Essentials of Onboarding

You've scoured the lands searching for the right candidate - not A candidate, but THE candidate - and you have been fortunate enough to secure them to work for your company.  They have signed on the dotted line and are starting on Monday.  But are you prepared to do your best to assimilate and retain this new hire?  Here are a few tips and points from my experience that have made a tremendous difference in having a smooth or rocky start for new team members.

Onboarding begins well before Day 1

First impressions are made within 7-10 seconds and they are very powerful and, if bad, can be very difficult to overcome.  From the moment your candidate first hears of the company, visits your website and sees your organization in the media an opinion is formed as to it's caliber and quality.  Maintaining these at an optimal level will help to leave a favorable image in the eyes and heart of your prodigy.  Additionally during the recruitment process - did you return calls and emails in a timely manner?  Were there any surprises or disappointments during the process?  Did you answer all questions fully and completely?  These are the small things that make a big difference in the infancy of professional relationships

Be prepared!

When your new team member arrives on Day 1 partner with your HR Manager and the other members of your leadership to formally welcome the new individual.  Having a small plant at the desk, keeping the workplace neat and tidy and having business cards ready are all small things that can excite your new employee and make them proud to be working at your organization.  Also take the time to introduce them to the team and help them start their internal network within the office - being new can be intimidating.  Additionally make sure that all orientation procedures that your company has to offer, from literature to presentations, are available and ready for your new employee.  Finally be prepared to spend a good portion of the day with your new employee - show them the facilities in depth and also do lunch.  This will help them to feel comfortable and welcome

Check-in Frequently

During the first few weeks of employment the expectations of what is to be done may not be 100% clear.  Having frequent meetings with your new team member will help them to best understand their new job as well as initiate the feedback loop to help reinforce positive performance and also curtail any behaviors or areas for improvement through coaching and training.

At the end of the day, showing care and going the extra mile will surely pay dividends in the long run.  Use this time to set the tone for an effective, positive working relationship - it is an invaluable investment.  This is not the end-all list for sure but the above are some valuable tips from experience that go a log way to bringing your new team member into the fold and up to speed sooner than later - as well as establish the relationship and rapport to build a long term career.  Your thoughts are also welcome and appreciated - please comment and share!

Kevin

Standing Out From The New White Noise

If falling asleep presents a difficulty, one home remedy of sorts for this is where an individual is told to focus on some idle, cursory noise, such as the rhythmic hum of a fan of the slight rumble of a freezer; anything monotonous enough to lull the individual into slumber.

Today the internet, technology and specifically social media has allowed anybody to reach out to virtually anybody else on Earth.  This is a double edged sword in that sometimes great, outstanding individuals can be lost in the shuffle, a new type of "white noise" comparable to that  described above.  Today we will dive into methods that each individual can be just that - an individual - and separate themselves from the background and enter the limelight.

Establish your professional brand

A close colleague of mine once said "differentiate or die."  Personally I think that is a bit extreme but there is much to be gleaned from that advice.  Being unique and different is a great way to stand out from the crowd and establish your professional identity.  Likewise if you take a vanilla approach and have a bland image lacking focus you may very well succumb to the proverbial white noise.  I can recollect when I was 15 years old I saw a Hearse with flames painted on the side and will never forget it (of course I urge you to stand out for the right reasons - just making a point).

Step outside your comfort zone

In Baz Luhrmann's mid-90's one hit wonder "Sunscreen Song" he advised all listeners to do one thing everyday that scared them.  In much the same way I urge all professionals to expand beyond the norm to help establish their image.  Doing things such as starting a blog, engaging in (or hosting) speaking engagements or obtaining an updated certification are great ways to increase your presence in your industry as well as create aspects of your profile to help you enter the limelight and shine.

Network, Network, Network!

Returning to the beginning of this post, so much is done by computers and via social media that the significance of a face-to-face meeting cannot be understated.  Rather than just being seen on a screen or on a piece of paper when others see you as a live individual the message you are trying to send takes on much greater significance.  I cannot take credit for this advice as it has been described by many of my professional contacts and friends but I can voucher for it's validity.  A few suggestions to get involved are with professional organizations, alumni network groups or you can check newspapers or online (such as www.meetup.com) to find likeminded individuals.

These are just a few suggestions - there are many more!  Glad to have input and shared ideas - feel free to comment!

Kevin

Telecommuting - Is It Right For You And Your Company?

Recently the CEO of Yahoo Melissa Meyer made a broad, sweeping decision that telecommuting would be prohibited at the company and that all employees had to come to work.  Personally I readily admit that I am not informed enough to judge the decision whether or not it was best for Yahoo but from my experience and research I have found that sweeping, dramatic changes that are not supported by the majority of constituents rarely work out.  For today's entry I'm going to put my two cents in for employers and employees regarding virtual workplaces.

For Employers - When it comes to offering the option of telecommuting for employees I think it is best to ask several questions up front to ascertain whether this work arrangement when it comes to each company.  Some key points include...

Is face-to-face communication important?  Some professions, especially those in a team environment, may benefit dramatically from seeing all participants live and in person.  Other independent positions, such as accountants, may not require the constant live human contact to share ideas and opinions and working remotely may be an option that is easier to exercise.
How often are employees out of the office to begin with?  Some positions, such as those in sales or recruiting, may need employees to be off site frequently and for extended periods of time.  If this is the case offering a telecommuting option may be the best idea to help with work/life balance with employees as well as save on overhead costs.
Are performance standards, metrics and expectations clear and are there strong channels of communication available?  This is integral to make sure your distance workers are on target and have the support and assistance they need to get the job done.

For Employees - Here are some key questions to ask yourselves to determine if this is the right solution for you...

What stage of your career are you in?  Networking, knowing the right people and being at the right place at the right time can be essential components in any career path.  While promotions and advancement are still possible working remotely you will likely have a much greater variety of professional experiences and meetings in an office setting versus being away.  I would advise those starting in their careers to avoid this option to help establish themselves and build rapport with colleagues.
Can you separate home and work environments?  When working at home, your house becomes your office and vice-versa.  Telecommuters have reported a blurring of realities which can go one of two ways; first, some say that because work is omnipresent that they never feel like they're "off the clock" while others have claimed that a myriad of personal distractions had affected their performance in a negative way.  Knowing your personalty and tendency is critical for making the best choice for yourself.

In conclusion I feel it is best for both employees and employers alike to look at each situation closely and determine what is the best in each individual scenario.  When I was in college I had a part time internship where I worked Tuesdays and Thursdays on-site and worked remotely on Friday.  This was a great balance - building relationships and experiences while avoiding the commute one day per week.  Additionally setting performance based goals and communicating effectively are essential to verify jobs are being completed and all have the support they need.  I feel that finding that unique balance of what is best for all parties involved on a case-by-case basis is the ideal solution moving forward.

Making the Crucial First Impression at a Training Session

"You gotta have a gimmick" - a classic line from Gypsy saying to make it on Broadway everybody needs to stand out, be different and take the limelight by storm.  In much the same way when we as HR/Training Professionals "go on stage" to deliver training we need to establish ourselves and make the best impression possible

  
Imagine the scene - you are in a room with several of your colleagues, likely against your will.  You have work piled up from yesterday and the emails aren't stopping.  What is it?  A sales call?  A productivity meeting? No - worse - it's a training session!  This is the scenario that we as corporate trainers and HR professionals find ourselves in on a daily basis - a huge hurdle to climb even before any training begins. Today we will dive into the realm of how we as trainers can overcome this, engage our participants and enhance the transfer of training.

 
Set the mood before participants enter

Think of a silent room, poorly lit with no presenter or media there to welcome you.  Now, think of a room with the lights on, upbeat music in the background and a warm greeting at the door.  Which would you prefer?  It is always a good idea to warm the room and greet your trainees in an upbeat and hospitable manner.  One idea that I saw was a rolling presentation about the news, events and functions the company was holding in the background prior to delivery.  This was a great way to quickly gain the focus and attention of all as well as deliverable valuable information and a unique way.


Dress and act the part

Human beings make first impressions typically within 30 seconds of seeing somebody and they are likely to see you before you start to speak.  Having an organized, professional and affable demeanor will go a long way towards creating an environment conducive to a transfer of training.  First impressions are very difficult to overcome but I prefer to think of it as a positive - this way you can start off in a great position even before you begin delivery.


Start off with a bit of humor or the lighter side of yourself

Participants in most training sessions expect the content to be delivered in a lecture-style setting, especially if the material is only expected to be absorbed at a knowledge or comprehension level.  Starting off with a small joke or laugh is a great way to break the ice, add a dimension to your presentation and engage your audience in an unexpected way.  Studies also show that there are physiological and psychological benefits from extra oxygen being sent to key parts of the brain via laughter so take full advantage!


Explain why the training is relevant to your participants - "What's in it for me?"

Within the first 3 minutes of any session all participants should know what the training is about, what are the objectives (ABCD method is recommended) and, most importantly, why is it important to your audience.  If it is clear that this training will be beneficial to them, whether it be financially, career-related, or for whatever reason, you are far more likely as a trainer to have that quintessential buy-in that will help your sessions accomplish what you intended it to

As always this is just a few suggestions and ideas from my experience and am welcome to ideas, suggestions or criticisms.  Feel free to post and tell your friends!

Kevin
@kcoynehr

Smart Succession Planning - Avoiding the Shortage Surprise

We've all been there - the sudden resignation, the emergency leave, the injury - any case that suddenly removes an integral employee from the workforce.  What can be done to avoid this situation?  As the famous saying goes an ounce of prevention is worth a pound of cure and that is what we're going to dive into today

1 - Have an accurate assessment of the Knowledge, Skills and Abilities (KSAs) within your organization at present

What talent already exists within your organization?  An effective performance management system will allow employers to have a firm grasp on what KSAs exist within their organization should a sudden situation appear.  Additionally a new trend in these performance management systems is to have an area allocated to readiness for promotion - is the employee new to their position and grasping the key concepts of the role or have the mastered their current position, demonstrated leadership capacity and are keen for advancement?  Software from companies such as Ultimate Software are fantastic tools to help create a living database of critical information.  Having this ready and available is essential for any progressive organization to create succession planning charts that have a true status of talent management.

2 - Foster and develop the current talent in your organization

OD gurus are excited by this!  By offering programs to cultivate your talent within the organization they will not only be more prepared for new assignments but will help with overall retention.  The Bureau of Labor Statistics has shown the average length of stay in a job for millennials is only 4.4 years with many citing that new jobs are more "interesting" as a reason for the switch.  We can counteract this trend by offering training programs to build management and leadership abilities, cross-training to build skills and offering diverse assignments to create employees with a diverse background.  Not only is this likely to decrease retention rates but also to create a more sophisticated, able and engaged employee for the company.

3 - Analyze historical data to identify trends and aide in employment forecasting

George Santayana once famously said "those who cannot remember the past are condemned to repeat it."  Reviewing trends in previous employment find correlations with employment needs can help to avoid pitfalls by anticipating future needs.  Some are obvious - such as department stores being busier on the weekends - while others may be hidden within the numbers.  Using linear regression (or better yet multiple variable regression) analysis can help to unearth vital information for talent management planning.  Additionally HR-related metrics should be utilized, such as fill time and outlay costs, to best plan for these situations to have the right people ready at the right time.

4 - Decide whether to hire internally or externally (or both)

Sometimes it can be a difficult decision to promote from within or to look to the outside market for a particular hire.  Both methodologies have their advantages - internal employees have acclimated to company culture, usually have a good idea of the expectations and also gives companies a good idea of their abilities and work ethic before entering a new role.  However, external hiring can infuse an organization with a new perspective, avoid "group-think" by bringing in new ideas and backgrounds and enhance a diverse workforce.  Most strong companies use both strategies to achieve a balance to glean the most from their present workforce and maintain employee engagement while maintaining a leading edge by bringing in outside talent as well.

5 - Build and foster connections in advance - Network, network, network!

A trusted colleague of mine gave me great words of wisdom saying that one should develop their network before they need it.  If your organization needs architects, participating in a professional organization's meetings is a good idea.  Looking for talent from college or universities?  Building relationships with their career center or professors is a good bet.  How about holding an open house or networking function at your headquarters?  These are all excellent ways to build relationships and rapport with local talent in the community that can be utilized if the surprise shortage ever does occur.  

Of course there are many other valuable strategies that exist but these are a few of my personal favorites.  Any thoughts or comments are appreciated!

Kevin

Tough Mudder and Job Searching - Unexpected Parallels

Welcome to the blog!  At this point in my career I am in transition from a life working HR on cruise ships to a land based job.  I also enjoy running and adventure courses - and the both meet in an event called the Tough Mudder.  In short it is a 12-mile course complete with 20 miltary-style obstacles.  It is an event that certainly lives up to it's billing!  However while doing the event I found many parallels towards job searching in a positive, optimistic way that I wanted to share.  Enjoy and comments are appreciated!

1 - Some obstacles will present themselves without notice or warning - you just have to go through them.

The Tough Mudder begins at a "Start" Line - I say "Start" because the race begins and around the first corner, without warning, there is an 8-foot wall you need to climb.

This was not on the course map.

There was no warning.

It was just there.  Similar to a Job Search there will be trials and tribulations you don't see coming but the ideal approach is to take what comes in front of you and plow through.

2 - Network, Network, Network!  Enlist the support of others

"Walk the Plank" - Climb to the top of a 15-ft platform and jump into the water fully dressed and swim 50-ft to get out

In the Tough Mudder there are simply some obstacles you cannot accomplish alone.  The Berlin Walls are each 12-feet high and Everest, the second to last obstacle, is even taller.  Similar to a job search you cannot (in all likelihood) accomplish these alone.  Attend events, meet alumni, ask friends and family for their help - those will be the key for your success!  Also don't forget to say Thank You!

3 - Listen to the insight and wisdom of others and don't be afraid to change your tools or tactics

Before completing the Tough Mudder I did some research and saw several recommendations to wear a pair of work gloves during the event.  Turned out to be the best $2 I had ever spent!  Despite being large, wet and cumbersome I am so glad I heeded the advice.  In your job search be sure to take the advice of others to heart, especially trusted colleagues.  It's not always easy to change or admit you may have been doing things incorrectly, but you can always change and continuously improve and this will help to pave the way to success

4 - Take the plunge

Emerging from the "Arctic Enema", a Mack-truck bay full of ice and water just above 32F.

In your job search you need to go all in; find outlets on social media, join professional organizations, reach out to professors alumni, participate in networking events - do everything you can and make as many contacts as possible.  A job search should be treated as a job and the effort to find one should be commensurate with a full time position.  Make the most of each day!

5 - Face each challenge head on and take it day-by-day

Electro Shock Therapy - running through a gauntlet of cables, each charged with 10,000 volts of electricity

In the Tough Mudder there are over 20 obstacles over a 12-mile course; thinking of or trying to do everything at once can be overwhelming.  A job search can be much the same way.  The best approach is to take each challenge as it comes, focus on the task at hand, put your head down and do it with a smile.  Recognize your small accomplishments each day, focus on the positives and always press forward.

6 - The Finish Line is there - but it is not a race

Before the Tough Mudder begins they announce to all that the course is not a race but that completing the course is the goal.  There is no special prize, there are no course times and there are no places or rankings.  The mission of the event is simple - finish.  You will likely have a few bumps and bruises along the way but as long as you reached the end that is the main accomplishment.  Your job search is much the same - there are no prizes for coming in first and no firm timetables to adhere to - but the goal is to find a job that is the right fit for you.  That is the prize - and one that is very noble and worthwhile.

Thanks for reading!  I look forward to comments and feedback and, until we meet again, my best regards

Kevin