Court Executive Team Conference Promoting Professional Excellence in the Courts December 10, 2019 Crowne Plaza Lansing West Lansing, Michigan Welcome Aboard! Effective Onboarding Strategies for Court Employees Materials presented by: Ms. Jodi Latuszek Ms. Jennifer Phillips SCAO – Region II SCAO – Region VI Michigan Judicial Institute | PO Box 30048 | Lansing, Michigan | 517-373-7171 | MJIeducation.mi.gov | ©2019 Michigan Judicial Institute Court Executive Team Conference December 10, 2019 Welcome Aboard! Effective Onboarding Strategies for Court Employees Table of Contents Presentation .................................................................................................................................................. 3 Managers/Supervisors Guide for Onboarding New Employees ................................................................. 11 New Judge Information Packet ................................................................................................................... 31 Learning Objectives As a result of this session, participants will: - Recall the do’s and don’ts for onboarding court employees; - Utilize best practices when onboarding employees; and - Differentiate between judges and court employee when crafting an onboarding process that is role specific. WELCOME ABOARD! EFFECTIVE ONBOARDING STRATEGIES FOR COURT EMPLOYEES MS. JODI LATUSZEK, SCAO REGION II MS. JENNIFER PHILLIPS, SCAO REGION VI OBJECTIVES . Overview of Onboarding . Discuss Do’s and Don’ts for Onboarding Court Employees . Tips for Assessing Current Onboarding Practices . Special Considerations for Onboarding Judges . Review of Available Onboarding Resources WHAT IS ONBOARDING? Onboarding, or ‘organizational socialization,’ is where new hires are physically, emotionally, and professionally incorporated into the existing culture and operations of a new workplace Reduced employee turnover A successful onboarding Increased productivity program makes a positive Defined roles impression on a new employee and creates a welcome feeling Less employee stress which confirms their decision to Includes Orientation work for the court. MJI Court Executive Team Conference | December 10, 2019 Page 3 1 ALEXANDER HAMILTON “The ordinary administration of criminal and civil justice . contributes, more than any other circumstance, to impressing upon the minds of the people, affection, esteem, and reverence towards the government.” ONBOARDING IN COURTS NATIONALLY COMMON ONBOARDING ISSUES . Most organizations only focus on week one of onboarding . A negative onboarding experience results in new hires being 2x more likely to look for other opportunities . 1 in 5 new hires are unlikely to recommend an employer . The biggest onboarding challenge is inconsistent application . The average new hire onboarding experience consists of 54 activities MJI Court Executive Team Conference | December 10, 2019 Page 4 2 SOME STATS 88% 87% 58% say buddy programs boost of organizations of organizations say new hire proficiency don’t onboard their program is focused on processes well and paperwork WHAT DO YOU DO? There are 8 posters around the room labeled with one onboarding practice You have 5 orange dots and 5 blue dots Place a orange dot on the posters that represent onboarding activities you have in place in your court (if you 5 MINUTES don’t have 5, put your remaining orange dots on the blank poster) Place a blue dot on the posters that represent the activities you think are most important If there is something else you do to onboard in your courts, write it on the ideas poster MJI Court Executive Team Conference | December 10, 2019 Page 5 3 CREATE AN EXCELLENT ONBOARDING EXPERIENCE BEFORE FIRST DAY Confirm position verbally and in writing Connect with employee to review logistics of first day Provide new hire paperwork, website, information Prepare for employee Work space, computer, security, etc. THE STAKES ARE HIGH MJI Court Executive Team Conference | December 10, 2019 Page 6 4 FIRST DAY Welcome by Team Include Senior Leadership (judges/administration) Share Mission, Vision & Values Meet immediate requirement for employment Communicate Resources or Networks Required for Work COMMON FIRST DAY MISTAKES . No one to greet new employee . No desk or workstation . Security doesn’t know/no badge . Supervisor too busy or on vacation . Leave alone for lunch . Fail to show around . Pair negative employee as buddy . Leave new employee alone with no task FIRST WEEK Ensure Direct Supervisor Involvement Orient Employee to Organization and Office Norms Assign Meaningful Work Introduce Employee to: Buddy Mentor IM/Communication Systems MJI Court Executive Team Conference | December 10, 2019 Page 7 5 FIRST MONTH Monitor Performance and Provide Regular Feedback Set Expectations and Develop Performance Goals Provide Essential Training Seek Professional and Personal Development Opportunities SIX MONTHS TO A YEAR Acknowledge Positive Employee Contributions Provide Formal and Informal Feedback on Performance Set Future Performance Goals JUDGES ARE PEOPLE TOO Meetings with: Chief Judge Court Administrator Funding Unit HR Rep Regional Administrator State & Local Paperwork New Judge Info Packet MJI Court Executive Team Conference | December 10, 2019 Page 8 6 TYPES OF ONBOARDING VIDEOS . Welcome to the Team Video . Knowledge Handoff Video . Key Company Policies Video . Quick Start Job Skills Video . The Little Things Matter Video ONBOARDING VIDEO CREATIVE IDEAS TO ENGAGE NEW EMPLOYEES CREATE WELCOME GIPHY OR VIDEO DECORATE THE DESK OR WORKSPACE! MJI Court Executive Team Conference | December 10, 2019 Page 9 7 CREATIVE IDEAS TO ENGAGE NEW EMPLOYEES SWAG BAG GET TO KNOW ME CARD HOST AN EVENT A FINAL NOTE (FROM YOU) Dear Emily, Our (extremely competent, super intelligent, outrageously fabulous) Court Administrator spoke very highly of you after your interview. She was so impressed with your extensive knowledge of civil case processing and your positive attitude. We are happy to have you here at the 99th District Court and know you will strengthen our team. I look forward to meeting you and working with you for years to come. Judge Awesome ONBOARDING RESOURCES . SCAO EMPLOYEE ENGAGEMENT AND RETENTION QUICK KIT: https://courts.michigan.gov/Administration/Documents/EmployeeRetentionQui ckKit/1.RetentionPresentation.pdf . SCAO HIRING QUICK KIT: https://courts.michigan.gov/Administration/Documents/QuickKit/Hiring%20Qu ick%20Kit%20PDF%20all%20Materials.pdf . AMERICAN SOCIETY OF EMPLOYERS: https://www.aseonline.org/ . NATIONAL CENTER FOR STATE COURTS: https://www.ncsc.org/Topics/Human-Resources.aspx MJI Court Executive Team Conference | December 10, 2019 Page 10 8 Managers/Supervisors Guide for Onboarding New Employee MJI Court Executive Team Conference | December 10, 2019 Page 11 Contents Message for Managers/Supervisors…..……………………………….……………………...…........1 What is Onboarding?....................................................................................................................1 Onboarding Model…………………..………………..……...………………………….……………….2 Onboarding Roles and Responsibilities………………………………………………..………..…..3-4 Before the First Day……………………………………...……………………………....……………4-6 The First Day………………………………...………………………………………………..…….…7-8 The First Week…………………………………………………………………………..……………….9 The First Month…………………………………………………………………..…………………10-11 The Third Month…………………………………………………..……………………………….…...12 Six Months/End of Probation……………..……………………………………………..…………12-13 MJI Court Executive Team Conference | December 10, 2019 Page 12 MESSAGE FOR MANAGERS/SUPERVISORS Congratulations on your new employee(s)! This guide provides an overview of onboarding. It contains information, resources and tools, which can be used as a starting point for successfully acculturating and developing new employees. <<Enter you county name here>> aims to be an “employer of choice” -- recruiting and retaining top talent. The organization strives to create a positive working experience where staff are informed and engaged and have strong working relationships with their manager/supervisor and colleagues. The foundation for this environment can be created through onboarding. WHAT IS ONBOARDING? Onboarding is more than completing new hire paperwork or attending an orientation. Onboarding is a collaborative, strategic approach that provides new employees with the needed information, tools and resources to meet organizational goals effectively. Onboarding aims to: • Increase new employee productivity, by training them about the County, Department and Division and their respective cultures. • Improve retention rates of new employees within all employee groups by providing the wide array of information that employees need in order to feel engaged, successful, and connected. • Provide audience-specific, in-depth, timely information over an extended period, so that information is useful and A successful onboarding program memorable for the new employee. makes a positive impression on a new employee and creates a • Streamline processes and provide best practice welcome feeling, which confirms information to enable managers/supervisors to deliver high their decision to work for <<Insert quality, consistent, and accurate information your county name here>> County. systematically to all new employees. • Foster an environment of employee engagement, where employees feel that the County of <<Enter you county name here>> is a great place to work. 1 | Page MJI Court Executive Team Conference | December 10, 2019