Bureau / Background Checks Qualification checks Arranging Induction / Training Arranging Security Access Arranging IT access and email account Collection of appropriate Tax forms and Bank Details

Lean Tips and Techniques Always capture data at source. Avoid duplication of data entry. Avoids excessive transportation of data between departments / systems. Validate data comprehensively upon entry to avoid re-work / checking further down the line. Do not produce information for the new hire that is not required at that point in time. Build your workflow process for onboarding with target timescales at each stage to ensure work in progress flows as efficiently and effectively as possible.

POTENTIAL TECHNOLOGY INVESTMENT SOLUTION AREA Technology to automate the candidate communication. Technology that automates the forms process of onboarding. Technology that relies on data already captured during the Recruitment process. Technology that notifies the individual of the needs of new employees. Personalised web portal for employees. Reporting tools to track onboarding metrics.

Making the Best use of Technology Use web based HR systems with an on-line recruitment module to ensure data captured at the recruitment stage is used and not duplicated. Use web based HR systems that allow forms that require completion during the onboarding process to be published and completed on-line. Use a “web 2.0” HR system that enables Dot.Net workflow to automate all the tasks that require completion in the appropriate sequence. Create a system profile that enables applicants offered roles to view specific employee self service web pages to help with socialisation.

Web based Systems FOR FORMS MANAGEMENT / SOCIALISATION On-line medical questionnaire. Hyperlink to on-line background check / CRB check. Capture pre-employment details and reference details. Capture confirmation of start date. On-line capture of bank details prior to start date. On-line onboarding questionnaire. On-line appraisal form. Access to special area’s in self service for new recruited employees / access to training courses.

Automated Workflow–Triggered Events FOR TASKS MANAGEMENT Automatic generation of the contract offer letter once the verbal offer is accepted. Issue reminders to the employees personal email account for non return / non completion of forms. Automatic booking of the Induction meeting place once the start date has been confirmed. Automate the request of security passes / IT logins once start date has been confirmed. Automate the issue of an invitation to meet an HR representative after 1 months employment. Automate the booking of a 6 months review / appraisal with the line manager.

Retention Strategies

Actions to become Best in Class Define the onboarding process and create an onboarding map. Integrate onboarding with the overall hiring management process. Extend onboarding to the first 6 months, the amount of time that an employee makes his or her decision to stay at a company. Replace paper and spreadsheet based process and use an automated system that includes forms management, tasks management and socialisation in the company culture. Measure short term retention rates and time to productivity

Best in Class Onboarding Tasks Exposure to the companies culture before the start date by giving access to specific self service forms. Complete Onboarding on-line questionnaire after joining. Interview with HR representative within first month 3 - 6 monthly review with Line manager

Business Intelligence To able to report on your new defined measures / metrics you will need. A multi dimensional data cube / mart within your HR / Payroll software or a data warehouse. The ability to publish point in time metrics to web pages that line managers can view through self service.

KEY PERFORMANCE METRICS KPI MEASUREMENT FIRST YEAR RETENTION RATE (Number of new joiners in the last 12 months who have left / number of new joiners in the past 12 month) x 100 TIME TO PRODUCTIVITY (Date new hire is able to fulfil all the duties of new role – start date). TIME TO COMPLETE TRAINING (Date training completed – start date) COMPLETION RATE (%) OF ON- BOARDING TASKS (Number of new joiners who completed the onboarding process / total number of new joiners) x 100 TIME TO RECEIVE ALL EQUIPMENT AND TOOLS (Date all equipment and tools received – start date)

Fluous HR Solutions Coming together is a beginning. Keeping together is progress. Growing together is success