The Agency Toolkit is designed to provide resources and information that help facilitate effective onboarding of new employees. Tools are conducive for use by agency human resource professionals to implement a formal onboarding process, or to evaluate an existing program. There are also tools to assist supervisors with understanding their role in the onboarding process.
Information contained on this page is based upon research of best practices related to the onboarding process. We encourage agencies to modify tools as needed.
Onboarding is the strategic process of integrating employees into their new work environment; it prepares employees for success in their jobs and reinforces the values and culture of the organization to develop fully engaged, productive team members. Onboarding includes pre-hire interaction with applicants, the orientation process, and the subsequent months following a new hire’s first day.
The goals of Onboarding are to:
Achieving these goals allows an agency to create the foundation for a long-term, positive and mutually beneficial relationship.
New employee orientation generally involves a first-day session or a first week of activities that familiarizes the employee with the agency’s mission, vision, values and policies. It typically includes completion of necessary payroll, benefits, and new hire paperwork.
Onboarding is a comprehensive approach that starts prior to the new hire’s orientation and first day of employment. It provides a more strategic plan for employee success than a one-day orientation. In fact, the onboarding process could extend up to one year.
Onboarding is successful only when human resources and supervisors/managers are working collaboratively through the process. This partnership helps to establish a long-term relationship with the employee, which begins before the employee is actually hired. Human resources plays a key role in the early recruitment and orientation phase. It is essential that the manager be proactive and engaged in facilitating the employee’s successful integration into the agency over time.
Sample Human Resources Onboarding Checklist
Sample Human Resources New Hire Forms Checklist
Sample Welcome Letter from Human Resources
Sample New Employee Orientation Template
The supervisor ensures the new employee appropriately assimilates to the work environment by:
Sample Supervisor Onboarding Checklist REVISED
Sample Letter to Staff Announcing New Employee
The “Peer Partner” concept is designed to enhance the new employee’s orientation and onboarding experience by pairing the new hire with a current employee to familiarize him or her with the “norms” of the agency. A Peer Partner is not intended to serve as a replacement or substitute to the manager; however, they should be readily available to answer the new employee’s questions about the work environment and culture of the agency. The Peer Partner establishes a mentoring relationship with the new employee, and in conjunction with the supervisor, ensures the new employee.
A Peer Partner should be selected based on the following criteria:
The Peer Partner is a person who volunteers to act as a “Peer Mentor” on the job by:
Sample Welcome Letter from Peer Partner
Sample Peer Partner Discussion Form
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