Employee Orientation Checklist
Hire, train, retain. It's the motto of any good HR department. And anyone who works in HR will tell you that the cost of hiring new employees is high – sometimes as much as one-and-a-half times the employee's annual salary.
A good orientation will help a new employee to succeed by:
- Reducing the anxiety of the new recruit
- Introducing the organization's mission and work
- Explaining the organization's culture, including the values, behaviours, formal and informal practices, etc.
- Introducing the new employee to colleagues, including managers or supervisors
- Creating mentors and job ‘buddies' to help ease the new employee into the organization's culture
Even the best employee is bound to have some weak spots that must be addressed. Lesser-skilled employees may have amazing potential to learn and grow into the job if they receive good supervision, coaching, and training. Therefore, document your orientation plan for greater consistency. Record the training the employee receives, and this documentation will assist you with the performance review at the end of the probation period.
Also, be sure you document the supplies you give to a new employee. That way, if the employee leaves, you know what you need to get back, cancel, or change. Consider the following:
- Oath of Confidentiality
- Job description, employee manual
- Keys (specify)
- Security Access Code
- Remote Access FOB
- Permissions – computers, email, applications
- Training videos
Always discuss any employee exits with your privacy officer to ensure privacy policies and procedures are being followed, and don't forget to adjust mentorship or supervisory relationships as necessary.
“The seeds of staff retention are sown on a new employee’s first day. How they are welcomed and treated will determine whether they will commit to their new employer or will almost immediately begin planning their next job search.” Nelson Scott, SEA Consulting
Here's a resource from our 15 Day Privacy Challenge sponsor, SEA Consulting: Seven ways to build commitment on your employees’ first day
The Health Information Act Guidelines and Practices Manual from AHW provides an administrative checklist of custodian's responsibilities, including training requirements. This is a good outline for your privacy management program and employee orientation even if you don't need to follow HIA. See Appendix 3 & 4.
Also see Employee Orientation Checklist from the HRC Council: Getting the Right People.
For information about employee privacy, including the law around employee use of technology at work, see The Law of Employee Use of Technology.
Make use of networking within your organization and with associations, or organizations of similar or complementary services. Some vendors facilitate user groups. The Alberta Association of Clinic Managers and the Medical Group Management Association of Canada offer networking for Clinic Managers. Privacy Officers can find resources and networking at Privacy and Access Council of Canada.
- Do you know who the Privacy Officer is in your business?
- Do you have an employee orientation checklist? When was it last updated?
- How can the orientation process be improved?
- Ask new employees for their feedback on their orientation.
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