Onboarding and Integrating your new hire: Step 1- Prepare
Onboarding and integrating a new hire is a VERY CRUCIAL STEP and involves much more than having an orientation day. While orientation might be necessary (paperwork and other routine tasks must be completed), onboarding is a comprehensive process involving management and other employees that can last up to 12 months. Think of it as a mentoring program and you are investing in this new employee’s personal growth and development. This is key to long-term and loyal team members. What office doesn’t want that!?!? Want to learn how to do this? Then this mini-series is for you!! But first you need to download this guide and we will work on each of these categories throughout the series.
Always be prepared
Tune into your inner Boy Scout and be prepared! Have all of your documentation ready ahead of time. Meaning you need to have employment contracts, job descriptions, policy manuals, new hire forms and several key policies for your office. This ensures that your team always knows what’s expected of them right from day one! Simply telling your employees about your business practices and the requirements you have for them is not enough. You need to establish clear policies and guidelines. When you have such key documents in place. You are setting your new employee up for success and you are protecting your business and reputation that you worked so hard to build!
Let’s review a few of these items and their importance:
1. Employment Contract
Employment contracts are meant to protect not only the rights of you as an employer but also the rights (or powers) of your employees. It also helps ensure expectations and responsibilities of both the employee and employer are clearly defined and outlined right from day #1!
2. Job Descriptions
A job description typically outlines the necessary skills, training, and education needed by a potential employee. It will spell out duties and responsibilities of the job.
Once a job description is prepared, it can serve a basis for interviewing candidates, orienting a new employee and finally, in the job performance evaluation.
3. Policy Manual
A policy manual helps you communicate your expectations to your employees by developing a clear and thorough policy manual. These will be your workplace guidelines that cover a wide range of workplace activities, including hiring, training, resolving conflicts, maintaining a safe and healthy workplace, use of company property, business expenses, and MUCH more.
4. New Hire Forms & More
Other key items to have is their Employee Information Record which includes their emergency contact information. You also need to have information to process their payroll including tax forms and banking information. Having a copy of their license and/or certifications will ensure there are up to date and active to prove their education/training. Other policies like confidentiality agreement, overtime agreement, and salary confidentiality agreement is something that should be included in their new employee bundle when they are hired!
Did you notice what all of these have in common? They serve as a great way to open the lines of communication between yourself and your new employee. You are telling them—this is what your job entails and I will be holding you to this BUT I am going to give you all of the tools you need to be successful at it!
Don’t have these tools in your new hire toolkit yet? We do! In fact, we have a comprehensive library of template Policies, Forms, Manuals and Guides that are easily accessible and available to support all aspects of your Dental Practice! Including our new hire bundle which includes 9 documents that have been strategically crafted and bundled together to help you!
Tune in next week to learn what Step 2 is and how to make sure the first day is a successful and productive one!
How to retain TOP talent for your Dental Practice: Proper Onboarding and Integration
Congrats! You found an amazing candidate for your practice. But… finding the best candidates is only part of building an effective team. The process of onboarding new employees can be one of the most critical factors in ensuring your new talent will be productive and a valuable member of your team. This next blog series will discuss the best way to keep top talent!
Onboarding: the process of integrating a new employee into the office – is particularly challenging because it can be complicated, and it involves potential negative legal repercussions if it isn't handled properly. Most people confuse onboarding with an orientation, which is done on your new employees first day. While orientation might be necessary -- paperwork and other routine tasks must be completed -- onboarding is a comprehensive process involving management and other employees that can last up to 12 months.
What is Onboarding and Why do I need it?
Here is a simple answer: If you want to retain the top talent, good employee onboarding is essential. First impressions are everything! Here are some compelling stats on why you need to have proper systems and protocols for the onboarding and integration of your new hire:
- 22% of employee turnover happens within the first 45 days of employment.
- Onboarding and integration protocols can increase retention by 25% and improve employee performance by 11%.
- Employees who participate in a structured onboarding program are 69% more likely to stay with an organization for 3 years.
- 15% of employees said the lack of an effective onboarding program aided in their decision to quit.
Now I know you do not want to find yourself in the same position again= a vacant position! Successful onboarding is the first step to eliminating this problem. I am afraid there is no fail-safe way to keep all your new employees on board, but you can certainly improve your chances of success by following these guidelines.
Goals of an Effective Onboarding Process
Overall, effective onboarding should acclimate the new employee to allow them to become a contributing member of office in the briefest period possible, increase productivity, plus it makes the new hire happier and it saves you money! I say that’s a win-win, WIN for everyone! Here are some tips to make that happen:
Acclimate -- Acclimating a new employee is far more than just pointing out the location of the break room or explaining the parking situation. Every workplace has its own personality, and every Dental Practice has its own goals and philosophies. Your new employee needs to understand what YOU expect from them and the specific role they will play in achieving those goals. At the same time, new hires need to be made aware of what they can expect from the office, such as management support, availability of resources or performance reviews.
Engage -- A Gallup study showed a correlation between engaged employees and a company's profitability, turnover rate, safety record, absenteeism, product quality and customer ratings. An effective onboarding plan offers an ideal opportunity to boost employee engagement, such as fostering a supportive relationship between a new hire and management, reinforcing the company's commitment to helping employees' professional growth or proving that management recognizes the employee's talent.
Give me the 101 for onboarding
As it turns out, the most commonly used strategy in the new employee onboarding process is creating a checklist and we have done just that to help you out! DOWNLOAD YOUR CHECKLIST
Next week we will get into the nitty-gritty on what documents, policies, and contracts you should have ready and prepared for your new hires first day!
The Dreaded 'T' Word: Termination
Terminating an employee for any reason can be a very stressful and unpleasant situation and it can even be somewhat overwhelming, even a bit confusing… written notice, termination pay, progressive discipline, termination for cause, without cause. So many things to know and understand.
Take it step by step:
Proper preparation prior to the termination can get you prepared for what is to come but it also helps ensure that the employee leaves with dignity and helps mitigate risk to your practice.
Now sometimes, it is necessary to eliminate a position that has become redundant or you may have to lay off employees due to business slowdowns. Other times, terminations may be due to poor performance or inappropriate conduct. Regardless of the reason, it is important to terminate the business relationship in a professional manner, with appropriate notice, and in a way that meets at least, the minimum legislative requirements for your province/state.
An employee who is wrongfully terminated or terminated without cause and not provided with an appropriate notice period (or payment in lieu), will now have reason to initiate legal action to recover the monies owing, or to contact an employment standards officer to open an investigation. Which is something I am sure you would not like to happen!
It's much better to understand the appropriate way to handle terminations within your workplace so that you avoid any type of litigation or investigation in the first place.
Terminations caused by poor performance: Some employers will avoid conflict as long as possible and will continue putting up with inappropriate conduct or poor performance from an employee, rather than starting the disciplinary process. Having a disruptive employee, or someone who does not seem to pull their weight, can begin to have a negative effect on the rest of the staff; and that is something you do not want! When employees see that an underperforming colleague is allowed to continue down such a path, the rest of your staff may become resentful and it can result in lower productivity and higher turnover.
Poor performance or inappropriate conduct should be addressed as soon after the incident as possible, or upon noticing deteriorating performance. In some cases, working with the employee can help to turn things around without having to take further disciplinary action.
However, if the results are still not acceptable, it is critical to act quickly, document all discussions, and adhere to legislated requirements for your jurisdiction before terminating employment.
Cover the basics:
1. When an employee is hired, it is important to have them sign an employment agreement. This contract will clearly outline information that outlines roles, expectations, salaries, probationary period and termination provisions.
2. Conduct regular performance reviews to provide feedback, guidance and create an action plan for areas of improvement.
3. If there is a cause for progressive discipline it must be documented to show you provided enough opportunity & guidance for them to improve.
4. If at that point, things are not improving you must contact an HR professional for advice to ensure that your documentation and process is appropriate to minimize your risk.
If you proceed with deciding to terminate- it does not end there!
There are series of steps you still need to take to ensure everything is done correctly the day of. We can’t stress this enough! The decision to terminate should never be taken lightly. If not handled properly, it can also result in expensive litigation. This is not a position you would want to find yourself in.
We have put together a termination checklist for you to download. It walks you through what needs to be done the day of termination. Visit: https://streamdental.leadpages.co/terminationchecklist/
Stream Dental understands that you have a lot on your plate, as the owner of a growing Dental Practice, usually having little or no in-house Human Resource expertise! Our new services allow us to become your virtual HR department. Offering human capital solutions that provide the greatest impact on workplace productivity, employee engagement & retention and help you grow your business with the right people and processes.
Contact us today: www.streamdental.ca
The Importance of a Confidentiality Agreement
Let’s start off by addressing what a confidentiality agreement is. It’s an agreement for your team to keep everything in your office confidential. The purpose of the agreement is for your team members to agree to maintain confidentiality regarding all confidential materials, patient information, processes, marketing, pending business transactions… just to name a few! This agreement outlines that all confidential information is kept strictly confidential both during and after their term of employment.
Why is this necessary?
As a business owner, you have worked hard to grow your practice and to provide the best treatment to your patients and build your reputation. It is important for you to protect all your hard work by having a confidentiality agreement in place. Everyone who comes to your office to work should sign one! This means all new and current team members should sign! One other area that is often overlooked is any temporary employees or candidates that come into your office for working interviews. You want to protect you and your practice.
We understand that temporary relief & working interviews are common in this industry, but have you ever given much thought to getting potential candidates to sign a confidentiality agreement prior to their interview?
The same goes for working interviews. These potential candidates may come into contact with, view, or handle confidential medical and personal patient information, products and/or system. This is information that is not readily available to the public and may compromise your practices competitive advantage in the marketplace in the event that sensitive business information relating to your practice is divulged.
Your business deserves to be protected! You worked so hard to start and build your business-- make sure it's protected! If you are missing this agreement, we have you covered! It might be some time to review your HR protocols and see what items are missing. Take our Dental HR audit check-up by downloading this ebook!
Time to rethink HR for your practice
Rethinking Human Resources for Dental
As a business owner, you need to be able to attract, hire and retain high-quality individuals to help you ensure that your practice succeeds. And that’s no easy task! What’s more, you need to be able to protect your practice by setting clear expectations and implementing policies that preserve the integrity of your business.
Ideally, these would be handled by a full-time Human Resources manager -- someone who understands the intricacies of HR in a manner that matches your expertise in dentistry. Hiring people for your practice is one thing, but Human Resources entails much more than just hiring and firing.
Human Resources -- Critical to the Success of Your Practice
Look at it this way: if you do Human Resources right, you can grow your business and keep your patients smiling in more ways than one! Not only do you attract the best employees; you also retain them and keep them on track with clear expectations and policies that outline important standards and practices. And when employees fail to live up to those expectations and standards, you are ready to discipline, retrain or, if the situation warrants, terminate their employment confidently, knowing that you are following all pertinent guidelines, legal and otherwise.
However, if you do Human Resources wrong or fail to give it the attention it deserves, the consequences can be costly and severe, putting your practice in jeopardy.
Hiring people becomes a game of chance. Sure, there are job boards that can help you find qualified candidates, but the screening and hiring process takes time, effort and energy. You can also find templates online for various policies, contracts, guidelines and other documentation, but these readymade pieces of content don’t consider the nuances that make your practice special and unique.
Doing it all by yourself is not a viable solution -- it only leaves you exhausted and unable to provide the excellent care that your patients expect.
No One-Size-Fits-All Solutions
Searching the web for advice and examples regarding your policies, contracts and documents may give you an education on some of the fundamentals of Human Resources. But you need Human Resources solutions that are strategically crafted with your specific practice in mind. This is where Stream Dental’s HR services can make a massive impact and keep you from making costly mistakes.
For many dentists, the idea of crafting specific policies doesn’t occur to them until an incident must be dealt with. For example, you may assume that your employees will adhere to a certain standard of appearance or dress. But unless this expectation is communicated, agreed upon and enshrined in an official policy document, you may find yourself having awkward conversations with employees who hold a different view of work-appropriate dress than you.
There can be over 50 official policies that dentistry practices should have, and Stream Dental is here to help you craft them in the manner that best suits your practice.
Some examples include:
• Policy Manual
• Confidentiality Agreement
• Holidays/Vacation and Sick Days
• Probationary Period
We don’t just supply a plan and let you figure it out; we work with you to develop a strategy that allows you to grow your business with the best people onboard!
Thankfully, Stream Dental Staffing Solutions understands the precise Human Resources needs of dental practices like yours!
Stream Dental -- Your Virtual HR Experts
You need a Human Resources solution that allows you to focus on doing what you do best -- treating your patients. Several solutions exist, but Stream Dental brings serval years of dental industry experience to the table in addition to top-notch, up-to-date HR practices and procedures that are crafted specifically for your business.
Let us be your virtual HR department!
Contact Stream Dental Today!