EmployeeNet

This checklist is a general outline of what new employees need to succeed as an employee of the City of Madison. Your department may have specialized trainings, equipment and requirements that your employees need. You may find that customizing this list will give the best experience for both you and your new employees!

Before the Employee's Start Date

Outcomes: This is a welcoming work environment with informed colleagues and a fully-equipped work space; new employees feel “settled in” on their first day.

Schedule and Job Duties

• Submit the appropriate new hire information to Human Resources
• Welcome phone call or email to new employee:
  • Confirm start date, time, place, parking, dress code, etc.
  • Identify computer needs and additional requirements.
  • Provide the name of the greeter.
• Prepare employee’s calendar for the first two weeks by adding regularly scheduled meetings (e.g. staff and department) to employee’s calendar.

Socialization

• Email department/team of the new hire. Include the employee's start date, role/job title, contact information and bio. Copy the new employee, if appropriate.
• Set up meetings with critical people for the employee’s first few weeks.
• Arrange for lunch with the appropriate people for the first day and during first week.
• Select the greeter and review expectations, if appropriate.
• Meet with the greeter, and provide suggestions and tips.

Work Environment

• Put together welcome packet from the department and include: job description, welcome letter, contact names and phone lists, building and/or office map, parking and transportation information, mission and values of the department, etc.
• Clean and set up work station, and set up phone, computer, office supplies, and necessary equipment.
• Order building and/or office area keys.
• Order business cards and name plate, if needed.
• Add employee to relevant email lists.

Technology Access and Related

• Contact Information Technology: An IT Authorized Contact should submit a New Employee Request.

  • Arrange for email setup and phone installation, if applicable.
  • Arrange for access to appropriate common drives and programs.
  • Request setup any non-standard software.
• Request IT software training, if needed.

Training/Development

• Register new employee for New Employee Orientation with Human Resources.
• Arrange any other trainings required for the job.

First Day

Outcomes: The employee feels welcomed and prepared to start working; begins to understand the position and performance expectations.

Schedule, Job Duties, and Expectations

• Explain the first week’s schedule, including trainings.
• Provide an overview of the department – purpose, organizational structure, and goals.
• Review job description, outline of duties, and expectations.
• Describe how employee’s job fits in the department, and how the job and department contribute to the division and the organization. Provide department flow chart.
• Review hours of work. Explain department policies and procedures including: overtime, use of vacation and sick time, holidays, etc. Explain any flexible work policies or procedures. Go over your department's timesheet procedures.
• Make sure employee knows of EmployeeNet, especially page(s) specific to new employees.

Socialization

• Be available to greet the employee on the first day.
• Introduce employee to others in the department.
• Introduce employee to their mentor/buddy, if applicable.
• Take employee out to lunch.

Work Environment

• Give employee keys and/or building access card.
• Provide department or building-specific safety and emergency information.
• Take employee on a tour of the workplace.
• Explain how to request additional supplies.

Technology Access and Related

• Train employee on basic systems.
• Provide information on setting up voicemail and computer.

First Week

Outcomes: New employee builds knowledge of internal processes and performance expectations; feels settled into the new work environment.

Schedule, Job Duties, and Expectations

• Debrief after the employee attends initial meetings, attends training, and begins regular work duties. Touch base quickly each day.
• Explain the annual performance review and goal-setting process.
• Review the process related to the probationary period.

Socialization

• Arrange welcome gathering for the department employee’s and include department Director and key management personnel.
• Schedule one-on-one meetings with Child Care Specialist, Administrative Assistant, and Tuition Assistance.
• Provide an overview of the Child Care Unit and the functions.
• Explain Prohibited Harassment & Discrimination procedures and training.
• Introduce City Teams and Committees.

Technology Access and Related

• Ensure employee has fully functioning computer and systems access and understands how to use them.

First Month

Outcomes: Employee is conscious of their performance relative to the position and expectations; continues to develop, learn about the organization, and build relationships.

Schedule, Job Duties, and Expectations

• Schedule and conduct regularly occurring one-on-one meetings.
• Continue to provide timely, on-going, meaningful “everyday feedback.”
• Elicit feedback from the employee and be available to answer questions.
• Discuss performance and professional development goals.

Socialization

• Continue introducing employee to key people and bring them to relevant meetings and events.
• Arrange for new employee to tour each facility, if not already completed in week 1.
• Have employee “shadow” the supervisor at meetings to get exposure to other departments and support services.
• Support and encourage employee to join appropriate committees and/or cross-functional teams, both internally and externally.
• Solicit employee’s feedback and suggestions on ways to improve the onboarding experience. Do this one-on-one or with a small group of new employees.
• Schedule and conduct tours of various accredited child care center with Specialists.
• Meet key stakeholders within the Madison child care community.

Training and Development

• Ensure employee is signed up for necessary training. New Employee Orientation generally occurs twice a year, and the employee will be emailed when the next training is scheduled.

Three to Six Months

Outcomes: Employee is fully engaged in new role – applies skills and knowledge, makes sound decisions, contributes to department goals, understands how their assignments affect others in the organization, and develops effective working relationships. The employee has a strong understanding of City and department’s mission and culture.