Sample Orientation Program
What's the best program? The best program for your organization is the program that incorporates effective aspects of orientation programs and is adapted for use at your organization. And even the "best" program when initiated will deteriorate if not evaluated and updated periodically.
You can modify the following program outline for use in your specific environment, whether organization-wide or as modified for separate business units. In this sample, there are six separate modules, which are:
1. Welcome
2. Introduction
3. Tour
4. Benefits session
5. Policies and procedures review
6. Evaluation and follow up
For each presentation module, pre-and post-session tasks are described as well as an outline of the content of the session. This sample assumes that the program will take a full workday and lunch is provided. This sample also assumes that managers have assigned tasks when the employee joins the work unit. If that is not the case, those tasks should be included in the group orientation program.
MODULE 1: WELCOME
Tasks to be completed prior to session:
Welcome letter signed by the highest-ranking official onsite, inviting each new employee to the orientation program.
Packets completed for each new employee including all of the necessary paperwork for adding the employee to HRIS including payroll needs.
Name tags prepared and ready.
Pens, pencils, note pads organized for each participant.
Morning refreshment and food service ordered and set up.
Room arranged appropriately including all audiovisual equipment, lighting, seats, tables, microphone, podium, etc.
Purpose. The purpose of this session is to have a senior official welcome the new employees to the organization. The executive should personally introduce him or herself to each new person in the room and present a short prepared speech.
The outline of the speech should include:
Personal introduction and individual history with the organization
Stress importance of employees to the organization
Describe several programs showcasing employee involvement and impact
Discuss future of the organization
Closing
Speech should be 15 minutes or less. Module should not be longer than 30 minutes.
Tasks to be completed after the session:
Personal note to each new employee from executive welcoming and thanking each for joining the organization.
Enclose copies of the programs mentioned in the speech (or articles of interest).
Send the letter to the employee's home.
MODULE 2: INTRODUCTION TO THE INDUSTRY, BUSINESS AND ORGANIZATION
Tasks to be completed prior to session:
Handout of industry information and resources
Last annual report and current 10K or equivalent information
Copies of organization marketing literature, copies of advertisements and related marketing materials
Mission statement
Organization chart(s)
Purpose. This session should be presented by a senior line manager and use several types of audiovisual tools such as PowerPoint, videotape, flipcharts, overheads, charts, etc. The objective is to explain the industry, the business and the organization to new employees in an interesting and informative way. Materials should be distributed during the program.
Remember, this is the basic reason for orientation --jobs exist to meet business needs. The sooner each new employee understands his or her role, the soon that person can be fully productive.
The presentation (including multimedia) should address:
Introduction of presenter/speaker.
Describe the industry --major products and tasks; competitors; how success is determined; comparative data, etc.
Address the history of the organization and of this worksite --origins, leaders, major accomplishments, current positioning, challenges and profitability.
Provide a future forecast --vision and mission; goals and objectives; market challenges.
Review industry terminology.
Explain the organizational structure and hierarchy as well as the interrelationship of sites and departments.
Describe how each job fits into the overall objectives of the organization.
Stress the role of employees in the future of the organization, including opportunities and challenges.
Conduct a question and answer period.
Tasks to be completed after the session:
Follow up as appropriate to each question asked
MODULE 3: TOUR
Tasks to be completed prior to session:
Remind managers of each area the tour will visit that the tour is scheduled and the number of groups and participants. Remind security as well.
Schedule tour guides from the management and professional ranks.
Break into tour groups of four to five employees.
Prepare a script for each tour guide.
Arrange for free lunch and invite supervisors.
Purpose. The tour group(s) should be shown all of the major work areas at the facility. This is an opportunity to point out emergency exits and first aid stands. To avoid time loss, diagram several different paths for the tour so that the smaller groups will follow a different path but view the same areas. Use time to reinforce work rules such as "no visitors" and "hard hat/no admittance" areas. A manager from each area visited should briefly welcome the group and explain the work that occurs in that area.
Consider starting the tour in the employee cafeteria with lunch. Invite the supervisor of each new employee to join the new worker for lunch.
Tasks to be completed after the session:
MODULE 4: BENEFITS SESSION
Tasks to be completed prior to session:
Collate benefits packets for each new employee containing information and enrollment forms.
Alternatively, provide training room with individual workstations with corporate Intranet access.
Have an employee handbook for each participant.
Order after lunch refreshment service set-up.
Schedule additional staff to assist.
Purpose. This session must be conducted by benefits professionals. Unlike a stand-up presentation, this is a working session. However, consider the use of video, overheads or other media to make the presentation interesting. Each topic and related forms should be introduced and explained; then the group should complete the form. There should be several individuals available for questions and to collect the form after it is completed. If you have a corporate Intranet and do enrollment or other benefits processes online, this is a good opportunity to introduce new employees to the online system to ensure that they are familiar with it and will continue to use it during their tenure.
The session should initially address the following in detail and encourage questions at any point:
Complete the required first-day forms such as the I-9 and W-4.
Explain insurance types and choices
Explain pension and retirement plan and options including savings plans
The following benefits should be explained and the participants referred to the handbook or other explanatory material for more information. Again, if you have a corporate Intranet and provide benefits or handbook information online, this is an excellent opportunity to reinforce its use as a communication vehicle.
Paid time off, such as vacation, sick, holiday and personal days
Pay processing including pay days, how pay is distributed, and automatic deposit
Training and development programs, job postings and opportunities including tuition reimbursement
Unpaid leaves and how to request
Other employee services such as discounts, clubs, service awards, etc.
Performance evaluation and salary administration systems
Set aside time at the conclusion for a question and answer session, even if there already have been many questions. If an employee wants to take forms home, or for other reasons cannot complete the forms in this session, a follow-up note should be made to ensure that the forms are completed in a timely manner. Employees should also be advised of resources to contact after the orientation session is over.
Tasks to be completed after the session:
MODULE 5: POLICY AND PROCEDURES REVIEW
Tasks to be completed prior to session:
Copies of written rules, policies and procedures other than in the handbook.
Check supplies and refreshments.
Have evaluation forms.
Purpose. The purpose of this session is to discuss work rules, resources, performance expectations and work standards. Presenters should include human resources staff and line managers. Consider a review of the handbook and any other material that addresses these topics, such as a policy and procedure manual.
Consider conducting this session informally. This should be more of a question and answer session than a formal presentation. New employees should be encouraged to ask questions about any work-related matter of concern to them. Frequently, employees ask whether or not a prior work situation or rule is the same at this work site.
Prior to ending the session, the organization's commitment to fair treatment should be stressed. Policies regarding smoking, dress standards, harassment and substance abuse should be highlighted. If there have been recent downsizings, safety concerns or publicity from lawsuits, these topics should be discussed.
Tasks to be completed after the session:
MODULE 6: EVALUATION AND FOLLOW UP
Purpose. The process of evaluation should occur over a period of time. Consider asking for written feedback from orientation participants at the following times:
At the close of the orientation session
Six weeks after employment
Six to eight months after employment
After one year of employment
Initially, ask for the employee's opinion of the orientation program. Over time, shift the emphasis for feedback to the employee's evaluation of his or her socialization in the work group and the organization. Ask more benefit questions in the later questionnaires after the employee has had an opportunity to use the benefits. If the organization administers an attitude survey periodically, duplicate the key questions in the later orientation surveys to be able to compare the group's responses.
Ensure that the feedback is used. Change and modify the orientation program to better meet the needs of the new employees. Share feedback with managers and suggest methods to implement change.
Reprinted with permission. © CCH
Sample Orientation Program. What's the best program? The best program for your organization is the program that incorporates effective aspects of orientation programs and is adapted for use at your organization.
Sample Orientation Program
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