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Step 10 - Onboarding Plan and Schedule

Onboarding Label

 Onboarding Plan and Schedule Guide Header

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The following timeline is intended as a general overview and guide for the employee’s first year. The checklists will assist you in preparing for an effective onboarding experience.  It is formatted to allow for you to add any additional tasks or information unique to the employee or position. 

  Timing General Activities
Welcome: Day 1   Tour (building/office), New Employee Orientation, introductions, workstation-set-up, job overview
Orientation Week: 1-3 Week 1 Initial assignments and training schedule, schedule orientations, time entry and payroll overview
  Week 2 Review relevant Agency/Department policies
  Week 3 Continue clarification of work roles and responsibilities
Acclimation: Months 1-5 Month 1 Review performance objectives and training progress
  Month 2 Review work plan and progress on tasks
  Month 3 Informal performance review meeting; verify employee has access to needed tools/resources
  Months 4-5 Check in with employee on work projects and understanding of department policies,  create employee development plan
Integration Months 6-12 and beyond Months 6-12 Complete probationary period performance evaluation (due on or before 6-month anniversary date or extension end date), review any changes to job responsibilities
Day One - Welcome
Below is a sample schedule for an employee’s first day. 
  • Welcome by supervisor
  • Getting settled in work area and get basic office supplies
8:30 – 9:30
  • Review of department and unit organizational charts
  • Explain roles of key personnel and team members the employee will be interacting within their role
9:30 – 10:30
  • Tour of office and introduction to co-workers
  • Discuss emergency procedures, exits and first aid stations
  • Meeting room locations
  • Restrooms and staff break areas
  • Discuss parking and building access
10:30 – 10:45 Break 
10:45 – 12:00
  • Discuss major job duties and performance expectations, introduce buddy
  • Review with the employee any regularly scheduled meetings he/she will participate in
  • Add employee to meeting distribution and e-mail lists.
12:00 – 12:45 Lunch with supervisor and/or buddy 
1:00 – 1:30 Overview of working in department 
1:30 – 2:30 NEO - HR benefit and policy webinars
2:30 – 2:45 Break
3:00 – 4:30 
  • Wrap up
  • Check-in to answer questions
  • Discuss orientation schedule for Week One and beyond
  • Review list of required trainings/orientations and timeline for completion 
When preparing for an employee’s first week and beyond, please consider the following:
  • Coordinating one-on-one small group meetings with team members or utilizing “content experts” in or outside of your unit to assist you with orienting the employee.  
  • Designating time for the new employee to review online materials.
  • Allow time alone at his/her work area so they can digest all of the new information they are learning and allow time for them to develop questions and organize their notes.  Not all time for a new employee needs to be “scheduled.”

Note: Employee will receive a welcome letter from DHR. See "Other Resources" section of this site for a full list of automated communications

Week One - Orientation

Computer, Accounts, Phone, Intranet, Other Resources
Account Access/Setup:

  • Confirm appropriate accounts have been requested, review log-in passwords, procedures, password maintenance
  • Outlook, messaging, calendar, address book, online directory
  • Conference room access and scheduling
  • Review shared folder access
  • Ensure proper software is installed
  • Phone Setup
  • Phone system overview, voicemail

Position Information, Work Rules

  • Review job description, work plan, training requirements and expectations
  • Provide a general overview of the unit/division/department mission and how the employee fits
  • Discuss work schedule, breaks and lunch
  • Provide a general overview of payroll timing, expenses and time reporting
  • Check in with the employee at the end of each day to answer questions and review work for the next day and remainder of the week.
  • Discuss How this position ties back to the state’s Strategic Priorities.

Division/Unit Specific

  • List any other job-related requirements to be completed by the end of week one.
Week Two
  • Review in more detail the payroll process: completing timesheet, overtime, sick time, leave time, holidays and the probationary period. Additional information can be found on the VTHR Employee- Self Service page: VTHR Employee Self Service
  • Monitor progress with employee on the status of their training signups and plan for completion.
  • Provide a more in-depth review of department policies, procedures and practices relevant to their role.
  • Schedule weekly or monthly check-in meetings with employee.
  • Ensure on-the-job training with another team member has been arranged.
Week Three
  • Continue to clarify employee’s role, responsibilities and expectations.
  • Ensure employee is beginning to build network and working relationships with people they will be working with as well as an understanding of the interrelationship between divisions
  • Identify any additional on-the-job training that may be required.

Division/Unit Specific:

  • List on checklist any other job-related requirements to be completed in the first few weeks.
Month One - Acclimation
  • Review and clarify performance objectives and expectations. Make any adjustments to the work plan and outline new assignments. Use this opportunity to assess your employee’s progress. Gather feedback from the employee as to how they are feeling in their job and whether or not they need any additional resources to be successful.
  • Check with the employee on the completion of any required training. Confirm that employee has all of the tools, system access and software they need.
  • Continue on-going discussions with employee regarding interdepartmental relationships.
Month Two
  • Continue to develop employee’s integration into the workplace and culture. Allow time for information sessions with employee and other key members in the division/unit.
  • Ensure employee is becoming comfortable with their team and is collaborating with others when necessary.
  • Continue to assess work plan progress and introduce new responsibilities as applicable
Month Three
  • Confirm that required training is complete.
  • Schedule an informal performance meeting with employee. Share insight and feedback with employee regarding their strengths and address areas for improvement. Solicit feedback from the employee about what is working for them and what is not.
  • Review any work plan adjustments for the next three months. Define what success means to you and your new employee. Ensure job responsibilities and expectations are clearly defined and effectively communicated.
  • Confirm that employee has all the tools, system access and software they need to successfully perform their job.
  • Engage Human Resource Administrator for guidance, if you are having any concerns. about employee performance that may need to be addressed.
Months Four - Five
  • Continue to schedule weekly time with your new employee to address questions, gather information and review training opportunities as employee becomes more acclimated in their role.
  • Assess if employee has become familiar and comfortable in understanding the basic policies and procedures of the unit/division/department.
  • Provide continued feedback and acknowledgement on employee’s performance and deliverables.
  • Confirm end-date for probationary period, and schedule review meeting. Consult with Human Resource Administrator if an extension is warranted. The probationary period evaluation is due ON or BEFORE their six-month, or extended probationary period, anniversary date. Please follow Human Resources Policy and use appropriate forms when conducting an evaluation.
  • Update Personal/Professional Development Plan

Division/Unit Specific:

  • List any other job-related requirements to be completed in months 1-5.
Month Six - Integration
  • Review any changes or updates to job responsibilities and communicate performance expectations for the future.
  • Focus on employee development:
    • Identify job duties that could be strengthened or enriched to support growth and development in current position.
    • Determine training needs which could enhance performance and expertise. Options may include:
Beyond Twelve Months
  • Continue to schedule regular one-on-one meetings with employee (even just 15 minutes to check in.)
  • Regularly review opportunities for training and development.
  • Maintain a personnel file for performance documentation, throughout the annual rating period.
  • Schedule calendar reminders for annual performance review: the annual performance evaluation will be due one year from the completion of the employee’s probationary period.
    • Review and Update Personal/Professional Development Plan with employee.

Division/Unit Specific:

  • List any other job-related requirements that need to be completed in the next 6-12 months or beyond.