New Employee Departmental Orientation

a guide for supervisors

Introduction
Before the New Employee Arrives
Employee's First Day
Examples of Meaningful First-Day Work Assignments
During Employee's First Week
During Employee's First Month
Within Three Months

Introduction
Assuming new duties and being in unfamiliar surroundings may cause a little stress and some anxiety for the new employee. This Guide for Supervisors is to help you help your new employee’s transition into the Boston College Community. As the supervisor, you have the most immediate effect on creating a positive initial experience and work environment. Making the new employee feel welcome, providing the necessary, basic information, and responding to questions and concerns are accomplished by a well-planned orientation.

Use the following information  as a guide. Some items may not be applicable to the position or to your department. Remember, the new employee will be absorbing a great deal of information so teach the basics first.  You may want to divide the topics into segments over the next two weeks.

For other suggestions and resources, take a look at On-line Guide to Boston College for New Employees, [after you go to HR Web site, choose ‘New Employees’; then scroll down to ‘Orientation and On-line Resources], which new employees receive in their orientation (brochure).

Before the New Employee Arrives
Orientation is a process. It begins at the interview and continues through the probationary period.  Use the time between acceptance offer and actual starting date to maintain contact with the new employee.  You'll create a positive impression and reinforce the employee's decision that he or she made the right choice in accepting.  Here are some ideas to ensure that the first day starts off right and that the new employee feels welcome.  Not all items will be appropriate for all employees.

  • Send the new employee:
    • Welcome letter confirming reporting time, date and place
    • Whom to report to on first day
    • Job description
    • Position, title, and salary
    • Length of probationary period
    • Organizational chart for employee’s function or division
    • Directions to department
    • Where to park
    • Suggested office attire
  • Announce to department and other appropriate employees new employee’s name, arrival date, and overview of responsibilities. Encourage their support in welcoming the employee.
  • Choose an individual from your work group to be available during the new employee's first week  to answer any questions, give a  tour of the department and campus, and to take to lunch at department’s expense. This person should be someone who wants to do this, who will make the new person feel welcome, and whose performance and attitude will reflect positively on the department and University.
  • Clean desk/workstation and/or office
  • Order office supplies and stock desk
  • Assemble appropriate office resources, e.g., directories, dictionaries, computer program manuals, staff listing
  • Prepare a meaningful first assignment

    Technology Needs and Training
    Information Technology Services has technology-related things you need to know including computer training.

    The Technology Consultant is your resource. He or she is eager to assist you in seeing that the new employee has the requisite technology and the training to use it.  Contact your TC to:
    • Review technology needs and training
    • Arrange one-on-one technology training for new employee


    Technology needs and training may include these items:

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Employee's First Day
Making the new employee feel welcome is your top priority. You'll want to time the giving of information to meet the new employee's needs and to avoid information overload.  Here are some suggestions:

  • Introduce new employee to other members of immediate staff and other key departmental members
  • Schedule employee to attend Benefits orientation
  • Obtain BCID and parking permit
  • Provide general orientation to office and departmental policies and procedures (also refer to Employee Handbook).Topics may include:
    • Issue required keys
    • Employee’s work schedule
    • Hours of department
    • Breaks (lunch, coffee)
    • Dress code
    • Department and university culture
    • Campus Mail
    • Attendance
    • Punctuality
    • Confidentiality issues
    • Security
    • Personal safety
    • No smoking policy
  • Provide organizational overview by:
    • Presenting organizational chart to employee
    • Describing place of employee within the department
    • Describing main functions of other members in department
    • Discussing goals and objectives of department
  • Introduce to other assigned staff member who will take new employee to lunch
  • Arrange a tour to include these locations, as appropriate:
    • Work area
    • Conference room
    • Lounge area
    • Vending machines
    • Restrooms
    • Water fountain
    • Copy machine
    • FAX machine
    • Bulletin boards
    • Dining Hall(s)
    • Supply room
    • Staff parking and assigned parking spots

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Examples of Meaningful First Day Work Assignments
Completing a meaningful work assignment on the first day of employment is important. The new employee will feel useful and needed, and it will lessen any anxiety he or she may have. Identify specific tasks that can be completed following little training. The list below contains samples of first-day activities. Such activities could also be scheduled throughout the week as part of the departmental orientation. Not all activities are appropriate for all employees.

  • Create password and greeting for voice mail use
  • Send and receive electronic mail
  • Set up filing system
  • Have set-up one-to-one interviews with co-workers and specialists
  • Attend meetings to meet key people
  • Review files created by the previous job holder
  • Operate tools or equipment critical to the job
  • Attend a training session
  • Conduct a safety inspection
  • Use the computer
  • Assemble or review written resources
  • Complete a process or procedure related to the business of the department
  • Assignments specific to employee's position 

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During the Employee's First Week
New employees are interested in, and need a sense of, where they fit within the department and Boston College.  They will need information on both the university's and your department's objectives, policies, values and plans.  Other topics might include:

  • Follow-up with Technology Consultant for accessing technology and training needs
  • Provide new employee technology training schedule
  • Give position overview by:
    • Reviewing position description (give copy)
    • Discussing goals and objectives of the position
  • Discuss employee’s strengths against the job responsibilities.
  • Determine what training and development are necessary within first three months
  • Review performance appraisal system, including work plan and development plan
  • Inform of probationary period and timing of future salary increases
  • Present initial job assignments
  • Explain payroll procedures and payroll schedule
  • Order business cards
  • General tour and orientation of campus to include
  • Where applicable, obtain information on

    At orientation, employees receive a three-ring resource binder that contains an overview of Boston College: its history, organizational structure, campus environment, technology services, and various policies and procedures. The back pocket also contains several brochures. Among them are the policy on discriminatory harassment and business control and ethics. In these first few weeks, please encourage your new employee to review these materials and be available to answer any questions or supplement theinformation.

  • Include topics relevant to your department
    •  
    •  
  • Ask how week went and discuss any areas of concern

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During Employee's First Month
New employees are highly motivated to do their job and to demonstrate their skills and abilities. Give them time to learn the basics--the how's, where's, and why's of getting things done.  Have them learn by doing under direction and try to provide the information just before the person needs to use it.  Reinforce this motivation by:

  • Checking if employee received all necessary training necessary to position
  • Reviewing job description performance expectations
  • Meeting regularly to discuss any issues or concerns

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Within Three Months

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Other Resources
Here are other resources that may be useful for your new employee as well as yourself during this time of transition. These books have an easy to read format with bulleted information, checklists, and self-evaluation questions. And they're inexpensive.

Helping Your New Employee Succeed. E. Holton and S. Naquin. Berrett-Koehler. 2001.

So You're New Again: How to Succeed When You Change Jobs. E. Holton and S. Naquin. Berrett-Koehler. 2001.

Your First Thirty Days. E. Chapman and R. Maddux. Crisp Publications. 1992.

Find the Bathrooms First! Starting Your New Job on the Right Foot. R. Blitzer and J. Reynolds-Rush. Crisp Publications. 1999.

Sources:
How to Design and Conduct a Successful Orientation Program. Training Clinic.  1990
New Employee Orientation: A Practical Guide for Supervisors.  C. Cadwell.  Crisp Publications, Inc., 1988
Successful New Employee Orientation.  J. Barbazette.  Jossey-Bass/Pfeiffer.  1994