2024-June Quarterly Meeting Notes and To Do Items - On and Off Boarding Brainstorming Session
- Shannon Bradley
Notes were not placed into the master doc due to Shannon leading this session
Follow up is creating an Onboarding process and bring it to be evaluated
Onboarding-Brainstorming
This is a brainstorming session to help define the elements of an ACCESS onboarding process that would be used when new team members join the program. We’ll include in this discussion integration of new programs and collaborations with ACCESS, including a possible future CITAP awardee. If there’s time we can consider elements of an offboarding process.
Standard Onboarding, as defined by SHRM
Onboarding is the process of integrating new employees into an organization. It includes the orientation process and opportunities for new hires to learn about the organization's structure, culture, vision, mission and values. Onboarding can span one or two days of activities at some companies; others offer a more extensive series of activities spanning months.
Onboarding is often confused with orientation. While orientation is necessary for completing paperwork and other routine tasks, onboarding is a comprehensive process involving management and other employees.
Why Is It Important to Get Onboarding Right?
All new employees are onboarded—but the quality of the onboarding makes a difference. Too often, onboarding consists of handing a new employee a pile of forms and having a supervisor or HR professional walk the employee around the premises, making introductions on an ad hoc basis. When onboarding is done well, however, it lays a foundation for long-term success for the employee and the employer. It can improve productivity, build loyalty and engagement, and help employees become successful early in their careers with the new organization.
ACCESS Onboarding
Should we have an ACCESS-specific onboarding process?
How does this onboarding process incorporate both team-level and ACCESS-wide elements?
What should be included in an ACCESS Onboarding program ?
What does a new team member need to know to be successful?
If you joined ACCESS after it was underway, what information do you wish you had when you joined that would have improved your experience?
What is the process for granting them access to the various information source, email lists, etc?
How to we introduce them to the ACCESS team?
How to connect them with the working groups and standing committees that will be important to them?
Are there things you do with your teams or within your organizations that work well?
How can we extend this to other programs that want/need to work with ACCESS and need to understand how ACCESS works to effectively collaborate with it?
Link to Figjam Board:
Onboarding Ideas
Idea | Comments | Ranking |
|---|---|---|
PPT Overview of specific team |
|
|
Match Job Description to Allocation so they know what is expected |
|
|
Communicate Hire to Team |
|
|
Checklist for items that need to be done before the person starts |
|
|
Training Schedule - ? weeks - what order to train on things - Schedule time to meet with stakeholders |
|
|
Day 1 - equipment setup, join work spaces, email lists, add to meetings, etc. |
|
|
Revisit and update the XSEDE New Staff Guide |
|
|
Internal system overview and training |
|
|
On-boarding Buddies |
|
|
Content needs to come from al parts of program; distributed development that can be composed for the needs of a specific individual. |
|
|
From WBS - tree of information |
|
|
Will this person need ticketing system agent access? If so request w/ queue info |
|
|
Introduction to wiki, google drive, etc. |
|
|
Team based contextual list of who / which team is responsible for what. Who owns what data etc. |
|
|
Overview of project history / Timeline for ACCESS project. |
|
|
Overview of working group/standing committees |
|
|
Regular (quarterly?) overview of program involving presentations for each awardee to provided orientation to program. |
|
|
Meet with some members from different service teams - mini welcome panel |
|
|
ORG chart for easy navigation and identify staff |
|
|
Feature new staff piece in staff newsletter? |
|
|
Need a chedklist for adding permissions to access all tools/spaces relevant for the individual |
|
|
Assigning “Onboarding Buddy” to every new staff member |
|
|
6 week review
Idea | Comments | Ranking |
|---|---|---|
1 on 1 Review of training - How did we do - what questions do you still have - any suggestions Get feedback on training material and see what was most effective and what needs work. Survey or interview with new staff member to assess both the effectiveness of the onboarding and asking what improvements could be made. |
|
|
Communicate with home institution manager ACCESS Manager should check in with staff members supervisor of record |
|
|
Should we have stay interviews? conversation with your current employees about their role, responsibilities, and how they’re feeling at work
Just touch bases and see if there are any pain points / blockers that have arisen. |
|
|
Interview with new staff member to address open questions or challenges they are facing. |
|
|
ACCESS “Mid-term” / trivia quiz |
|
|
Are they comfortable with the volume of work/meetings they’ve been assigned? |
|
|
Offboarding Ideas
Idea | Comments | Ranking |
|---|---|---|
Exit Checklist |
|
|
Exit Interview |
|
|
Communicate Change to whole team |
|
|
Deactivate Accounts |
|
|
Why are they leaving program? |
|
|
Communication with partner institution re. replacing the effort? |
|
|
Ask about any challenges in the organization they see and how they might be addressed. |
|
|
Overall Suggestions/Questions
Idea | Comments | Ranking |
|---|
Idea | Comments | Ranking |
|---|---|---|
How should the info be organized? |
|
|
Where should the info go? |
|
|
Make sure to define which is done as a program and which as a team |
|
|
Pitfalls to Avoid
Idea | Comments | Ranking |
|---|---|---|
How should the info be organized |
|
|
Where should the info go? |
|
|
Make sure to define which is done as a program and which as a team |
|
|
Don’t forget offboarding |
|
|