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

2. 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.

3. 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.

4. 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

5. 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

6. 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

7. 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

8. 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 / distribution group confirmation
Internet bio confirmation
APPLICATIONS
Access
Word
Metastorm
SharePoint
Outlook

9. 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

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

11. 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

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

13. 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 communication
Workflow update
APPLICATIONS
Outlook
Metastorm
Excel
SharePoint
FileSite
Visual Studio / ASP.NET

14. 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

15. 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

16. 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

17. 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

18. 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

19. 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
Suggested list of attorneys / staff
Suggested offices / practice group visits
Day 7, 15 and 30 Follow-up Visits
LMS

20. 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

21. 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 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

22. Have questions? ) V