BEFORE FIRST DAY

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. The OSI accountant will be able to establish the new employee in the payroll system.

Schedule and Job Duties

  • Call employee:
    • Confirm start date, time, place, parking, dress code, etc. [COMPLETED]
    • Identify/provide computer needs and requirements. [COMPLETED]
  • Add regularly scheduled meetings (e.g. staff and department) to employee’s and OSI calendar(s). [IN PROGRESS: Scheduling week by week as of Oct. 2018]
  • Prepare employee’s calendar for the first two weeks. [IN PROGRESS: Tasks outlined, but still training on various systems / processes.]
  • Plan the employee’s first assignment. [COMPLETED: Create profiles on OSI website, Drupal and XWiki.]

Socialization

  • Email OSI Directors and Staff  to introduce the new hire. Include start date, employee’s role, and bio. Copy the new employee.
  • Set up meetings with critical people for the employee’s first few weeks. [IN PROGRESS: Meeting with Nick, Phyllis, and Simon.]
  • Arrange for an "office" tour. [IN PROGRESS: Meeting locally, will move on to "virtual office"]
  • Arrange for a "virtual office" tour.
    • GSuite (Hangouts) [COMPLETED]
    • Jitsi [COMPLETED]
    • IRC [IN PROGRESS: Patrick to introduce Jessica to IRC channels after she's conformable with other platforms]
  • Add profile to OSI website. [IN PROGRESS: Created account, need to add profile content]

Work Environment

  • Put together welcome packet, including:
    • job description, [IN PROGRESS: Patrick to forward]
    • welcome letter, [COMPLETED]
    • contact names and phone/email lists, [IN PROGRESS: Patrick to figure out and share with Jessica]
    • technology resources,
      • GSuite [COMPLETED: Jessica can log in]
      • Email [COMPLETED: Jessica can log in]
      • Google Voice [IN PROGRESS: Jessica to create and share]
      • Drupal [COMPLETED: Jessica can log in]
      • CiviCRM [COMPLETED: Jessica can log in]
      • XWiki [COMPLETED: Jessica can log in]
    • history of the organization, [COMPLETED: Jessica had to listen to a rant]
    • mission and values of the Institute, etc. [COMPLETED: Jessica had to listen to a rant]
  • Share policies on:
  • Order business cards.

Technology Access and Related

  • Provide technology equipment and software. [COMPLETED]
    • Ubuntu [COMPLETED]
    • Firefox [COMPLETED]
    • LibreOffice [COMPLETED]
    • GIMP [COMPLETED]
  • Create various accounts (Civi, Drupal, GSuite, etc.)
    • GSuite [COMPLETED]
    • Email [COMPLETED]
    • Drupal [COMPLETED]
    • CiviCRM [COMPLETED]
    • XWiki [COMPLETED]
  • Add employee to relevant email lists.
    • Contact
    • Board (non-member)
    • Memberships

Training/Development

  • Arrange pertinent training required for the job.

Payroll

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

  • Clarify the first week’s schedule, and confirm required and recommended training.
  • Provide an overview of the functional area – its purpose, organizational structure, and goals.
  • Review job description, outline of duties, and expectations.
  • Describe how employee’s job fits in the organization, and how the role contributes to the organization, aligns with the mission and supports the Open Source Software community.
  • Review hours of work. Explain policies and procedures for recoding/reporting time, vacation and sick time, holidays, etc. Explain any flexible work policies or procedures.
  • Explain how to get additional office, working supplies.

Socialization

  • Coordinate meetings with OSI staff, contractors, directors on the first day.
  • Take employee out to lunch.

Work Environment

  • Discuss expectations when working remotely.

Technology Access and Related

  • Provide information on using, email, 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

  • Give employee his/her initial assignment. (Make it something small and doable.)
  • Debrief with employee after he/she attends initial meetings, completes training, and begins work on initial assignment. Touch base quickly each day of scheduled work.
  • Provide additional contextual information about the organization to increase understanding of the purpose, value add to OSI, goals, and initiatives.
  • Explain the annual performance review and goal-setting process.
  • Review the process related to the probationary period.

Socialization

  • Arrange for a welcome from the OSI Board

Technology Access and Related

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

FIRST MONTH

Outcomes: Employee is cognizant of his/her 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.
  • Explain the performance management process and compensation system.
  • Discuss performance and professional development goals. Give employee an additional assignment.

Socialization

  • Continue introducing employee to key people (contractors, affiliates, sponsors, etc.) and bring him/her to relevant events.
  • Meet with employee to review first weeks and answer questions.
  • Arrange for employee to take MIT tour (if not already completed).

Training and Development

  • Ensure employee has attended Human Resources New Employee Orientation.
  • Ensure employee is signed up for necessary training.

FIRST THREE MONTHS

Outcomes: Employee is becoming fully aware of his/her role and responsibilities, beginning to work independently and produce meaningful work. He/she continues to feel acclimated to the environment, both functionally and socially.

Schedule, Job Duties, and Expectations

  • Continue having regularly occurring one-on-one meetings.
  • Meet for informal three-month performance check-in.
  • Continue giving employee assignments that are challenging yet doable.
  • Create written performance goals and professional development goals.
  • Discuss appropriate flexible work options.
  • With employee, develop personal interests and goals for long term.

Socialization

  • Have employee “shadow” you at meetings to get exposure to others and learn more about the department and organization.
  • Have a check-in with the employee.
  • Take employee out to lunch, and have informal conversation about how things are going.

Training and Development

  • Ensure employee is comfortable in the use of technology, business practices, policies, etc. Request the employee provide feedback on the on-boarding, and training, and share with organization, as appropriate.
  • Ask if needed training is completed.
  • Provide information about continued learning opportunities.


Tags:
Created by Patrick Masson on 2018.08.01 at 09:33:13 PDT
    

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