Effective Onboarding Strategies for New Employee Success at Southland Industries

On-Boarding Southland Industries

On-Boarding Onboarding is the process of acquiring, accommodating, assimilating & accelerating new team members, whether they come from outside or inside the organization. Effective onboarding is key to the long-term success of our employees. When implemented well, onboarding can drive new employee productivity, accelerate significant results, and improve talent retention. Acquire: Identify, recruit, select top talent to join the team. Accommodate: Provide new team members with the tools needed to do their jobs. Assimilate/Accelerate: Help them to gain an understanding of their role, and connect with other team members so they can work together and deliver better results faster. Key Stakeholders: Human Resources Hiring Managers IT Finance/Payroll Office Administrators Safety March 18, 2025 2

Acquire Talent Acquisition Addition of Talent Acquisition Manager Standardizing overall recruitment process Leading strategic effort to increase Southland presence within social media, professional association sites and general job sites which will increase networking potential and building pipelines. 4 new Human Resources Business Partners Professional recruitment support to local and remote division hiring needs Partner with hiring managers to identify and pursue top talent Goal Identify, recruit, select top talent to join the team. Results: Consistent messaging to candidates from HR Professionals re: Job responsibilities, company culture, and benefit offerings. HR providing enhanced interviewing skills resulting from guidance and training. Key support to hiring managers which allows them more time to focus on maximizing the overall new hire experience. Well-executed onboarding can impact job satisfaction and retention, which can strengthen Southland s overall employment brand in the recruitment marketplace. March 18, 2025 3

Acquire Grid Phase Owner Activity Date to Complete Hiring Manager Communicates job opening to HRBP. Job description is reviewed to ensure that it is accurate and comprehensive. Pre-Start Date In process now HR Talent Acquisition Manager and HRBPs Initiates recruitment process determines posting/sourcing strategy and works with Hiring Manager to screen candidates and coordinate interview schedules. Manages internal and external processes. In process now Works with Hiring Manager to determine salary, extend offer, and generate offer paperwork. Office Manager May work with HR to help coordinate candidate interviews. In process now March 18, 2025 4

Accommodate Prepare for Start Date A successful onboarding process begins before the new-hire s arrival at the company. It helps engage employees and maintain their excitement about the organization in advance of their first day. This will demonstrate to the new employees that they are a valued addition to the company and their specific team. Goal Provide new team members with the tools needed to do their jobs. Result: New-hire is prepared for his/her start date, having already completed all of the paperwork and reviewed all policies and procedures online through RedCarpet. The HRBP s are able to cover all new-hires onboarding at all locations, in person and remotely, maintaining communication and answering questions/providing guidance. Orientation presentation has been enhanced to provide more comprehensive Benefit and System information HR working with Hiring Mgr and IT to ensure work area is set up and equipment have been provided. March 18, 2025 5

Accommodate Grid: Pre-Start Date Phase Owner Activity Date to Complete HRBPs Welcome Communication, including details of online new hire onboarding process and first day orientation. Pre-Start Date In process now Roll out and oversee completion of RedCarpet activities: background/drug screen, policy review and acceptance, new hire documents, etc. Maintain contact with new-hire In process now Submit Status Change Form to Payroll In process now Hiring Manager Email alerts from RedCarpet with instructions to submit requests to key stakeholders for the following: - Computer equipment, system access > IT - Workspace, Business Cards, Keys > Office Mgr - Pcard > Finance In process now Goal of one week prior to start date In process now Email from RedCarpet highlighting manager s critical role in this process and providing a checklist of important steps to take to ensure a successful start and integration into role and organization IT Receive and process IT Request, install computer and phone and provide login info for both. Ensure home screen is set to SIConnect. In process now Prior to start date Office Manager Plan seat assignment, building/parking access, business cards, cell phone, welcome note and office supplies, etc. In process now Prior to start date March 18, 2025 6

Accommodate Grid: First Day/Week Phase Owner Activity Date to Complete HRBPs New Hire Orientation: company history and future vision, core values, introduction to leadership team, benefit offerings overview, review key policies, SI Connect, COINS, Silkroad Modules, Lync. (Safety orientation see future proposed initiatives for more detail.) First Day In Process Now Collect required hardcopies of paperwork (voided check, I-9 id(s), self-identification). Send respective documents to Payroll and Risk Mgmt. In Process Now Facility Tour, Division specific introductions, general information, building security, resources In Process Now IT Beyond the current IT equipment provided, we propose IT advise new hire how to use and access IT items. (See proposed future initiatives for more detail.) Propose Day 1 Payroll Provide employee number, timesheet, payroll schedule, vacation request form, P Card, expense report, check request Propose within first 3 days Hiring Manager Please refer to critical activities and responsibilities outlined in the Assimilate/Accelerate section Day 1 and ongoing HR Benefit enrollment communication First Week In Process Now March 18, 2025 7

Assimilate/Accelerate Employee Performance The direct supervisor is the most influential person in the onboarding process, and is key to the successful integration of new employees into the organization. Goal Help them to gain understanding of their role, get them up to speed on daily activities, and connect with other team members so they can work together and deliver better results faster. Build employee loyalty and dedication. Result: An effective assimilation leads to faster productivity and improves retention Hiring manager or assigned replacement to hold introductory meeting to kick off process Facilitate integration into the team Set early performance expectations Provide early performance feedback to assure new employee is on the right track March 18, 2025 8

Assimilate/Accelerate Owner Activity Date to Complete Hiring Manager Reference to email from RedCarpet in Accommodate Section Suggested steps to be used as a guide Suggested Timeframe Communicate arrival of new hire to Department Prior to start date Introduce to team and other key people in organization 1st day/week on Take new hire to lunch 1st day Review the job description and manager expectations 1st week on Discuss organizational goals and how department helps to meet them 1st week on Ask questions to understand new hire s working style, strengths, concerns about new role 1st week on Review company organizational charts 1st week Assign a Buddy A buddy is an individual chosen to help the new hire settle down, adjust to firm s culture, build personal networks across the office/organization, and answer job-related questions and concerns 1st day several weeks Check in to make sure they have the tools and resources they need to do their job 2 -3 months Discuss Performance Objectives 90 day March 18, 2025 9

HR Proposed Initiatives Leverage SIConnect s HR Site Create universal repository to house key information for new hires Standardized companywide information FAQs, helpful documents, points of contact, etc. Welcome video from Ted? Highlight links to local division specific information Promote consistency of information among division sites How-to guides (phone, conference room, etc.), office events, points of contact Create an On-Boarding Checklist With all stakeholders required tasks listed Create a 1st day orientation schedule List who all the new hire will meet with, to complete what and when Post-Hire Survey Replace 30 day post-hire survey from RedCarpet with a 60-90 day anonymous onboarding survey that focuses on the three key areas of onboarding. Will be reviewing technology options available (Sharepoint, Survey Monkey, etc..) to launch and maintain this process. Data gathered will help to determine trends and areas for improvement and enhancement. March 18, 2025 10

Other Stakeholders Proposed Initiatives IT IT New Hire Training: How to use printer/scanner/copier, access to shared drives, remote access to email server, VPN access, explain IT Help Desk ticketing system. Create a company wide shared drive/network layout Refresh the IT Request Form Create an IT Tracking Spreadsheet for all company equipment Provide content for HR site (new hire section) Payroll/Finance Payroll to review process for providing employee number, timesheet, payroll schedule, vacation request form, P Card, expense report, check request Provide content for HR site (new hire section) Safety Safety video to be provided to all non-union employees, with quiz and sign off Provide content for HR site (new hire section) March 18, 2025 11