Empowering Extension s future leaders: A strategic approach to onboarding Extension professionals

Transcription

1 Empowering Extension s future leaders: A strategic approach to onboarding Extension professionals Karen J. Argabright Graduate Associate argabright.2@osu.edu Graham R. Cochran Associate Professor cochran.99@osu.edu Extension North Central Leadership Conference April 28-30, 2014

2 OHIO STATE EXTENSION Empowering Extension s future leaders: A strategic approach to onboarding Extension professionals Karen J. Argabright Graduate Associate argabright.2@osu.edu Graham R. Cochran Associate Professor cochran.99@osu.edu Short description Demographics, motivations, and experiences are changing among the newest extension professionals. As a result, strategic and proactive approaches to onboarding new professionals are needed. In this session, learn about an innovative approach being implemented in Ohio and how it may work for your organization. Session Objectives: Through a presentation, interactive discussion, and activity, participants will: (1) learn about a proactive and strategic approach to onboarding, (2) learn how OSU Extension has specifically utilized this approach, (3) have an opportunity to share ideas, and (4) take home organizational strategies and tools to adapt and use. References & Additional resources Bauer, T. N. (2010). Onboarding new employees: Maximizing success. Alexandria VA: SHRM Foundation. Brodeur, C. W., Higgins, C., Galindo-Gonzalez, S., Craig, D. D., & Haile, T. (2011). Designing a competency-based new county Extension personnel training program: A novel approach. Journal of Extension, 49(3), n3. Klein, H. J., & Polin, B. (2012). Are organizations on board with best practices onboarding. C. Wanberg. The Oxford Handbook of Organizational Socialization. New York: Oxford University Press Inc, Martin, M. J., & Kaufman,E. K. (2013). Do job satisfaction and commitment to the organization matter when it comes to retaining employees? Journal of extension, 51(4). Moscato, D. (2005). Using technology to get employees on board.hrmagazine, 50(4), Reese, V. (2005). Maximizing your retention and productivity with on boarding.employment Relations Today, 31(4), Safrit, R. D., & Owen, M. B. (2010). A conceptual model for retaining county Extension program professionals. Journal of extension, 48(10). Jones, F. S., (2008). Organizational entry and socialization. Presentation in Society for Human Resource Management; shrm.org. Vernon, A. (September 2012). New-hire onboarding: Common mistakes to avoid. Training and Development. Argabright, K.J. & Cochran, G.R.

3 What is onboarding? Onboarding is the strategic process of integrating new employees into their work roles and work environment. A successful onboarding process is comprised of the following The building blocks of the four C s (Bauer, 2010). Compliance the basic information related to rules, regulations, and legal policy. (e.g. hiring paperwork) Clarification ensuring there is a full understanding of the job and related expectations. Culture a sense of what the organization is really like. Connection critical interpersonal relationships and networks they employees will need to establish in order to succeed. Within the Four C s, there are key aspects to target for a successful onboarding process. They include: Self-efficacy targeting activities to boost employees self-confidence. Role clarity how well an employee understands his/her role and expectations. Social integration integrating into the social environment as early as possible to establish relationships. Knowledge of culture helping employees navigate the unique culture (e.g. organizational politics, norms, goals, values, and terminology). Argabright, K.J. & Cochran, G.R.

4 What is Onboarding? Synonyms: socialization, assimilation, induction, orientation, acculturation, & integration Variety of definitions Common themes across each definition: Process Learning Product 2

5 Onboarding is The strategic process of integrating new employees into their work roles and work environment. 3

6 Why Onboarding? Research shows Agent/Educator retention is a major challenge for Extension (Safrit & Owen, 2010) As many as 4% of new employees leave jobs after a terrible first day (Moscato, 2005) Gen Y ers make the decision to stay long term with an organization by the end of their first day (Vernon, 2012) A large % of new employees quit their jobs within the first 6 months (Chao, 1998 cited in Jones, 2008) It takes 6.2 months for a mid-level manager s contributions to surpass the organization s cost of recruiting, hiring, and training (Wells, 2005). 4

7 Objectives of an Onboarding Process Provides a formally structured and comprehensive process designed to achieve the following A faster adjustment to the organization and their jobs Clarity in objectives and expectations Increased confidence Equipping new employees with the knowledge and resources they need to excel Affirmation of fit within the organization Enhanced engagement within the organization Long lasting relationships 5

8 Four C s of Successful Onboarding Culture Compliance Connection Clarification Bauer, T. (2010). Onboarding new employees: Maximizing success. SHRM.org

9 Bauer, T. (2010). Onboarding new employees: Maximizing success. SHRM.org 7

10 Key Aspects to Target for Successful Onboarding Bauer, T. (2010). Onboarding new employees: Maximizing success. SHRM.org 8

11 Necessary Onboarding Activities Pre-hire Recruitment & Selection Orientation & Compliance Support Communication Coaching & Networking Support Tools & Processes Training hard & soft skills Factors Influencing Process Organization Size Culture Leadership 9

12 Benefits of an Onboarding process Higher levels of job satisfaction confidence Greater organizational commitment turnover rates retention rates Enhanced performance Career effectiveness Reduced stress 10

13 Time for an activity! 11

14 Onboarding in Ohio State Extension Evaluated what existed Discovered challenges and opportunities Reviewed the literature for best practices Developed a vision Sought buy-in Phased implementation Lessons learned so far 12

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16 OSUE Onboarding Activities Common Start Dates/ Day 1 Orientation Streamlined hiring process Consistent experience to help establish connection with OSU Address items of personal relevance New Employee Welcome Festival Fun & engaging event for new employees to network and learn about the organization Opportunity to apply concepts learned on the job 14

17 OSUE Onboarding Activities New Employee Web Presence Framework to guide new employee through pertinent information and required trainings A collection of important resources A comprehensive guide to the new employee experience Training Plan Detailed outline of available trainings by job role and recommendations on when to attend Technical information for organizational functions Professional and personal development 15

18 OSUE Onboarding Activities Mentoring Program Formal program providing support for Educators and County Directors Training Plan for Mentors Detailed expectations of Mentors and Mentees Program Area Responsibilities Recommendations for engaging program areas in onboarding process Training for technical programmatic knowledge 16

19 Day 1 Orientation Employee s first day At State offices Hiring Paperwork Establish connections 17

20 2013 OSU Extension New Employee Welcome Festival Welcome Festival Held once a year Every unit/group represented Game show Break out session focused on core competencies

21 Communication On-going Multiple Onboarding Partners Welcome Message Project Website OHIO STATE UNIVERSITY EXTENSION 19

22 Lessons Learned Highly complex to integrate all job roles Phased development & implementation Enlist help of a team Always ask is this sustainable? Regularly evaluate progress Keep a continuous improvement mentality Communication is key 20

23 Necessary Onboarding Activities Pre-hire Recruitment & Selection Orientation & Compliance Support Communication Coaching & Networking Support Tools & Processes Training hard & soft skills Factors Influencing Process Organization Size Culture Leadership 21

24 The successful onboarding activities shared during the session The following slides are organized by grouping of activities. Each idea is followed by state that posted it. If you are interested in learning more about a particular idea contact the state listed for more information 22

25 Pre-hire Recruitment & Selection Video resumes on Spark Hire (MO) Sending Thank You note for joining the team (MN) Sending Thank You note for applying (KS) Encouraging new hires to visit county & office prior to interview (KS) Include behavioral expectations to position description (ND) All HR forms, etc. are completed prior to or on 1 st day (NE) Give potential candidates the job description AND go over it at the beginning of the interview, so everyone is on the same page (NE) 23

26 Orientation & Compliance Standards document outlining expectations for their work (SD) (KS) Give a welcome gift from Vice President of Extension (IA) Notebook, Employee Badge (IN) District Director meets w/new educator within 1 st week (IN) Day on Campus when first hired (IN) 3 Day orientation within the first 3 months (IN) New staff orientation 2x year (IA) 3x year (MI), 5x in first two years 1 st day on Campus for required paperwork (KS) Meet on first day to discuss process, expectations, answer questions, etc. (NE) include a packet of information (ND) 24

27 Orientation guide with work book (IN) Website link for new educators (IN) (ND) Employee handbook online (NE) Support Tools & Processes 25

28 Next Generation Extension- NCE, webinars, boot camps, blog. (NE) Professional Development workshops (NE) (ND) 7 habits of highly effective people 5 choices Grant writing Coaching for professionals Several trainings throughout the first year (KS) Regular staff training opportunities are offered and participation is encouraged, use of websites & notifications. (MI) Professional development conferences by program area (IA) Supervisor training statewide 2x year (IA) Office Assistant training annually statewide and regional (IA) Training hard & soft skills 26

29 Support Communication Coaching & Networking Connect mentor with new hires (NE) (KS) (IL) Networking activity to engage colleagues and learn core competencies (NE) Monthly report to directors (IN) Provide mentors in subject areas (IN) M 3 mentoring (subject matter, generational, campus specialist) (NE) Mentor assigned to each new staff member for 1 st year of employment (ND) (KS) site visits for mentor and mentee (ND) Supervisor learning circles by region (IA) 27