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ABC Pharmaceutical Company
Detailed Design Document
for the
Global New Employee Orientation Process
Prepared by
A Training Vendor
Introduction..................................................................................................................................................................................................2Socialization and Induction Events.............................................................................................................................................................3
Event One................................................................................................................................................................................................3Intranet-Enabled Self-Study Component...............................................................................................................................................30Event Two..............................................................................................................................................................................................31Event Three............................................................................................................................................................................................51Ongoing Socials and Networking..........................................................................................................................................................59
Print Deliverables: Handbooks, Checklists and Guides............................................................................................................................61Welcome Packet....................................................................................................................................................................................62Administrator’s Handbook....................................................................................................................................................................64Supervisor’s Handbook.........................................................................................................................................................................65Buddy’s Handbook................................................................................................................................................................................66Facilitator’s Guides................................................................................................................................................................................67Train-the-Trainer Guide.........................................................................................................................................................................69Employee Orientation Workbook (Participant’s Guide).......................................................................................................................70Visual Support: PowerPoint Slides and Overheads...............................................................................................................................72
Prototypes..................................................................................................................................................................................................73Facilitator Guide Sample Pages.............................................................................................................................................................74Participant Workbook Sample Pages.....................................................................................................................................................77Handbook Sample Pages.......................................................................................................................................................................79PowerPoint and Overhead Prototypes...................................................................................................................................................81
Evaluation Strategy....................................................................................................................................................................................85Level 1 Evaluation Surveys of Participants...........................................................................................................................................86Surveys of Facilitators, Supervisors, Administrators and Buddies.......................................................................................................87Group Interviews...................................................................................................................................................................................89
2
IntroductionThis document presents Triad’s detailed design for a global new employee orientation process for ABC Company. The design builds on the high-level design for the process and is based on the findings and recommendations included in the Situation Analysis and Needs Assessment Report that was prepared during the research phase of this project.
This document includes the following: Detailed descriptions of events and activities Detailed descriptions of materials to be developed Prototypes for print-based materials A description of the evaluation strategy for the process
Process Theme
Currently, possible themes for the global new orientation process are under consideration by the project’s global team. The theme, when it is selected, will be used to visually unify documents and online materials.
Design Considerations
Below are the design considerations that have been incorporated into the detailed design: Include the human element Use technology Be creative and engaging Base orientation on a process Be globally consistent Be customizable for groups of varying sizes Maximize the shelf life Modularize events and activities Consider ease of translation Keep information in manageable chunks
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This document, after review and approval by ABC Company, will provide the foundation for developing materials to be used during the global new employee orientation process.
4
Socialization and Induction EventsThis section contains detailed descriptions of events that occur during the global new employee orientation process.
Event OneTiming Event One is to take place on the new employees’ first day on the job.
Purpose The purpose of Event One is to help new employees feel comfortable in their work environment and with their colleagues.
The initial activities of Event One are aimed primarily at presenting new employees with overview information about ABC Company and the affiliate where they have been hired. In addition, the initial activities are designed to make sure that new employees have completed all documents necessary for them to start work.
Other Event One activities are focused on providing new employees with job-specific information.
Goals The goals for Event One are to: Generate enthusiasm among new employees for ABC Company and the work they will be doing at the company Ensure that new employees have completed all documents necessary for them to start work Introduce new employees to key resources and key personnel Provide new employees with overview information about benefits, pay policies and people policies Highlight the importance of the Redbook Provide new employees with information about other key policies and procedures
Objectives At the end of Event One, new employees will feel: Welcomed within their job function Confident they will be able to succeed at ABC Company
At the end of Event One, new employees will be able to: Explain the significance of the Redbook policies Find information on other key procedures that they must follow
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Find their cubicle or workstation Access to the company intranet at their workstation (if applicable) Recognize their supervisor, buddy and other key personnel
Resources Refreshments appropriate to the time of day, location of the event and local customs of the affiliate should be made available one half-hour prior to the scheduled start time of Event One.
New employees should be encouraged to arrive ahead of the scheduled start time to have a few moments to meet informally.
When more than 12 new employees attend the event, affiliates should give the new employees assigned seating with other new hires from their functional area. Tables and chairs should be arranged so that the new employees can form small groups of six to eight participants.
Affiliates with fewer than six new employees attending the event should follow the same schedule, but the activities should be less formal.
Agenda Below is the recommended sequence for the Event One activities. The sequence of activities is recommended to help new employees learn new information by building on previous information. However, all activities are modular and the sequence may be modified to meet affiliate needs.
Welcome Facilitator and Presenter Introductions New Employee Introductions Employee Orientation Workbook Overview Sidney Taurel Welcoming Video Welcome Packet Review Question and Answer Session
Induction Document Completion Policies and Procedures Overview Redbook Review Benefits Overview
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Tour Meal Break Job Support
Work Area Overview Intranet Overview Meet Administrative Support
Setting Expectations Meeting The Supervisor
• Welcome & Introductions• Function’s Purpose• Performance Management• Schedule Future Meetings• Work Assignment• Final Questions
Personal Time
The following pages contain detailed descriptions of the above activities.
7
Introduction to Welcoming Activities
As appropriate and where possible, Event One should include displays that allow new employees to find out about the organization on their own. These include the following:
A continuously looped multimedia slide show or videotape that shows ABC Company people, places and products Television advertisements for ABC Company products on a continuously looped tape Displays of products and print ads throughout the room
The products and print ads should be on display throughout the event. The “people, places and products” multimedia show and advertisements should be running prior to the start time and during any breaks.
Short breaks should be taken as needed throughout the day.
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Activity: Facilitator and Presenter Introductions
Item Detail
Activity Purpose: To introduce the facilitator and presenters, discuss the agenda, and confirm the purpose of the day’s activities
Participant Objective: To be able to explain the purpose of Event One
Output Related To Program Goals And Objectives:
To generate enthusiasm among new employees by showing how Event One activities will help them learn quickly and perform effectively
To provide a roadmap of subsequent events
Overview of Content: The Event One facilitator introduces herself or himself and the other presenters. The facilitator briefly explains the activities on the agenda and the goals and objectives for the session.
Delivery Mode: Presentation
Facility Requirements: A room sufficient for the size of the orientation class. Participants should have a chair, sufficient space for their materials, and a writing surface.
Duration: 10 minutes
Resources: May require a public address system in some locations
Equipment to display PowerPoint presentations
PowerPoint presentation that includes the following information: The Event One agenda Goals and objectives for the day Names, titles and other appropriate information of all live presenters
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Activity: New Employee Introductions
Item Detail
Activity Purpose: To allow new employees to become acquainted with each other
Participant Objective: To be able to recognize other new employees during their first few days at work
Output Related To Program Goals And Objectives:
To generate enthusiasm among new employees by introducing them to other new employees
Overview of Content: Provided by the participants during the activity
Delivery Mode: Small Group Discussion
The facilitator instructs the new employees to form groups of six to eight, and then to introduce themselves within their small groups by providing the following:
Their full name Their preference for how they wished to be addressed Their position and function An interesting fact about themselves, such as an unusual interest or skill that they have
Facility Requirements: No new requirements
Duration: 15 to 20 minutes
Resources: No new resources
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Activity: Employee Orientation Workbook Overview
Item Detail
Activity Purpose: To provide new employees with an overview of the Employee Orientation Workbook and how they will use it throughout the process
Participant Objective: To be able to explain that orientation is a process
To be able to explain that their Employee Orientation Workbook is their guide to the process
Output Related To Program Goals And Objectives:
Provide new employees with a “roadmap” to future events
Overview of Content: The Orientation Process
The Employee Orientation Workbook
Delivery Mode: Presentation
The facilitator briefly discusses the workbook and explains how it will be used in the process. The facilitator points out that there are a number of places in the workbook where the new employees are expected to record information that is supplied during orientation activities. The facilitator needs to make clear that recording the information has a clear purpose: to help them remember important information presented during the activities.
Facility Requirements: No new requirements
Duration: 10 to 15 minutes
Resources: Employee Orientation Workbooks
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Activity: Sidney Taurel Welcoming Video
Item Detail
Activity Purpose: To introduce new employees to ABC Company’s chief executive officer
To present information about ABC Company’s vision, mission and values
Participant Objective: To recognize the core values of ABC Company when shown them
Output Related To Program Goals And Objectives:
To generate enthusiasm among new employees for ABC Company and the work they will do
To provide new employees with confidence that they have made the right choice
To provide new employees with information about ABC Company’s vision, mission and values
Overview of Content: A current video (although possibly edited to make it shorter) in which Sidney Taurel and others welcome new employees and discuss the ABC Company culture and ABC Company’s vision, mission and values
Delivery Mode: Presentation, video and workbook activity
The facilitator introduces the video. After the video has played, the facilitator instructs participants to complete the appropriate sections of their workbooks.
Facility Requirements: No new requirements
Duration: 10 to 12 minutes
Resources: Hardware appropriate to play the video
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Activity: Welcome Packet Review
Item Detail
Activity Purpose: To review contents in the new employees’ Welcome Packet
Participant Objective: To be able to explain the importance of information included in the Welcome Packet
Output Related To Program Goals And Objectives:
To review information included in the Welcome Packet
Overview of Content: A listing of global and local information included in the Welcome Packet Welcome Letters Event One Instructions ABC Company’s Vision, Mission And Value Benefits Policies And Procedures Redbook Information ABC Company’s History Other information to be determined
Delivery Mode: Presentation
Either the event facilitator or the HR Department representative discusses the information in the Welcome Packet.
Facility Requirements: No new requirements
Duration: 20 to 30 minutes
Resources: Welcome Packets
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Activity: Question and Answer Session
Item Detail
Activity Purpose: To answer any questions participants have about Event One activities, both those just completed and those to come during the rest of the day
Participant Objective: N/A
Output Related To Program Goals And Objectives:
To answer new employee questions about ABC Company
Overview of Content: Supplied by participants and facilitator
Delivery Mode: Question and Answer
The facilitator asks new employees what questions they have about information presented so far or the rest of the activities on the agenda.
Facility Requirements: No new requirements
Duration: 10 to 15 minutes
Resources: No new resources
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Introduction To Induction Activities
After the welcoming activities have been completed, new employees will complete the documents necessary for them to work.
NOTE: Even if the full Event One activities cannot be scheduled for on the new employees’ first day, there are certain documents that, for legal reasons, must be completed on the new employees’ first day. Those documents will be identified by the affiliate’s Human Resource Department, which will be responsible for ensuring their completion.
It is likely that a representative from the Human Resources Department will deliver most of these presentations.
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Activity: Document Completion
Item Detail
Activity Purpose: To ensure that new employees have completed all documents required by law or company policy
Participant Objective: To complete all documents needed to comply with laws and company policy
Output Related To Program Goals And Objectives:
To ensure that new employees have completed all documents required by law or company policy
Overview of Content: To be determined
Delivery Mode: Presentation and Large Group Activity
A representative from the Human Resources (HR) Department leads the group through this activity, taking them step-by-step through the documents and allowing time for employees to complete the documents.
For very large groups, other representatives from HR should be available during the session to help the new employees complete the documents.
Facility Requirements: No new requirements
Duration: To be determined
Resources: Sufficient copies of all required documents for all new employees
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Activity: Policies and Procedures Overview
Item Detail
Activity Purpose: To acquaint new employees with resources they can use to learn about work-related policies and procedures such as Asset Protection, dress codes, pay periods and office hours
Participant Objective: To be able to list resources new employees can use to learn about benefits and work-related policies
Output Related To Program Goals And Objectives:
Communicate critical policies
Overview of Content: A list of resources employees can use to learn about policies such as: Employee’s Handbooks Intranet Sites
A list of policies and procedures that are important for new employees to know about on the first day such as:
Asset Protection Work Hours Pay Periods Dress Codes Work Site Policies Regarding Eating And Drinking
Delivery Mode: Presentation and Large Group Activity
The facilitator presents information both about the important policies new employees are to follow and resources they can use to review those policies and procedures.
To help them recall those policies and resources, new employees are to write information about the resources in appropriate pages in their workbook.
Facility Requirements: No new requirements
Duration: 15 to 20 minutes
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Activity: Redbook Review
Item Detail
Activity Purpose: To review policies in the ABC Company Redbook and highlight their importance
Participant Objective: To be able to explain the consequences of violating Redbook policies
Output Related To Program Goals And Objectives:
Redbook information
Overview of Content: The policies in the Redbook
Delivery Mode: Presentation and Small Group Activity
The facilitator makes a brief presentation on The Redbook and its importance.
The facilitator then instructs the participants to read and discuss the Redbook in their small groups. The instructions are to have each member select a different policy from among those in the Redbook. Then the participants read their selections silently at the same time. Finally, each makes a one-minute presentation to the group.
The purpose of this activity is to have the new employees interactively learn about Redbook policies. However, there may be more policies in the Redbook than there are people in the small group. Facilitators may choose to resolve this in one of two ways:
Instruct the new employees to continue until all the policies have been covered Explain that the activity is meant to acquaint new employees with some of the policies and that they are expected to review the entire Redbook on their own
Facility Requirements: No new requirements
Duration: 15 to 20 minutes
Resources: Redbooks for all participants
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Activity: Benefits Overview
Item Detail
Activity Purpose: To identify resources new employees can use to learn more about benefits
To review important benefits that ABC Company employees receive
Participant Objective: To identify resources new employees can use to learn more about benefits
To describe key benefits they receive as ABC Company employees
Output Related To Program Goals And Objectives:
Benefits information
Overview of Content: To identify resources employees can use to learn more about benefits. Possible resources include: Employee handbooks Sites on THE COMPANY INTRANET Contacts in the Human Resources Department (if appropriate)
To review important ABC Company benefits such as: Health Plans Holiday and Vacation Plans Retirement Plans Savings Plans Educational Assistance Plans
Because both the resources available and the details of the specific benefits will vary from affiliate to affiliate, the exact content is yet to be determined.
Delivery Mode: Presentation and Large Group Activity with Optional Small Group ActivityThe presenter will describe the resources and benefits and then instruct the new employees to complete the appropriate section of their workbooks. As an option, the presenter may instruct the new employees to discuss the benefits in their small groups. For example, members could select the benefit most important to them and explain why in 30 seconds or
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Item Detailless.
Facility Requirements: No new requirements
Duration: 15 to 20 minutes
Resources: No new resources
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Introduction to Tour and Meal Break
The last structured initial activity is the tour of the buildings and grounds. Local affiliates may have a video, slide show or other visual presentation they may choose to use to supplement the actual tour. Using or developing these supplemental presentations will be decisions made by local affiliates.
The meal break both ends the initial activities and provides a transition into remaining activities on the Event One agenda.
One of the responsibilities of Buddies is to accompany new employees on their first-day meal break, which is scheduled to take place at the end of the tour. Depending on the needs of the local affiliate, Buddies could meet with new employees before or after the tour. Local affiliates will make this decision.
In addition to providing time for Buddies and new employees to get to know one another, the meal break may also be an opportunity for Buddies to introduce new employees to their colleagues or take them on a brief tour of the area around their workstation.
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Activity: Tour
Item Detail
Activity Purpose: To provide new employees with an overview of buildings and grounds
Participant Objective: To be able to locate maps and other resources available that provide information about the facilities
Output Related To Program Goals And Objectives:
Provide physical context for the work performed at the affiliate and within the new employees’ functional areas
Help make new employees feel welcome
Overview of Content: To be determined by the local affiliate
Delivery Mode: Presentation and Tour
Buddies may have a role in this activity. Some affiliates may decide to have Buddies accompany the new employees on the tour; some may decide to have Buddies conduct the tours; and some may decide not to include Buddies at all.
Facility Requirements: No new requirements
Duration: To be determined by the local affiliate
Resources: Maps and lists of resources available that help new employees learn about buildings and grounds and other local resources as appropriate
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Introduction To Job Support Activities
The remainder of Event One activities, as mentioned previously, are job-related. The first of these activities provide new employees with information about their specific work area and ensure that they have received all necessary equipment and items such as identification badges.
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Activity: Work Area Overview
Item Detail
Activity Purpose: To provide new employees with information about their specific work area
Participant Objective: To be able to find their work area
Output Related To Program Goals And Objectives:
Provide a physical context for new employees specific job
Help make new employees feel welcome
Overview of Content: To be determined by the local affiliate
[NOTE: Work areas should be completely set up and available to new employees as they arrive.
If it is appropriate, the local affiliates may decide to decorate workstations and provide small personal gifts for the new employees.
Delivery Mode: One-to-One Discussion
Buddies will show new employees their work area and discuss work-related activities, policies or procedures.
Facility Requirements: Whatever is needed at the employees’ workstations
Duration: To be determined by the local affiliate
Resources: Whatever is needed at the employees’ workstations
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Activity: Intranet Overview
Item Detail
Activity Purpose: To show new employees information that is available to them online, starting with the company intranet
Participant Objective: To be able to access the company intranet page and explore the company intranet, starting from that site
Output Related To Program Goals And Objectives:
Identify the company intranet as a resource
Provide relevant information about the ABC Company organization available from the company intranet, such as vision, mission, values, history, objectives and organizational structure
[NOTE: Currently (and in the future) this content is likely to be dynamic and changing.]
Overview of Content: Content available to new employees from their own the company intranet home page
Delivery Mode: One-to-one discussion between Buddies and new employees
Facility Requirements: The new employees’ work sites or other areas where they will be able to use a computer to access the intranet
Duration: 30 minutes
Resources: A computer with access to the intranet
Identification needed to log on to the company intranet
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Activity: Meet Administrative Support
Item Detail
Activity Purpose: To ensure that new employees have received or will be able to receive all equipment and other items needed for them to begin work
Participant Objective: To be able to recognize who they can contact for administrative support
To be able to recognize equipment and other items new employees need to start work
Output Related To Program Goals And Objectives:
Provide local context for work
Make new employees feel welcomed
Help new employees feel confident they have made the right choice
Overview of Content: Documents required and procedures to follow when new employees request supplies, equipment and items such as identification badges
Names, titles, locations and telephone numbers of people to contact
Delivery Mode: One-to-One Discussion or Small Group Discussion
The person responsible for taking care of the job-specific administrative details for new hires will lead this discussion. Groups should not exceed ten new employees. If in the very large affiliates there are more than ten new hires involved, this group should be divided into two or more smaller groups. In those cases, options for the presentation include the following:
Having them run concurrently using a second administrator
Having one group meet with the administrator while the other group meets with their Buddies
Instructions regarding the information to be covered during this discussion will be included in the administrator’s handbook and the Employee Orientation Workbook. Specific details will vary.
Facility Requirements: To be determined by local affiliates
Duration: To be determined by local affiliates
Resources: To be determined by local affiliates
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Introduction To Setting Expectations Activities
The final structured activity of the day is the meeting with the supervisor. In many ways, this is the most important activity of the day because of the important role the supervisor has in the orientation process and in the long-term development and retention of high-quality employees.
Realistic expectations and accurate feedback help new employees achieve near-term success and long-term development—and these are both important factors in employee retention.
If at all possible, supervisors should try to find time to greet new employees at the start of the day.
Supervisors need to do everything possible to make their initial meetings with new employees positive and pleasant. They must set aside sufficient time for the meetings to ensure that these sessions can be informal and enjoyable.
After meeting with their supervisor, the rest of the day is available as personal time for the new employees. Buddies, supervisors and administrators should make it clear that they are available to answer questions, but employees should be encouraged to spend time reflecting on their day, reviewing what they have learned, and exploring on their own.
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Activity: Meeting The Supervisor
Item Detail
Activity Purpose: To allow new employees to become acquainted with their supervisor
To allow supervisors to assign meaningful work in those cases where it is appropriate
To provide information about function- and job-specific policies and procedures
Participant Objective: To be able to recognize their supervisor
To be able to explain the purpose of the function
To be able to recognize important policies and procedures
To be able to explain that Performance Management is the developmental process used at ABC Company
Output Related To Program Goals And Objectives:
To meet and establish relationships with key personnel
To provide context for work
To communicate important policies and procedures
To provide information about performance management
Overview of Content: Following is a suggested sequence of activities and content for this meeting: Welcome and Introductions Function’s role and purpose within ABC Company Important job-related policies and procedures Performance Management Overview Future meetings Meaningful work assignment Final questions
Delivery Mode: Small Group Discussions or One-to-One Discussions
Supervisors lead the meeting. There is much to cover, and it is not the purpose of this meeting to make
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Item Detail
sure that new employees recall all of it, but that they know what resources are available so they can review the information. As in other activities, the new employees are to write this information in their workbooks.
During the meeting, supervisors are to provide plenty of opportunity for new employees to ask questions, and in the final activity specifically open the discussion to any questions new employees have.
Facility Requirements: Depends on requirements of new employees
Duration: 90 minutes
Resources: Supervisor’s Handbook and Checklist
Employee Orientation Workbooks
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Conclusion
Event One will NOT provide all employees with enough information and resources for them to begin work. Many will need additional training on equipment, products, procedures and processes. But Event One will provide new employees with a solid foundation for doing their work—and for learning more about the ABC Company global organization as they continue with the orientation process.
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Intranet-Enabled Self-Study ComponentAn important feature of the New Employee Orientation Process is a self-study component that will make extensive use of resources available through the ABC Company intranet. In addition, the high-level design calls for the development of an orientation home page on the ABC Company intranet that will be a key resource for new employees.
However, there are a number of unresolved issues that will affect the design of this component and the interface to the employee orientation home page.
The most important of these unresolved issues is the relationship between the global new employee orientation project and the Global Business Information Project. (GBIP). The GBIP team is in the process of redesigning then company intranet to make information more easily accessible. One part of the project has already been completed: A redesign of the company intranet so that employees can customize a home page that will include links to information such as:
ABC Company History ABC Company Values ABC Company Organizational Objectives The Pharmaceutical Industry
These and other are topics to be covered during the orientation process. At this time, however, the team working on the global new employee orientation has not had the opportunity to look at the work of the Global Business Information Project in order to determine the best way to use that information.
An additional unresolved issue is the development of a theme for the employee orientation process. The following are some suggested themes:
Treasure Map/Scavenger Hunt Train/Travel (passport) Path/Steps to Success Family Tree World Traveler
Because these issues have a significant effect on the design of the both the intranet-enabled self-study component and the employee orientation page design, they need to be resolved before work can proceed in these two areas. These do NOT affect other design work at this time.
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Event TwoTiming It is recommended that Event Two take place one week to one month after the employees’ first day on the job.
However, recognizing that this might not be practical for all affiliates, the program design includes an alternative method for scheduling Event Two. The alternatives are discussed below.
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Purpose The purpose of Event Two is to provide broader and deeper information about ABC Company.
The broader information is related to ABC Company’s history, structure and objectives as well as the pharmaceutical industry and the competitors ABC Company faces. It presents deeper information about ABC Company products, important policies and procedures and the ABC Company’s “real” corporate culture.
As mentioned, there are two possible formats for Event Two.
The first (recommended) format is to include an interval of one week to one month between Event One and Event Two. During this time, new employees would follow a self-study program to learn about the following topics:
ABC Company history ABC Company’s vision, mission and values ABC Company’s global organizational structure ABC Company’s global goals and objectives The drug discovery process The pharmaceutical industry ABC Company products ABC Company’s global competitors
Currently, information on all these topics is (or is expected to be) available on the company intranet, which would allow the self-study component to use the intranet as the primary resource for presentations. The self-study instructions can be delivered over the intranet as well, or as a paper-based course included in the Employee Orientation Workbook.
The advantage of the using the intranet, of course, is that it allows for changes in either content or the instructional material to be “delivered” easily and quickly.
The alternative format is to present information on these topics during Event Two. Wherever possible, these presentations will also use information available on the intranet as a resource.
For affiliates that use the self-study format, Event Two will require approximately one half-day. For affiliates that choose to present the information in the self-study course, Event Two will be a full-day event.
The topics included in the self-study course are focused on providing new employees with global information about ABC Company.
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Most of the other Event Two activities are designed to provide new employees with deeper information about their local affiliate. Possibly the most important of these is a panel presentation and discussion that explores the “real” ABC Company culture. The purpose of this activity is to motivate new employees to attend Day Two by providing a forum that will answer two common, important questions new employees in all organizations have:
How do things really work around here? How do I get ahead in this organization?
Goals The goals for Event Two are to: Continue to build enthusiasm among new employees for ABC Company and the work they will be doing at the company Reinforce the importance of the Redbook policies Provide global information about ABC Company Provide more in-depth information about the local affiliate Explore the ABC Company corporate culture
Objectives At the end of Event Two, new employees will feel: Confident they will be able to succeed at ABC Company
At the end of Event Two, new employees will be able to: Describe specific violations of Redbook policies that could lead to dismissal Explain, at a high level, ABC Company’s global structure Explain how their role and function fits into ABC Company’s global structure Find information about ABC Company on the intranet Explain important elements in the ABC Company corporate culture Identify ABC Company’s products Identify ABC Company’s competitors Describe the drug discovery process Explain the significance of the drug discovery process
Resources As with Event One, refreshments appropriate to the time of day, location of the event and local customs of the ABC Company affiliate should be available one half-hour prior to the scheduled start time of the first activity of Event
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Two.
New employees and other attendees should be encouraged to arrive ahead of the scheduled start time to have a few moments to meet other new employees and attendees informally.
In large affiliates where the new employees have followed the self-study component and there is an interval between Event One and Event Two, affiliates may recommend that new employees sit with other new employees from different job areas. This will help increase the breadth of their knowledge about ABC Company.
NOTE: Because it is often the case that new employees receive current information during orientation, affiliates may choose to open the orientation process to experienced employees. Information presented during Event Two, either at the event or as part of the self-study course, may be valuable to experienced employees.
The recommendation is to inform experienced employees of the events or the self-study course and allow them to make decide whether to attend or follow the course.
Agendas Following are two Event Two agendas.
Agenda 1 is the recommended sequence for Event Two activities when new employees have followed the self-study course.
Agenda 2 is the recommended sequence for Event Two activities when affiliates are presenting the information.
The sequences of activities in Agenda 1 and Agenda 2 are recommended to help new employees learn information by building on previous information. However, all activities are modular and the sequence may be modified to meet affiliate needs.
Agenda 1 Welcome Presenter Introductions New Employee Introductions
Global ABC Company Information ABC Company History Video Interactive Presentations On Redbook Violations Summary Game Regarding Global ABC Company Information ABC Company Affiliate Information Local Organizational Structure
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Local ABC Company Competitors Personal Development And Corporate Culture
Guest Speakers on Personal Development Tools Panel Discussion Regarding Corporate Culture
Agenda 2 Welcome Presenter Introductions New Employee Introductions
Global ABC Company Information ABC Company History Video ABC Company’s Vision, Mission And Values ABC Company’s Global Organizational Structure ABC Company’s Global Goals And Objectives The Drug Discovery Process The Pharmaceutical Industry ABC Company Products ABC Company’s Global Competitors Interactive Presentations On Redbook Violations And Asset Protection Policies Summary Game Regarding Global ABC Company Information
ABC Company Affiliate Information Local Organizational Structure Local ABC Company Competitors
Personal Development And Corporate Culture Career and Personal Development Resources Panel Discussion Regarding Corporate Culture
The following pages contain detailed descriptions of the above activities.
37
Introduction to Welcoming Activities
As at Event One, there should be displays that allow new employees to find out about the organization on their own. These include the following:
A continuously looped multimedia slide show or videotape that shows ABC Company people, places and products Television advertisements for ABC Company products on a continuously looped tape Displays of products and print ads throughout the room
The products and print ads should be on display throughout the event. The “people, places and products” multimedia show and advertisements should be running prior to the start time and during any breaks.
Short breaks should be taken as needed throughout the day.
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Activity: Facilitator and Presenter Introductions
Item Detail
Activity Purpose: To introduce facilitators and presenters, discuss the agenda, and confirm the purpose of the day’s activities
Participant Objective: To be able to explain the purpose of Event Two
Output Related To Program Goals And Objectives:
To generate enthusiasm among new employees by showing how Event Two activities will help them learn quickly and perform effectively
To provide a roadmap of subsequent events
Overview of Content: The Event Two facilitator introduces herself or himself and the other presenters. The facilitator briefly explains the activities on the agenda and the goals and objectives for the session.
Delivery Mode: Presentation
Facility Requirements: A room sufficient for the size of the orientation class. Participants should have a chair, sufficient space for their materials, and a writing surface.
Duration: 10 minutes
Resources: May require a public address system in some locations
PowerPoint presentation that includes the following information: The Event Two Agenda Goals and Objectives Names, titles and other appropriate information of all presenters
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Activity: New Employee Introductions
Item Detail
Activity Purpose: To allow new employees to become acquainted with each other
Participant Objective: To be able to recognize other new employees from outside their immediate work area
Output Related To Program Goals And Objectives:
To generate enthusiasm among new employees by introducing them to other new employees
Overview of Content: Provided by participants during the activity
Delivery Mode: Small Group Activity
The facilitator instructs the new employees to introduce themselves within their small groups, by asking them to provide the following:
Their name How they wish to be addressed Their job and function Four “facts” about themselves, one of which is false. Others in their small group then try to guess
which of the “facts” is not true.
Facility Requirements: No new requirements
Duration: 20 to 30 minutes
Resources: No new resources
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Introduction to Global ABC Company Information
There are two formats for new employees to learn most of this information: a self-study component ahead of Event Two or presentations during Event Two.
As mentioned, there are several issues that need to be resolved before a detailed design of the self-study course can be completed.
For affiliates that use presentations to cover the information, the activities essentially follow the same format. The Event Facilitator (or another person if appropriate) will make a presentation using visual support from a video, a PowerPoint presentation, an overhead transparency, or through the intranet, depending on what is available. The facilitator will instruct the new employees to write important information in their workbooks.
The Event Two design in this document includes a detailed description of only one of these presentation activities: The ABC Company History Video.
In addition, this document includes detailed descriptions of the following two activities for the affiliates that use the self-study course and for the affiliates that use presentations for the topics:
Interactive Presentations On Redbook Violations Summary Game Regarding Global ABC Company Information
For those affiliates that use the presentation format, Event Two will require that a meal break be scheduled during the session. A “natural break” that occurs between the global ABC Company information and the local affiliate information may be an appropriate time to schedule the meal break. However, local affiliates may find that the duration of these events does not favor that timing. Local affiliates will choose when to schedule the meal break as well as other breaks during Event Two.
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Activity: ABC Company History Video
Item Detail
Activity Purpose: To provide information about the history of ABC Company and how the three ABC Company values have been built into the culture by its history
Participant Objective: To be able to describe, generally, the beginnings and development of ABC Company
To be able to explain that ABC Company values have been a part of ABC Company from its earliest days
Output Related To Program Goals And Objectives:
To help new employees maintain enthusiasm and avoid having “second thoughts” about their decision to join the company
To reinforce ABC Company’s vision, mission and values
Overview of Content: The history of ABC Company, using the current video as the basis but reducing the length and sequencing the content to reinforce the formation of values
Delivery Mode: Presentation and video
At the start of the presentation, the facilitator reminds the new employees to record information in their workbooks.
After the video has been shown, the presenter should, if possible, relate a personal story about the effect that ABC Company’s history, mission, vision and values have had on his or her career.
Facility Requirements: No new requirements
Duration: 15 to 20 minutes
Resources: Equipment needed to play and display the video, depending on the format provided
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Activity: Interactive Presentations on Redbook Violations and Asset Protection Policies
Item Detail
Activity Purpose: To reinforce the importance of the Redbook, including Asset Protection policies
Participant Objective: To be able to explain the importance of the Redbook policies
To recognize some specific policy violations that could lead to dismissal
Output Related To Program Goals And Objectives:
Reinforce the importance of the Redbook policies
Overview of Content: The most important points about the Redbook policies
Delivery Mode: Vignettes with Small Group Discussion
In this activity, new employees learn “true-to-life” vignettes regarding these policies and then discuss the vignettes and the policies.
Local affiliates have two options regarding presentation and discussion formats.
Option One: Have the new employees role play the vignettes.
In this option, new employees role-play a character in a specified setting. The events are not scripted, but the characters are described and provided with certain behavioral “rules” that the “actors” will follow.
Option Two: The facilitator reads the vignettes and describes the actions of the various characters.
In both options, new employees are to discuss the vignettes among themselves, answering specified questions such as:
What was the policy violation? Why is the policy in effect? How should the participants have behaved?
To involve as many new employees as possible, these discussions should take place in small groups that have four to six participants.
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Item Detail
Facilitators may also decide to include a large-group debriefing session after the small group discussions.
Facility Requirements: No new requirements
Duration: 40 minutes
Resources: The vignette descriptions
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Activity: Summary Game Regarding ABC Company Global Information
Item Detail
Activity Purpose: To review and reinforce important global information
Participant Objective: To recognize important global information about ABC Company
Output Related To Program Goals And Objectives:
Reinforce information about the global organization
Overview of Content: The global information included in the self-study course and presentations of Event Two
Delivery Mode: Game Format with Teams
The purpose of the game is to inspire some “friendly competition” among new employees while they review important points regarding global information about ABC Company.
The game should follow a format that does NOT require a US-based cultural context. For example, a “Jeopardy” game or “Family Feud” format should NOT be used.
Following is a description of a format that does not seem to depend on a cultural context.
If possible, divide the group into teams with four or fewer members.
Provide all members of each team with the same kind of “noisemaker” such as a whistle or bell. Team members will use the noisemakers to signal that they wish to answer a question.
Keep score based on the number of questions each team answers correctly. Provide a scorekeeper, or allow teams to track their own scores, depending on the judgement of the activity facilitator. Allowing teams to keep their own score may make the competition either more intense or more informal.
Questions can be in several formats such as multiple choice, true-or-false or short answer.
As an option, affiliates my award the winners with a prize such as free meal passes for the day. The prize does not necessarily have to have monetary value. Winning teams, for example, may be allowed to leave first on all subsequent breaks.
Facility Requirements: No new requirements
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Item Detail
Duration: 40 minutes
Resources: Enough noise makers for each team
A scorekeeping tool such as a flipchart
Appropriate equipment (such as computer and projector or a flipchart) to show the questions to the group
A game moderator
A scorekeeper
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Introduction to ABC Company Affiliate Information
Initial Event Two activities are about ABC Company’s global organization. After those are the following two activities that are focused on providing new employees with deeper information about their local affiliate:
Local Organization Structure Local ABC Company Competitors
The duration of these activities depends on the requirements of the local affiliates.
Introduction to Personal Development and Corporate Culture
The final activities of Event Two provide new employees with information that will help them succeed at ABC Company: Personal and Career Development The “Real” ABC Company Culture
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Activity: Local Organization Structure
Item Detail
Activity Purpose: To provide more information about the local affiliate and to explain how it fits into the larger global structure of ABC Company
Participant Objective: To be able to explain how their role and their affiliate fit into the global ABC Company structure
Output Related To Program Goals And Objectives:
To provide context for new employees both locally and globally
Overview of Content: Local organizational structure and how it interfaces with global ABC Company
Delivery Mode: Presentation
The presentation needs to be short to keep the attention of the new employees. As with other activities, new employees should be instructed to record important information in their Employee Orientation Workbook.
Facility Requirements: No new requirements
Duration: 10 to 12 minutes
Resources: Equipment necessary to display appropriate visual support. This could be a computer with monitor to display PowerPoint slides and information available on the intranet or an overhead projector.
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Activity: Local ABC Company Competitors
Item Detail
Activity Purpose: To provide new employees with information about competition ABC Company faces in their region of the world
Participant Objective: To be able to recognize the names of local competitors and some of their products
Output Related To Program Goals And Objectives:
To recognize competitors and understand the competitive environment
Overview of Content: Names of local competitors, their products and their marketshare
Delivery Mode: Presentation
The presentation needs to be short to keep the attention of the new employees. As with other activities, new employees should be instructed to record important information in their Employee Orientation Workbook.
Facility Requirements: No new requirements
Duration: 10 to 12 minutes
Resources: No new resources
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Activity: Career And Personal Development Resources
Item Detail
Activity Purpose: To provide new employees with information about career development and ABC Company’s Performance Management system
Participant Objective: To be able to explain how career development and Performance Management are used at ABC Company
Output Related To Program Goals And Objectives:
To help new employees maintain enthusiasm and help prevent then from having “second thoughts” about working at ABC Company
To introduce Performance Management tools and career development concepts
Overview of Content: Performance Management and career development at ABC Company
Delivery Mode: Presentation
The purpose of this presentation is to provide new employees with an overview of the Performance Management and to generate excitement about using the process. There will not be enough time to present details.
The presenter needs to be able to summarize Performance Management, explain its use and value at ABC Company, and provide some information about the results.
The presenter should inform the new employees of resources and training available that they can use to get complete information on Performance management and career development at ABC Company.
Facility Requirements: No new requirements
Duration: 10 to 15 minutes
Resources: No new resources
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Activity: Panel Discussion On Corporate Culture
Item Detail
Activity Purpose: To provide new employees with “insider” information about ABC Company’s “real” corporate culture
Participant Objective: To be able to recognize actions that are aligned with ABC Company’s “real” corporate culture
Output Related To Program Goals And Objectives:
Answer employee questions about how to get along and how to succeed at ABC Company
Overview of Content: A common and important question new employees in any organization have is “What does it really take to succeed here.” Put another way, employees are often confused by actions that correspond to the “real” culture but do not match the “espoused” culture.
The hope is that this event will expose new employees to the “real” culture sooner and make it clearer than the conventional “trial and error” method. However, this is and will continue to be a sensitive issue and a difficult topic to address.
Delivery Mode: Panel discussion.
Between three and five employees with between six and 18 months experience will make a panel of experts. To generate discussion, the facilitator will ask each to respond to a series of questions such as:
How did you gain acceptance at ABC Company? What’s more important: what you know or who you know? What did you find the most difficult thing to adjust to in ABC Company culture?
Facility Requirements: No new requirements
Duration: One hour
Resources: No new resources
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Conclusion
By the end of Events One and Two, new employees should have a fairly clear picture of their own job, their affiliates role, the ABC Company global environment, and how they fit in.
Additionally, even if they do not know all the policies and procedures, they have a grasp of the important ones and know what resources to consult to learn more. Their own on-the-job experience will also fill in many of the remaining gaps.
Event Three and the ongoing social and networking events are designed to continue to supply new and experienced employees with information about ABC Company.
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Event ThreeTiming Event Three is to take place approximately three months after the new employees’ first day on the job.
Purpose The purpose of Event Three is to provide new employees with a deeper understanding of ABC Company benefits, policies and procedures and culture and to allow new employees and senior management to meet and interact.
Goals The goals for Event Three are to: Provide the employees with a deeper understanding of the drug discovery process Answer any remaining questions about orientation information such as benefits, policies and procedures, and
ABC Company corporate culture
Objectives At the end of Event Three, new employees will feel: Senior management cares about their success
At the end of Event Three, new employees will be able to: Discuss the drug discovery process Explain how all the jobs and functions in ABC Company have a role in the drug discovery process Find resources to answer any questions about benefits, policies and procedures Explain key elements of ABC Company’s corporate culture
Resources As with Event One and Event Two, refreshments appropriate to the time of day, location of the event and local customs of the ABC Company affiliate should be available one half-hour prior to the scheduled start time of the first activity of Event Three.
New employees and other attendees are to be encouraged to arrive ahead of the scheduled start time to have a few moments to meet other new employees and attendees informally
The activities for Event Three include: A “question and answer” discussion with senior management A learning map presentation to illustrate how different roles affect the drug discovery process Round table discussions on selected topics
The format for Event Three allows the new employees to control some of the content.
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Discussion topics would be determined by surveying the new employees in advance of the event. Topics selected by a large number of employees would be included as small-group discussion topics. These discussion topics might include benefits, performance management or career development.
Event Three may also address information that is valuable to more experienced employees. Again, the recommendation is to inform them of the event and the topics and let them choose to attend if they wish.
Agenda Below is a list with a recommended sequence for Event Three activities. Welcome
Facilitator and Presenter Introductions New Employee Introductions
Senior Management Discussion Drug Discovery Learning Map Activity Roundtable Discussions
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Introduction to Event Three
Following introductions, the next Event Three activity is a question and answer session with a representative of senior management.
This senior manager should be the highest level manager involved with the new employees. For example, a department head may be the proper choice for a research team, while a plant manager may be the proper choice for both equipment operators and quality control scientists.
Affiliates where groups at Event Three have different senior managers have two presentation options for this activity.
Option One: Sessions can run simultaneously, with each group meeting with an appropriate senior manager.
Option Two: The activity can be a panel discussion with several senior management representatives interacting with all the employees attending the event.
In either option, senior management may ask questions of the group.
The duration of Event Three is dependent on the roundtable discussions. The discussion sessions are scheduled concurrently and employees choose the sessions they wish to attend, based on their needs and interests. Discussions are to be led by someone knowledgeable in the discussion topic. Each discussion lasts for about 55 minutes and then the employees move to a new discussion group. All employees are to be able to attend each topic if they choose to do so. That means that if there are five discussion topics, then the discussion activities will require five hours — approximately 55 minutes for each topic with 5 minutes between each session.
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Activity: Facilitator and Presenter Introductions
Item Detail
Activity Purpose: To introduce presenters, discuss the agenda, and confirm the purpose of the day’s activities
Participant Objective: To be able to explain the purpose of Event Three
Output Related To Program Goals And Objectives:
N/A
Overview of Content: The Event Three facilitator introduces herself or himself and the other presenters. The facilitator briefly explains the activities on the agenda and the goals and objectives for the day.
Delivery Mode: Presentation
Facility Requirements: A room sufficient for the size of the orientation class. Participants should have a chair, sufficient space for their materials, and a writing surface.
Duration: 10 minutes
Resources: May require a public address system in some locations
PowerPoint presentation that includes the following information: The event one agenda Goals and objectives for the day Names, titles and other appropriate information of all live presenters
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Activity: New Employee Introductions
Item Detail
Activity Purpose: To allow new employees to become acquainted with each other
Participant Objective: To be able to recognize employees they had not met previously
Output Related To Program Goals And Objectives:
To generate enthusiasm among new employees by introducing them to other new employees
Output Related To Core Content:
N/A
Overview of Content: Provided by the participants during the activity
Delivery Mode: Large Group Activity
This is designed to be an informal activity that allows new employees to greet one another but that does not require much time.
The facilitator instructs the new employees to introduce themselves to two people they do not know from among the people who are seated around them.
Facility Requirements: No new requirements
Duration: 5 to 7 minutes
Resources: No new resources
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Activity: Senior Management Discussion
Item Detail
Activity Purpose: To provide an opportunity for new employees and senior management to interact
Participant Objective: N/A
Output Related To Program Goals And Objectives:
N/A
Overview of Content: Provided by the discussion
Delivery Mode: Moderated DiscussionThe purpose of this event is for new employees to learn more about ABC Company and for employees and senior management to get to know one another. It is not meant as forum for airing complaints.That may mean that the event facilitators will have to monitor the discussion closely. Before opening the discussion, the facilitators should clarify some “ground rules.” These should be clearly posted as well so that the facilitators can physically point to them if they need to redirect the discussion.
Facilitators may open the discussion by asking senior management to answer a “frequently asked question” developed from the discussion topics survey.
Facility Requirements: No new requirements
Duration: 45 to 60 minutes, depending on the size of the audience
Resources: Computer with projector or overhead projector
Flip charts
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Activity: Drug Discovery Learning Map
Item Detail
Activity Purpose: To provide new employees with a deep understanding of the drug discovery process and its significance
Participant Objective: To be able to describe the drug discovery process and explain its significance
Output Related To Program Goals And Objectives:
To provide greater understanding of the drug discovery process
Overview of Content: Elements of the drug discovery process
Delivery Mode: Presentation and Large Group Activity
This activity uses a “learning map” as a visual aid to learning about the drug discovery process. The map (to be developed) includes visual elements that employees associate with key concepts and terms in the process.
The facilitator would discuss the maps and invite the group to discuss the elements and their importance.
As an option for large groups, the presentation could be supplemented at the end by a small group discussion. These discussion could be prompted by questions such as:
Discuss the relationship between your function and the drug discovery process. Identify functions that your function directly impacts.
Facility Requirements: No new requirements
Duration: 50 to 60 minutes
Resources: Learning maps
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Activity: Roundtable Discussions
Item Detail
Activity Purpose: To allow employees the opportunity to learn more about policies and procedures, benefits and other similar topics
Participant Objective: N/A
Output Related To Program Goals And Objectives:
N/A
Overview of Content: To be determined by surveying employees
Delivery Mode: Roundtable Discussions
Discussion sessions run concurrently. Employees choose the sessions they wish to attend, based on their needs and interests. Discussions are led by someone knowledgeable in the topic.
To allow employees to have the opportunity to attend all sessions, each discussion will be held several times.
Facility Requirements: No new requirements
Duration: 55 minutes each
Resources: A sufficient number of tables and chairs
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Conclusion
The structured orientation process ends at Event Three. New employees have been provided with resources, structured interactions and learning opportunities that will allow them to function independently and to contribute meaningfully to ABC Company.
However, learning does not stop with Event Three. The ongoing social events and networking sessions allow both new and experienced employees the opportunity to learn more about their fellow employees, their local affiliate and Eli ABC Company globally.
Ongoing Socials and NetworkingThe ongoing social and networking events should be scheduled to occur once each quarter. At least once a year, there should be a session that includes the new employees’ families. The primary purpose of the social events is to continue to build the bond between employees and the organization. It also allows employees to develop new relationships and acquire new information about ABC Company.
These social events should be opened to all ABC Company employees at the facility.
These events fulfill many purposes, such as: Maintaining enthusiasm among employees Building relationships with peers and colleagues Introducing families and “significant others” to the company Providing opportunities for employees to learn more about the company Demonstrating senior management commitment to individual development Providing a greater understanding of roles and functions
The format for these events will vary. Some could be purely social events, such as providing the new employees with tickets to a concert or sporting event. Others may consist of presentations from other departments during a mealtime meeting. The format for these presentations will also vary. Like the activities in Events One, Two and Three, activities could include presentations, game playing, panel discussions, round table discussions and more.
Additionally, each event may be segmented in some way to appeal to different audiences such as the new university graduates, mid-career employees who have come from other companies, and those with experience at ABC Company but who are new to the particular affiliate.
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Content will vary as well. Like the discussion topics in Event Three, the types of events and presentation topics could be determined by surveying employees.
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Print Deliverables: Handbooks, Checklists and GuidesFollowing are detailed descriptions of print-based documents to be used during ABC Company’s Employee Orientation Process.
The following general guidelines apply to all handbooks. They will use two-column text formatting. Each will contain an overview of the orientation process. Each will contain a detailed description of the role of the handbook’s user. Color will be used sparingly to minimize problems that could be caused by differences in reproduction equipment. Color will not affect clarity and readability of documents to allow for black-and-what reproduction. They will be developed formatted to comply with ABC Company’s “Guidelines for Electronically Distributed Documents.” Graphics will be included only if file sizes remain small. Documents will be formatted with one-third of the page left blank to accommodate changes caused by translation and changes in paper size. The documents will be designed for double-sided printing.
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Welcome PacketDescription/Purpose The Welcome Packet, as the name states, welcomes new employees into the ABC Company organization.
It marks a transition from “recruit” to “employee” and provides a foundation for the process of turning “outsiders” into” insiders.”
In order to make a good impression, the packet should contain important documents, presented in a particular order, with clear instructions about the how to review and use the contents of the Welcome Packet.
Contents Below is an outline of the suggested documents to include in Welcome Packets globally. Local affiliates may also decide to include information that is specifically related to their facilities and region.
The documents are listed in the suggested sequence in which they should be presented to the new employees.
Welcome packet explanation and guidelines
Welcoming information
Letters
Senior management
Immediate supervisor
Contact names and number for the following:
Supervisor
Buddy
Administrative support (if appropriate)
Human resource contacts
A flowchart and brief description of the orientation process
Event One Information
Agenda page with the following:
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Date
Start and end times
Location
Sequence of activities
Event One contact name and number
Maps
Parking directions
Parking pass (if appropriate)
Important Organizational Information
ABC Company informational brochure
Redbook or a description of the Redbook, its purpose and importance
Conduct in the Workplace Policy (customized by local affiliate)
Induction Information
New Employee “Cheat Sheet” (customized by the local affiliate)
Lists of Acceptable Identification Documents (customized by the local affiliate)
Packaging A folder with pockets to hold the documents loosely. As mentioned previously, documents should be inserted in a specific sequence so that they new employee review the material as specific in the Welcome Packet instructions.
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Administrator’s HandbookDescription/Purpose The Administrator’s Handbook will provide guidelines for support personnel who are working with new
employees. It is possible that more than person will be fulfilling the responsibilities of this role.
Each administrator should have his or her own handbook.
Contents Introductory page
Purpose of the handbook
Overview of contents
Orientation process and overview
Simple narrative
Simple flowchart
Detailed description of administrator’s role
Administrator’s checklists
Suggestions for memos and letters as appropriate
Packaging There are three possible formats for packaging these documents. Stapled Spiral-bound Held loosely in a folder
The first two allow administrators to keep the documents together easily. They last one allows them to place the documents in a three-ring binder with other documents they use during the orientation process.
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Supervisor’s HandbookDescription/Purpose The Supervisor’s Handbook will provide guidelines for supervisors and explain the importance of the
role supervisors have in the orientation process.
Contents Introductory page
Purpose of the handbook
Overview of contents
Orientation and role overview
Narratives
Flowcharts
Importance of Supervisor
Tips and Guidelines
Selecting Buddies
Meeting New Employees for the First Time
Checklists
Suggestions for memos and letters as appropriate
Packaging Choices are the same as those for the administrator’s handbook. Stapled Spiral-bound Held loosely in a folder
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Buddy’s HandbookDescription/Purpose Because this is a new role at ABC Company, the Buddy’s Handbook will explain the role and its
importance thoroughly, as well as guide Buddies through the process.
Contents Introductory page
Purpose of the handbook
Overview of contents
Orientation process and overview
Simple narrative
Simple flow chart
Guidelines and tips
Detailed description of Buddy’s role
Tips for helping new employees feel welcomed
Checklists
Packaging Packaging options are to the same as those for the administrator and supervisor handbooks. Stapled Spiral-bound Held loosely in a folder
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Facilitator’s GuidesDescription/Purpose The Facilitator’s Guides will direct Event Facilitators through the process of setting up and running each
event in the orientation process. They will include information at three levels:The processThe eventsThe activities
Contents Introductory page
Purpose
Overview of contents
Orientation process explanation
Facilitator’s role for this event, NOT a general description of facilitation
Event preparation guidelines and checklists
Facilitator Instructions
Event Overviews
Purpose
Objectives/Goals
Estimated Length
Materials needed
Directions for delivering presentations
Directions for facilitating activities
Copies of PowerPoint slides
Packaging The guides for all Events are to be included in a single package, with each event packaged separately.
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Because there are materials such as overheads and handouts that are to be used during the presentations, the guides should be packaged in three-ring binders.
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Train-the-Trainer GuideDescription/Purpose The Train-the-Trainer guide will be used to help prepare the orientation facilitators to deliver the
orientation sessions.
The guide and train-the-trainer session will cover the specific material in the Orientation Process and Events One, Two and Three. They will not cover general principles of facilitation and presentation. An assumption is that those who present the events in the orientation process have either training experience or have received training in facilitation and presentation skills.
The session design moves from the general to the specific. It begins with an overview of orientation and moves to the content of the specific events.
Contents Introductory page
Purpose of the guide
Overview of contents
Purpose of the Orientation Process
Overview of the Orientation Process
Phases
Roles
Events
Materials
Overview of Orientation Facilitation
Preparation
Presentation/Facilitation
Evaluation
Packaging and Printing
The Train-the-Trainers guide may be bound or placed in a three-ring binder.
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Employee Orientation Workbook (Participant’s Guide)Description/Purpose The most important concept regarding The Employee Orientation Workbook is that it is a workbook,
designed to be a personal resource that each new employee will retain and use.
The specific activities are customizable so that the new employees record and retain information that they need. The workbook packaging will allow the employees to add other documents if the so choose.
Contents Introductory page
Purpose of the workbook
Guide to using the workbook
Recording information
Retaining handouts
Personally important information
Orientation Process
Phases
Roles
Events
Employee Checklists
Event specific materials and information
Agenda
Workbook activities
Purpose
Objectives
Directions
Presentation information/key points
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“Fill in the blanks” activity pages
Packaging As a “living document” the Employees workbook will need a large three-ring binder. Additionally, it will include tabs dividing the workbook according by both events and documents. The binder and the main tabs should have pockets.
The purpose of the packaging is to make it easy and convenient for new employees to retain and recover important information about ABC Company, their affiliate and their job.
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Visual Support: PowerPoint Slides and OverheadsDescription/Purpose These will provide visual support for Event Facilitators and others explaining activities or presenting
information at Events One, Two and Three.
Simplicity is the key overall design consideration, both to make these easier to transport and easier to translate.
Selection of a theme for the Employee Orientation Process may affect design of the visual support. If it does not add too much complexity, the theme may be used to add visual appeal to the slides.
Contents Contents will be key points for the activities and presentations.
Packaging These will be available in electronic or hard-copy (transparency) format.
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PrototypesThis section of the design document contains sample pages representing the deliverables listed below. These are based on preliminary feedback from the detailed design meeting and will be further defined as the project moves into the development phase.
Facilitator Guides Participant Workbook Handbooks PowerPoint Slides/Overheads
Because handbooks for Supervisors, Administrators and Buddies will have the same format, the sample pages included represent all of them.
Each print prototype shows the page layout, headings, and fonts that will be used. Unique to the Facilitator Guide is the use of icons. These icons provide cues to the instructor for delivering the presentation. The Facilitator Guide sample pages show the icons that will be used in this guide.
The PowerPoint prototype shows the master layout, placement of key elements, and the fonts that will be used.
The purpose of the prototypes is to show the format of each document, not the content that will be included. For that reason, the prototypes are primarily free of content.
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Event # Facilitator Guide
Facilitator Guide Sample PagesActivity: TitlePurpose To introduce presenters and review the agenda
Time xx minutes
Participant Objectives
Learn the session objectives.
Learn the agenda of the session.
Ask preliminary questions.
Instructions
Begin your introduction with an enthusiastic welcome.
#1: Welcome
Welcome participants to the orientation.
Introduce yourself and your background at ABC Company.
Introduce other presenters. Explain that their role is to:
– Assist the participants
– Provide additional expertise and perspective
– Be a resource for participants after the workshop.
Briefly review the agenda for Event 1.
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Event # Facilitator Guide
#2
Guide
Show overhead #2, Objectives.
Refer participants to the objectives in their Participant Guides.
Discuss (topic title) and make sure that you include the following points:
Point 1
Point 2
Ask: Question for the participants to answer.
Write participant responses on the flipchart.
________
________
________
________
________
Distribute the ______________ handout to participants.
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Event # Facilitator Guide
Review the key points with participants:
Key Point 1
Key point 2
________
________
________
________
________
Facilitator Note
Small Group Activity
Transition to the next topic by explaining that ...
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Event # Participant Workbook
Participant Workbook Sample Pages
Activity Title: New Employee IntroductionsPurpose To allow you to become acquainted with one another.
Participant Objectives
Meet others in your orientation session..
Introduce yourself to the members of your small group. Include the following information:
Your full name
How you wish to be addressed
Your position and function
An interesting fact about yourself, such as an interest or skill that you have
The other new employees in my group are:
___________________________________________
___________________________________________
___________________________________________
___________________________________________
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6
Module Title Goes Here (Example: Drug Discovery Process)
Event Title Goes Here (Example: Employee Orientation Workshop: The Global View)
Product R&D Risk and Recovery
• __ out of 10 marketed drugs earn a true profit.
• __ out of 10 drugs breaks even.
• __ out of 10 do not recover R&D costs.
Event # Participant Workbook
Activity Title: Drug Discovery OverviewPurposeParticipant Objectives
Fill in the blank spaces in the following with information supplied by the presenter. There is also room to the side of each graphic for additional notes.
Notes:
___________________________________________
___________________________________________
___________________________________________
___________________________________________
___________________________________________
___________________________________________
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Event # Participant Workbook
Handbook Sample Pages
IntroductionThis section will describe the purpose of the handbook and provide an overview of it contents.
Orientation Process OverviewThis section will include a flowchart depicting the orientation process and narrative description of the process.
Your RoleThis section will describe the role that the handbook recipient (administrator, facilitator, supervisor, or buddy) plays in the orientation of a new employee. This section will outline their responsibilities and emphasize the importance of their role to the new employee and his or her successful integration into ABC Company.
This section will link the responsibilities to the checklists and templates provided in the handbook. Note that some checklists, like the one shown on the following page, may be designed so that they can be copied and used for each new employee coming into the organization.
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Event # Participant Workbook
ChecklistThis checklist is intended to...
Place a check mark () in the appropriate space as you complete each activity.
New Employee Name:
Start Date:
Task or Activity WhenNeeded
Status / Comments
Task / Activity 1 2 weeks prior to start date
Task / Activity 2 1 week prior to start date
Task / Activity 3 2 days before start date
Task / Activity 4 Employee's start date
Task / Activity 5 Within 1 week of start date
Revision Date: 05/10/23 Page 82
PowerPoint and Overhead PrototypesFollowing are copies of basic layouts that will be included in the PowerPoint slides. The layouts are:
Tittles and bullets Titles and graphics Quotes
A key design consideration for the PowerPoint slides is to minimize the amount of text, in order to make them easier to translate. Where possible, overheads will use graphics without text.
Specific design features include the following: Arial will be used the font for both titles and text. Most, if not all, text will be in the form of brief” key word” bullet points. The only text not in bullet points will be direct quotes. Each bullet point will contain no more than seven words. There will be no more than five bullet points per slide.
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Titles and bullet levels
1Event Title
Initial Caps, 30 pt, Arial Black,Centered
All slides will be landscape orientation Bullets - Arial, 28 pt., sentence case Text indented and left-aligned Bullet Levels
• Sub-bullet– Sub-bullet
• Sub-bullet
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Text with Graphics
3Event Title
Slide with Text & Graphic
Arial, 24 pt., sentence case,text indented, left-aligned
Keep graphic on the rightUse graphics to facilitateunderstanding
Use PowerPoint layouts forother types of slides
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Quotes
4Event Title
What Matters?
Values … are really the heart of thematter. They tell us who we are,how weshould behave, and where we shouldbe going.
–Eli Lilly, grandson of company founder
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Evaluation StrategyEmployee orientation is a process that, like any process, will benefit from ongoing evaluation, maintenance and improvement.
Information about the skills and knowledge required for new employees to become fully integrated should be assessed regularly. These will change over time for at least two reasons:
1) Ideas about what is needed to develop integrated, loyal employees will change. For example, during the analysis phases we learned that the drug discovery process is important information. However, the question still to be answered is: How much information about the process is needed? Will the need for this information change over time?
2) Content changes. This could be specific content (such as changes in benefits) or conceptual (such as changes in the drug discovery process caused by new regulations or changes in company focus).
The recommended evaluation strategy for the new employee orientation addresses two needs: The need to make sure the process is sound before it is deployed globally The need for long-term monitoring to ensure continuous improvements
The strategy includes four components: Standard ABC Company Level 1 surveys for participants at all pilot events and ongoing sessions Surveys to gather feedback on the process and materials from Facilitators, Supervisors, Administrators and Buddies Group interviews (via teleconference) with Facilitators, Supervisors, Administrators and Buddies after several affiliates have implemented the process Group interviews (via teleconference) six months after the process has been implemented and then annually thereafter
Detailed descriptions of these evaluation components follow.
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Level 1 Evaluation Surveys of ParticipantsPurpose and
RationaleTo gather reactions to the presentation and content included in each event
Timing Following each event
Document Description
ABC Company’s standard Level 1 evaluation surveys
Personnel Involved Developed by: ABC Company
Administered by: Event Facilitators
Administered to: Participants
Data analyzed by: ABC Company Global Training and Development
Output Reaction data that will either validate the content and presentation or indicate that changes should be made
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Surveys of Facilitators, Supervisors, Administrators and BuddiesPurpose and
RationaleTo collect information about the format, content and usability of the handbooks and guides
The primary question that needs to be answered is: What information is needed in order to make improvements?
Following is a list of questions that may help answer that overriding question: Are descriptions and instructions clear and complete? Are instructions easy to follow? Are checklists complete? Are the forms included useful? Has the right information been included? Is all of the information needed? What information is missing? Did the materials enable you to fulfill your responsibilities?
Timing For Event Facilitators: After every event
For Supervisors, Administrators and Buddies: After initial piloting and ongoing annually
Document Description
Surveys with 10 to 15 questions with closed-end responses, along with demographic information
Here are some types of questions and responses that will be considered for inclusion in the surveys: Questions with responses that use a four-point Likert scale ranging from “Strongly Disagree” to
“Strongly Agree” This will require a “forced choice” answer and eliminate the ambiguity of a “Neither Agree Nor Disagree” selection. Responses will also include a “Don’t Know” selection.
Questions with responses that ask subjects to select “too much,” “too little,” or "just right.” Questions with responses that ask subjects to “check all that apply.”
The format of the surveys and the questions will be determined after all materials have been developed.
Additionally, whether surveys of facilitators, supervisors, administrators and buddies will be paper-based or online will also be determined during the development phase of this project.
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Personnel Involved Developed by: Triad
Administered by: Administrators, if paper-based. Self-administered, if electronic
Administered to: Administrators, facilitators, supervisors and buddies
Data analyzed by: Triad and ABC Company Global Training and Development
Output Data for improving content and layout of print documents and presentation materials
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Group InterviewsPurpose and
RationaleTo collect information after the process has been “piloted” in order to make improvements before implementing the process globally
To collect information that will enable continuous improvement
Timing After several affiliate groups have used the process; six months following implementation, and annually thereafter
Document and Process Description
Interview protocols
The plan is to conduct one-hour interviews with groups of: Administrators Buddies Supervisors Facilitators
Each interview group will consist of representatives from several affiliates. Whether the groups will be homogeneous in terms of roles has yet to be determined.Because of the one-hour time limit, the interview protocols will be short and very focused. As with the surveys, the overriding question will be: What information is needed in order to make improvements?To help keep the sessions on track, participants will be sent the protocols in advance of the sessions.
Personnel Involved Developed by: Triad
Administered by: Triad or ABC Company Global Training and Development (for the initial interviews); ABC Company Global Training and Development (for the six-month and annual interviews)
Administered to: Administrators, Buddies, Supervisors, Facilitators
Data analyzed by: Triad and ABC Company Global Training and Development (for the initial interviews); ABC Company Global Training and Development (for the six-month and annual interviews)
Output Suggestions for improvements
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