Last month we discussed some strategies for improving your ability to find and hire good employees. The hiring procedure mirrors the process of securing a new customer in several ways:

• Both require an extensive search effort using multiple marketing channels.
• Both require a lengthy conversion effort, from initial interest to final commitment.
• Because of the large investment in time & money, it's critical to start both relationships off right and make a great first impression.

Unfortunately, many businesses fall short in this third area. Once new employees or customers are secured, they often witness an immediate drop in attention level and the “romance” is over. They are showered with attention up front, but then show up for work on day one, only to be rushed through a quick overview of their new position. Perhaps a few team member introductions are made and then they are left to figure things out on their own. Many new employees become disillusioned and experience “buyer's remorse”.

This common occurrence can be avoided with an effective new employee orientation (NEO) system. All world class businesses have an effective NEO system in place, although they vary in size and scope. A NEO system continues the momentum built through the hiring process and starts the employer-employee relationship off on a strong foundation. The key to an effective NEO system is in mapping out your orientation process with every attention to detail to make a great first impression. The process should be documented and key staff should receive training on the NEO system and the important role they play in its execution.

New employees usually have a large list of questions. The more you can anticipate and address these questions in your NEO, the faster the employee will be assimilated into the business. Be sure to listen for any concerns, questions or assumptions and address these immediately. It's vital to ensure that correct information is provided up front so that expectations are properly established.

While business owners should customize a NEO system to meet their unique situation, the following can be used as a guideline in creating your NEO system:

1. Prior to an employee's first day, a welcome letter should be sent to the new employee outlining the schedule of first day. How about that for first impressions!

2. Review of compensation & benefit information. This is the “paperwork” portion of the process, where payroll & benefit enrollment is reviewed and completed. The employee also receives information relative to holidays, vacation, personal/sick time, tardiness and other mandated regulations.

3. General overview of company. The company vision, mission, culture, goals and objectives are presented to the new employee. Policies and procedures are reviewed. This is also good time to discuss the company's niche, customers, vendors & competitors. Much of this information should be compiled and presented in a new employee handbook that the employee can refer to at any time in the future.

4. Review employee specific information. This includes the employee's job duties, responsibilities and working relationships. Also, take the time to discuss the employee's career goals and determine how they fit into the overall goals of the business.

5. Company tour and personnel introductions. Again, first impressions are everything. Make sure your team is prepared in advance for any NEO tours. Allow proper introductions of your staff, especially the co-workers with whom they'll have a close working relationship. In addition, you should overview every department and the role each contributes to the company's final product or service.

6. Introduce the employee to his/her job. Overview the new employee's work area, including phone, computer, copy, print and fax equipment, etc. Make sure all setup procedures are explained and that all necessary information and resources are provided to the new employee.

A complimentary New Employee Orientation Checklist can be downloaded from my website at www.proactioncoaching.com/resources .

Finally, to continuously improve your NEO system, have new employees complete a simple survey one month following their start date. Use the cumulative survey results to help refine your NEO system.

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