COMPANY - X

New Employee Onboarding

Head Office Guide
Starting a new job can be exciting, but it
can also be very stressful and
overwhelming. An effective Onboarding
help the new hires start right!
What is Onboarding?
 It is a collaborative approach that provides new employees
with the needed information, tools, and resources to
effectively meet organizational goals.

 The onboarding program must be facilitated well by the

Manager/ Supervisor in charge to ensure that the new
employee is informed and engaged through out the whole
onboarding process.

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 Onboarding Objectives
 Strengthens Company Branding
 Increases new employee job satisfaction
 Improves engagement and commitment
 Improves performance of new hire
 Lowers Turnover

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HEAD OFFICE ONBOARDING MAP
HEAD OFFICE – Onboarding Stages and Key Activities

Integration & Performance Stage Developmental Stage

Onboarding Proper
• HR Welcome • Entrance Interview by Head • Self Assessment
• Signing of Forms
• Endorsement to Department Head • Job Evaluation & Development Plan
• Issuance of Welcome Kit
• Benefits Discussion - KPI Discussion • Meet & Greet with the General
- Job Immersion
• HRIS Enrollment - Performance Appraisal Manager “Leaders Talk”
• New Employee Orientation (NEO)
• Office Tour • Kamustahan with Immediate Head • Notice of Personnel Action (NPA)
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• Desk Assignment (Performance Dialogue)
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• Welcome Email
• 90 Days HR Sesh Interview with HR
Program Content
This manual will help Managers & Supervisors understand the importance of onboarding, roles & responsibilities, and
tools that are needed in order to execute the onboarding process effectively.

Pre-Employment Day Two (2) to Sixty Days (60)

In Charge: HRA- Recruitment & Hiring In Charge : Training and Development & Department Head

Day One (1) 3rd Month to Six Months

In Charge : HRA – Recruitment & Training and Development In Charge : Department Head & Team Buddy

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Roles & Responsibilities

HR & Training Managers &

Department Supervisors TEAM BUDDY

• Leads the Onboarding Program • Champions the execution of • Share & models the
the Onboarding Program Organization’s Values
• Collaborates with the Hiring • Makes the new hire feel at ease
Managers/Supervisors • Explains the strategic with other team members
direction of the Company
• Conducts Orientation Effectively • Create an engaging
• Clarify expectations and gives environment
8 • Provides tools and resources objective feedbacks
• Helps new hire with dept.
• Evaluates effectiveness of the • Helps the new hire to be processes and concerns
Onboarding Program successful at work
Let’s Start!

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Message for Managers/Supervisors

Congratulations on your
new employee (s) !
Onboarding
Overview
Start by saying words such as…
A successful onboarding
program makes a positive “ Welcome to the Team “
impression on a new employee “ Glad you are here “
and creates a welcome feeling
which confirms their decision “ Enjoy your stay “
to work for our Company.
11 “ Thank you for joining us “
Pre-Employment
Every company have different ways to attract candidates and getting the right candidate for the
position is critical. Recruiters of the company plays an important role in selecting the best candidate
for the job and once a candidate accepts the job offer, the onboarding process starts.

Recruitment Scope Training & Development Scope

 Reach  Company Orientation
 Job Ads / Posting  Department Endorsement
 Internship  Buddy Assignment
 Digital Recruitment  Email Announcement
 Selection Tests  Learning Management System (on process)
 Welcome Kit
 Office Tour & Desk Assignment

Before the employee’s first day, it is important to keep in touch with the new hire especially during the
12 completion of the pre-employment requirements. If a new candidate is well informed of the process,
it is more likely that he or she feels that the company culture is caring and welcoming.
Day One (1)
First impression matter. The first minutes of a new hire’s first day can set the tone for the entire day. It
is essential to make sure that someone is there to greet the new hire when they arrive.

Make the new employee’s first impression positive!

Step 1: Onboarding Proper Step 2: New Employee Orientation (NEO)

• An Officer of the Day is in charge to welcome the new hire • The trainer in charge welcomes the new hire and conducts the
upon arrival at the welcome room. company orientation. The company profile, culture,
• Welcome kit, company forms, and HR treat is given to the new department services, and structure are discuss during the
hire. orientation.
• The onboarding checklist will be discussed to the new hire. • After the training, the new hire is endorsed to the Department
• Benefits and HRIS enrollment follows after the discussion. Head and Team buddy.
•
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To acquaint the new hire to the environment, a quick office • An email announcement is sent by Training, to inform the
tour and desk assignment is conducted before endorsing to different departments to welcome the new hire.
Training Department.
Day 1: Onboarding Tools
Tools Description
Welcome Kit Contains the essential documents and
info sheets for the employee to
review. It includes the welcome letter,
company profile, contract, job
description, training schedule, training
agreement, payroll & Saturday work
schedule, phone directory, ID, and
onboarding checklist
Onboarding Refers to the list of activities that the
Checklist new hire must follow during the
onboarding period. It serves as a
guide for the new employee while
he/she is adjusting in work.
HRIS System Human Resource Information System
that enables all employees manage
their daily time record, leave, etc.
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Day 1: Onboarding Tools
Tools Description
Company Refers to the official website of the
Website company that features all brands,
merchandise, events, and stores.
Email The Training Department will email
Announcement the person’s brief personal and
professional information, so that the
new hire can be fully welcome by
everyone.

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Day two (2) to Sixty (60)
Managers and Supervisors should use this period of time to establish the foundation for a solid working
relationship. The next 2 months must help the new hire adjust and learn the requirements of the job.

Employee Experience is essential.

Step 3: Endorsement to Department Head Step 4: Entrance Interview

• Hiring managers should formally engage the new employee in • Entry-level interview questions which helps
conversations about the organization’s history and brand, how Manager/Supervisor know the motivating and demotivating
performance is measured and rewarded, and how growth factors that affects the new hire.
opportunities arise. This covers the following: • At the end of the first week, the Department Manager/
Supervisor can held its 30 minute informal meeting with the
- Job Description new hire.
- KPI Discussion
- Job Immersion • Instead of waiting for exit interviews to identify problems and
missed opportunities, managers should interview
16 - Performance Appraisal employees shortly after they have been hired.
• The interview form must be returned to HR for any concern that
needs to be discussed.
Day two (2) to Sixty (60)
Managers and Supervisors should use this period of time to establish the foundation for a solid working
relationship. The next 2 months must help the new hire adjust and learn the requirements of the job.

The expert in everything was once a beginner.

Step 5: Team Buddy Step 6: Job Immersion

• A buddy system is an onboarding and knowledge sharing • Accomplishing a task is very important and it gives a real
method used to orient new employees. impact to the new hire which will boost his/her self-esteem as
a team player.
• He/she gives the new employee an opportunity to offer
confidential feedback about how the onboarding process is • It prepares the nee hire to the bigger challenges of work and
going. makes them equipped with relevant skills. It also teaches a lot
of valuable lessons that they need to be able to deliver the
• A buddy is a great communicator who can easily provide results needed at work.
information and encourage the new hire to express their
17 thoughts and concerns in a safe setting. Shares insights on how
things are done in the organization.
Day 2 to 60 : Onboarding Tools
Tools Description
Entrance Entry-level interview questions which helps
Interview Manager/Supervisor know the motivating
and demotivating factors that affects the
new hire.
Buddy Checklist Each department has an assigned Team
Buddy that will assist the new hire during
the first 90 days of its employment.
Performance It is the systematic evaluation of the
Appraisal performance of employees and to
understand the abilities of a person for
further growth and development
Performance Is a process wherein a Manager/Supervisor
Dialogue and new staff formally discuss the tasks,
challenges encountered, developmental
needs, recognition, and contribution
needed to be successful in the job.
Learning New employees can register online or by
Management phone to participate in learning and
System
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(LMS) development opportunities.
3rd month to Sixth month
By this time, the new hire must be able to fully understand their specific role in the company and how they contribute
to the organization’s overall direction and success. This is the stage wherein the Manager/Supervisor must strengthen
employee engagement and commitment. Establish trust, get their thoughts, and appreciate them!

Step 9: Self Assessment

Step 8: 90 Days HR Sesh
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3rd month to Sixth month
By this time, the new hire must be able to fully understand their specific role in the company and how they
contribute to the organization’s overall direction and success. This is the stage wherein the Manager/Supervisor must
strengthen employee engagement and commitment. Establish trust, get their thoughts, and appreciate them!

Step 12: Notice of Personnel

Step 11: Meet & Greet Action (NPA) Signing
Step 10: Job Evaluation & with General Manager
 Notice of Personnel Action Form is a
Development Plan very important document. It is a
 Goals must be established and agreed  This is a casual setting wherein the documentation of a personnel action
upon by manager and the new new hires will have a chance to speak that affects stay of the new hire with
employee at the beginning of the to the General Manager in group or the company.
employment and it should be one on one over lunch or merienda.  It states the status of employment
expressed as measurable actions and whether the new hire is extended,
results. terminated, or regularized for the
 It will also make the new employee
 On the 3rd month, the discussion can get to know more the Top
position.
be informal or formal depending on Management and how they would like
the result of the 3 months all the new members of the company
performance of the new hire. be successful in their job.
 The Manager/Supervisor must
identify the positive and areas for
improvement (skill & behavior) of the
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new hire to be able to help him/her
prepare for the next coming months.
 Summary: 12 Steps of Head Office Onboarding
Step 1: Onboarding Proper
Step 2: New Employee Orientation
Step 3: Endorsement to Department Head
Step 4: Entrance Interview
Step 5: Team Buddy
Step 6: Job Immersion
Step 7: Kamustahan with the Head
Step 8: 90 Days HR Sesh
Step 9: Self Assessment
Step 10: Job Evaluation & Development Plan
Step 11: Meet & Greet with the General
Manager : Leaders Talk
Step 12: Notice of Personnel Action (NPA)
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Signing
Onboarding Tips:
1. Arrival: Make sure there is someone there to
meet the new employee as they arrive on their
first day.
2. Work Area: Have an assigned work area ready for
them and a place for them to put their personal
belongings.
3. Ready for Work: Make sure you have all
supplies/tools/equipment are ready and working
(i.e., computer, phone,etc.)
4. Lunch: Make plans so the employee will not have
to eat lunch alone for their first day.
5. Plan the Training: If you plan to have a co-worker
train the new employee, ensure the person has
the focused time to spend properly training the
person.
6. Assign a Guide: Assign the new employee to
someone in your department who is positive
and engaging.
7. Meaningful Work: Provide the new employee
with real and meaningful work from their first
day on. Being able to have even a small
accomplishment in the first week of work is very 7/7/2019
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motivating for a new hire .
• Source: Welcoming and Orienting Employees: A Supervisor’s Guide
Diversity and Inclusion are a part of Cornell University’s heritage. We
 Thank you!

Human Resource Department

Email: Phone: Website:
[email protected] 404-555-0115 www.fabrikam.com