As a business owner, you're now facing a shrinking pool of talent, so attracting and retaining employees is becoming an increasingly urgent matter. And once you've invested time and money in hiring people, you want to be sure that they remain loyal to your company.
If you're looking for a cost-effective way to attract and retain employees, devising a structured employee orientation program is a good start. Not only is it good for your company's external image as a recruiter, it also gives employees the tools that they need to excel in your organization. Keep in mind that you'll be using in-house resources to put your program together, which means you can keep costs down. Ultimately, investing in a program that helps you retain employees will cost you much less than high turnover.
There are no set rules about setting up an orientation program. However, here are some best practices that will help guide you.
Design a program that fits your company profile and audience
Depending on the size and complexity of your company, your orientation program activities should reflect the nature of your business. For example, if your organization is sales-driven, your program could include an overview of clients. If you're in manufacturing, a tour of your plant should include presentations on quality control and health and safety.
Although print and online material are ideal for quick reference, person-to-person presentations are probably the best route; this is one way for employees to meet people in your organization and get a feel for your business. Also, your employee profile will help you determine what type of information you'll need to communicate.
Include a practical company guide
It's important to have a good reference tool for employees that clearly outlines company information and your expectations. Make sure that your design is flexible so that you can easily update it with new regulations and procedures. Avoid using overtly corporate language and try to make it interesting to read. Depending on your needs, you can also create an online or print version of your manual that is easily accessible.
The content will vary but here are some topics that should be covered:
- Mission and values
- Career development opportunities
- Business code of conduct
- Organizational structure
- Probation period
- Health and safety
- Regulations on use of illegal substances
- Sexual harassment
- Working hours
- Suggestion boxes
- Remuneration and benefits
- Overtime
- RRSP
- Job performance
- Holidays
- Benefits
- Conflict of interest
Be creative in your orientation program
Your orientation program should be engaging for employees and create a good impression; after all, your orientation program reflects your company's image. It may help to have a specific creative theme that sends the right messages about your organization. For instance, if your firm is focused on employee development, you could develop a tagline or slogan that relays this message. Instead of using photo bank shots, visuals that use actual employees appeal more to readers.
When you brief presenters on your orientation program, be sure that your key messages are clearly outlined. Choose presenters who represent your company well and who are enthusiastic speakers.
Be timely
It's important to keep the right momentum with employee orientation. Be sure a new hire gets the information he or she needs immediately after hiring. Delaying this can create unnecessary tension for newcomers who are anxious to get to know their employers.
Make it sustainable
Rather than devise one orientation event after hiring, be sure you spread out activities over a period of several months. Rather than overwhelm employees with too much information at once, your orientation should help employees retain the information and enable you to reinforce your orientation messages over a period of time.
Get senior level people involved
Your orientation program should involve the CEO and senior executives; this sends a clear message that your senior managers care about new hires' training. Get their input in its design and be sure that they take an active part in the activities. A simple Webcast or teleconference, for example, could add a more personal edge.
Get feedback on your orientation program
Put a formal process in place to get employee feedback on your program. Be sure you do it immediately after the orientation and adapt it accordingly.
