Onboarding New Hires –Imagine the Best!ILTA Hashtag ‐ #USSPG3
August 19, 2014 ILTA Hashtag #USSPG3
Thank you for being here today
Presenters:
Denise E. Ash, Training ManagerJackson Kelly PLLC, Charleston, WVRebecca Dunaway, Trainer Waller Lansden Dortch & Davis, Nashville, TNMaritta Terrell, TrainerLloyd Gosselink, Austin, TX
Onboarding …
How do you ….?What do you …? How long …? What are …?What happens when…?
Onboarding …
Best Foot Forward:• Greeting• A.R.t.H.• Outline• Activity &
Materials
Outline of ILTA USSPG3 Session
Onboarding New Hires – Imagine the BestIntroduction…………………………………….. Maritta Terrell
What is GOOD Onboarding? Ideas and examples ………………………..… Maritta Terrell
Onboarding Examples andSurvey Results…………. Denise Ash & Rebecca Dunaway
Audience Q & A – Feedback
Summation
Onboarding New Hires –Imagine the Best
Reduces costs associated with learning on the job
Saves co‐workers and supervisors time training the new employee, thereby increasing production
Increases morale and reduces turnover by showing the employeehe/she is valued
Onboarding New Hires –Imagine the Best
Increase Job Satisfaction
Jump start relationships
Innoculate Against Turnover
Provide support through feedback,
coaching, and follow‐up
Increase Performance
Clarify delivery expectations
Clarify objectives
Onboarding New Hires –Imagine the Best
Some Best Practices:• Implement BEFORE first day• Welcome• Clearly communicate• Well‐defined Training Opportunities• Monitor performance frequently• Assign mentor (buddy)
• ILTA Example
• IBM example
• Microsoft Case Study
Onboarding New Hires –Imagine the Best
Let’s Make it FUN!
with a littleGamification!
Onboarding Examples and Survey Results
Contestants
Over 500 47%
200 to 500 31%
100 to 200 16%
50 to 100 10%
1 to 50 3%
We ask 133 surveyors the total numbers of USERS at their firm.
Which of the following categories had the LARGEST response:
• 1 to 50• 50 to 100• 100 to 200
• 200 to 500• Over 500
Number of Offices
Number of Trainers
1 Trainer 42.19%
Number of IS Personnel
Over 15 42.75%
WallerRebecca Dunaway
Jackson KellyDenise Ash
• Approximately 400 Users
• 4 Offices
• 2 Trainers
• 18 Information Systems Members
• Approximately 500 Users
• 12 Offices
• 2 Trainers
• 17 Information Systems Members
Does the majority of firms handle any of the onboarding process PRIOR to the
new hire’s first day:• Yes• No
NO
YES
What is Onboarding?
Survey CommentsDoes your firm handle any of the onboarding process PRIOR to the new hires first day?
Survey Comments:• Setup Networks Accounts and Telephone
• New Employee Information Form
• HR Paperwork handled prior to first day such as federal and state tax withholding, direct deposit, overview to benefits options (distributed via email, extranet and RedCarpet)
• Initial Conflict Checks
• Lateral hires: File transfer needs, Emails, Contacts, Calendar
• Training schedule and links to technology information
• Send video talking about history of the firm.
What is the approximate length of the entire new hire training process for Attorneys?
• Two Hours• Half Day• One Full Day• One Day and Half• Several Days
Two Hours
Half Day
One Full Day
One & ½ Day
Several Days
Survey Summary
Two Hours
HalfDay
One Full Day
One and 1/2 Days
Several Days
Attorney 28.57% 25.71% 20.95% 13.33% 11.43%
Paralegal 16.19% 21.90% 20.00% 13.33% 28.57%
Legal Assistant 11.43% 12.38% 21.90% 14.29% 40.00%
Admin Staff 21.15% 22.12% 25.00% 15.38% 16.35%
Survey CommentsWhat is the approximate length of the entire new hire training process?
3 hours over 2 days.One‐on‐one trainingPartners = 2 hours;
Associates = 2 ½ days Lateral Partner =
6 hours over two weeks
Associate 2.5 hours of technology training. Second day training at
their desk
2 hours with the attorney is a luxury!
Assistants:One week with a
mentor
IT Training“Getting Started”
(30 minutes to 1 hour)
Partners – 0‐1 hoursAssociates – 2‐3 hoursParalegals – 2‐4 hoursManagers – 1‐2 hoursSecretaries – 5‐8 hours
Attorneys have 2 hour sessions
Paralegals, Assistants and Admin have 3 hour session.
3 days, 1 day is technology
training
Additional training offered via LMS.
Attorney Assistants
Summary Additional Comments
Day and Half
Survey Comments – Length of TrainingAttorney Training:• 3 hours over 2 days• One‐on‐one training sessions• Partners = 2 hours and Associates = 2 ½ days• Lateral Partner = 6 hours over two weeks• Associates 2.5 hours of technology training.
Second days training at their desk.• 2 hours with an attorney is a luxury! Assistant Training:• One week with a mentorSummary:• IT Training “ Getting Started” (30 minutes to 1 hours)• 3 days, 1 day is technology training• Attorneys = 2 hr session
Paralegals, Assistants and Admin = 3 hr session• 3 days, 1 day is technology trainingAdditional Comments:• Additional training offered via LMS
Do you schedule a follow‐up after the initial
new hire process?• Always• Sometimes• Never
Sometimes ‐ 53%
Always ‐ 41%
Never ‐ 7%
CommentsWhat is the percentage of training received on the first day?Administration ‐ 30 %, Technology Training = 40%, HR = 20%, Other = 10%
• Schedule 1 hour follow-up topics include
• Email Management• InterAction follow‐up
(assist adding team members)
• TimeBuilder• You and Your Time
(Lunch sessions twice a year focus on Time Entry, Accounting Dashboard and TimeBuilder)
• Email Management• Records Management• Word Automation
(Styles and Numbering)
• Schedule the following follow-up topics:
• iTimeKeep• Worldox Tips and Tricks• Westlaw• Excel (if needed)• ContactEase• MonitorSuite• Westlaw
• Worldox Tips and Tricks• Word Formatting• Aderant (Time Entry)/Forms• PDF Converter Professional
WallerRebecca Dunaway
Jackson KellyDenise Ash
Who creates the schedule for new hires?
• IS Department• Human Resource Dept.• General Administration• Other
HR 76%
IS Dept 21%
Other 10%
Gen Admin 8%
Survey CommentsWho creates the schedule for new hires?
Collaborative Effort• Human Resources• Information System or IT• Learning and Development• Professional Development• Mentor• Recruiting
• Schedule is created by HR, but Learning/Training determines the content and specifies the time required, which can then be customized for each situation.
How do you put your best foot forward?
Comfortable Face of Firm – Patient and Friendly
FirmCulture
Benefits
Customized
Documentation
Relate to Previous Experience
MentorTeach Them to Fish
Test login(Correct Access Rights
and Applications)
Focus on Important & Vital Info
Follow-up
Schedule Lunch
Friendly
Relevant
Commandments
New Hire Commandments
to Live By
New Hire Commandments to live byJackson Kelly’s Commandments
• Be friendly
• Follow up with training
• Check on them
• Show them how to find documentation
• Market your training
• Be available
Commandments – Survey Feedback
Careful what you say. Divulge the important information and stay on track! Be attentive. Learn to read body language, if you don't feel they are "getting it" take a breathchange course a bit, let them try it a time or two or maybe time for a break.
Discuss what they do in the previous firm, how they work personally, then compare to our firm and highlight standard key areas of difference.
Feel at ease BEFORE the training... letting them know they can sit back, relax, and absorb as much information as they can.
NOT expected to remember EVERYTHING we show them. It's just an orientation, and we have an in-house help desk that can assist them with any technology question, no matter what it is.
…onboarding page for summer associates and incoming attorneys that contains things like tasks for the first few days, weeks and months, org charts with faces, FAQs, links to all of the training quick reference cards, etc.
We have a firm Core Values that is presented during new hire training and followed up with through out training.
Focus on covering what they really need to know during their first week and then provide additional resources on the firm intranet for additional learning as they need it. We still have a lot of work to do in this area.
Commandments – Survey Feedback
Firm increased
How would the new hire process change if your firm increased their size by 20%?
How would the new hire process change if your firm increased their size by 20%?Survey Comments
• Hire More Trainers
• Input from Other Departments(i.e., Accounting and Help Desk)
• In‐depth Group Training(combine follow‐up into Group Training)
• Implement a LMS
• Additional Video Training
• Limit Start Dates to Mondays
• Revise New Hire Schedule (less HRPolicies and MS Office)
• Not Change(We are made for growth!)
How would the new hire process change if your firm increased their size by 20%?Jackson Kelly’s Merger Experience
• Focus on Comparison and expand on what they KNOW
• Reassuring and Friendly
• Individually Visit with Users
• Support Staff available (HR, Accounting, etc)
Beside new hire training, what are the top 8
job duties that are also assigned
to trainers?
Ongoing Training
NewCourses
Help Desk
Testing
Coaching
Apps Support
ProjectMgnt
LMS Admin
Beside new hire training what additional job duties are assigned to your trainer?Jackson Kelly
• Regular training classes• Documentation• Attorney (and staff) coaching• Serve on the Technology Committee• Answer advanced Help Desk questions regarding
software• Create tips and articles for IT Newsletter• Business analyst work
(identify solutions to issues)
Additional Job DutiesWaller Lansden Dortch & Davis
• Training Classes and Individual Training• Documentation• Videos• Application Support• Develop and Test Applications• Develop Best Practices for New Applications
Outline New Hire ProcessJackson Kelly
Outline NewHire Process
Waller LansdenDortch & Davis
Outline new Hire Process
Lloyd Gosselink
Thank You