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New - Hire Orientation - Society for Human Resource Management

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New-Hire Orientation
An Employee Communication Presentation
Introduction
Starting a new job can be an exciting and sometimes nervewracking experience, filled with questions and uncertainties of
about how things are done in the new organization. Simple
questions such as “When do I get paid?” and “Where is the
break room?” can be addressed in new-hire orientation. This is
the time to introduce the new employee to the organization’s
mission, vision, culture, policies, benefits and, sometimes, even
the company’s executive team.
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Introduction
Note to Presenter:
This sample presentation is intended for presentation to newly
hired employees who have limited knowledge of the
organization. This is a sample presentation that must be
customized to include the employer’s own culture, programs
and orientation experience.
The suggested length of this program is a ВЅ day to Вѕ day
session with a mid-morning break and/or a lunch break.
You may also want to seek the assistance of your Benefits,
Payroll, Office and/or IT managers for particular sections of the
presentation.
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Agenda
The agenda for our meeting today is:
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New-hire paperwork
Welcome
Introductions of participants: Name, department, position
History of company
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Agenda
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Vision statement
Mission statement
Organizational structure
Values of our company
Code of ethics
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Agenda
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Benefits and payroll
Policies and procedures
Building and administrative information
IT information
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Summary and conclusion
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New-Hire Paperwork
Note to Presenter: This is a list of commonly used new-hire forms. You may need to add
or remove items to fit your organization.
Review the following Items for completion:
• I-9 verification
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Signed Offer and Acknowledgement Letter
Employee Data Form
W-4 and State Tax Withholding Form(s)
Direct Deposit Form
Benefit Enrollment Form(s)
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Be sure to check documentation
Medical, dental, vision, 401(k), etc.
Conflict of Interest Statement/Confidentiality Agreement
Non-Disclosure Agreement
Note to Presenter: If you use a web-based self-service new-hire module, you can direct
employees to the appropriate web site.
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Welcome
Note to Presenter:
Have someone from your executive team, i.e., CEO or COO, or
your HR staff do a brief five-minute welcome speech.
Encourage questions throughout the day.
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Introduction of Participants
Note to Presenter: Have the new hires introduce themselves to the
group.
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What is your name?
What department will you be in?
What is your position?
Anything else you would like to share with us?
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History of [Company Name]
[Company Name] was founded in [Year] by [Founder’s
name]….
Note to Presenter: This is where you will introduce new
employees to the history of the organization. You’ll want to tell
the story of the organization so that new employees know how
the organization began and where it is now.
You can communicate this information in a narrative format, a
timeline format detailing the key milestones or even
video/multimedia format.
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Vision Statement
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Our company vision is…
Sample Vision Statement: At [Company Name], we believe
that quality service requires superior customer-oriented
thinkers, agents and business partners. Together, our people
focus on our customers' needs and provide outstanding service
to achieve results.
В©SHRM 2008
Mission Statement
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Our company mission is….
Sample mission statement: [Company Name]’s mission is to
provide superior, personalized service through our staff of
dedicated people. To fulfill this mission, we are committed to:
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Partnering with our agents
Providing competitively priced products and quality claims service
Taking advantage of technology
Rewarding employee achievement
Profitability
Talking points: Discuss some key organizational goals for the year.
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Organizational Structure
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[Insert Organization Chart Here]
Sample Chart
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Values of Our Company
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Our Values for Doing Good Business
Sample Values:
> We focus on our Customers
> We focus on our People
> We focus on our Stakeholders
Talking points: There are no unimportant jobs! Each job brings
something to the table and helps contribute to the company’s
overall mission!
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Code of Ethics
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[Insert Code of Ethics here]
Sample:
[Company Name] maintains certain policies to guide its
employees with respect to standards of conduct expected in
areas where improper activities could damage [Company
Name] reputation and otherwise result in serious adverse
consequences to the company and to employees involved. The
purpose of this policy is to affirm, in a comprehensive
statement, required standards of conduct and practices with
respect to certain type of payments and political contributions.*
*Reproduced with permission from Steven Sack’s “The Complete Collection of Legal Forms for Employers. All
inclusive Sample Contracts, Forms, and Checklists for Hiring, Firing and Day-to-day Employment” (Legal
Strategies Publications, copyright 1996).
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Break Time
15 Minute Break
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Statutory Benefits
(Note to presenter: Customize in accordance with your state)
Legally provided or mandated benefits are those required by
federal and state laws. These include contributions for:
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Social Security and Medicare:
пѓ� These are federally mandated and administered benefits.
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Workers’ Compensation
Unemployment
Disability
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Some states also have disability programs that require
contributions from the employer and employee.
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Questions? Comments?
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Payroll
Note to Presenter: Have your payroll manager speak here.
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Biweekly payroll
Pay day – every other Friday
Time sheets/record-keeping system
Direct deposit: up to five accounts (savings or checking)
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Voluntary Benefits
(Note to Presenter: Have you benefits manager speak here.
Customize for your company.)
The benefits that [Company Name] provides
voluntarily and that the company and employees
share in the cost are:
• Health insurance
• Prescription drug insurance
• Dental insurance
• Vision insurance
• Commuter benefits (parking, van pools, mass transit
tokens)
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Voluntary Benefits
The benefits that [Company Name] provides voluntarily and
that the company pays 100% of the cost are:
• Retirement/pension plan (a defined benefit plan)
• Employer match to employee 401(k) contributions
• Term life insurance
• Accidental death and dismemberment insurance
• Short-term disability insurance
• Long-term disability insurance
• Long-term care insurance
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Voluntary Benefits
Other benefits that [Company Name] provides voluntarily
and that the company pays 100% of the cost are:
• Incentive bonuses
• Paid time off:
пѓ� Vacation leave
пѓ� Sick leave
пѓ� Holidays
пѓ� Personal days
пѓ� Bereavement leave
пѓ� Paid weather-related emergency closing leave
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Voluntary Benefits
Additional benefits that [Company Name] provides
voluntarily and that the company pays 100% of the cost
are:
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Tuition assistance (up to $5,250 tax-free per year)
Employee assistance program (EAP)
On-site fitness center
On-site child care
Computer purchase assistance
Scholarships for children of employees
Paid sabbaticals
Direct deposit of pay
Social gatherings (holiday party, summer picnic)
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Voluntary Benefits
In addition, [Company Name] sponsors and pays the
administration fees for the following benefits plans that
employees may participate in by making contributions:
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401(k) savings and retirement plan
Health savings account
Health flexible spending account
Dependent care flexible spending account
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Questions? Comments?
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Policies and Procedures
Note to Presenter: Have a discussion of some key policies and
procedures. Distribute Employee Handbooks and have
employees sign acknowledgement of receipt.
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Attendance policy
PTO/holiday/leave policy
Anti-harassment policy
Complaint procedure policy
Health, safety and security policies
Flextime and telecommuting policy
Performance management policy
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Building and Administrative Services
(Note to Presenter: Have your office manager speak here.)
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Department contacts: names and information
Severe weather closing hotline
Operations emergency hotline
Forgot your office key/badge?
Parking issue?
Reserving conference rooms
Other service requests
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Information Technology Services
(Note to Presenter: Have your IT manager speak here.)
Equipment and Usage Policy
[Company Name] recognizes that the use of the Internet has
many benefits for [Company Name] and its employees, such as
making communication more efficient and effective. Therefore,
employees are encouraged to use the Internet appropriately.
Unacceptable use of the Internet can place [Company Name]
and others at risk. This policy discusses acceptable usage of the
Internet. (Please refer to the Employee Handbook for
information.)
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Information Technology Services
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Software
Network and drives
Help desk information:
> Submitting a help desk ticket
> Whom to contact
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Summary
In this meeting, we reviewed:
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History of the company
Vision and mission statements
Organizational structure
Company values
Code of ethics
Payroll information
Benefits information
Policies and procedures
Frequently access departments:
> Administrative services
> IT
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Questions? Comments?
Further questions can be directed to the
Human Resources Department
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New-Hire Orientation Evaluation
Please be sure to complete and leave the evaluation sheet you
received with your handouts
Thank you for your attention and welcome!
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