[Firm Name]

Employee Orientation Manual

 

 

 

 

 

         Employee Name:                                        

                  Start Date:                                        

 

 

Orientation Manual

Table of Contents

 

 

                                                                                           Page No.

 

Preparing the New Team Member                                                                1        

Preparing the Office and the Team                                                               2

Orientation Stage 1: First Day                                                                      3

Orientation Stage 2: First Week                                                                   5

Orientation Stage 3: First Month                                                                  6

Orientation Evaluation Form                                                                        7

Preparing the New Team Member

 

 

Stage	Task	Completed by	Date
1.1 1.2 1.3   1.4 1.5	Employee handbook Business card information Employment forms – Personal details, insurance application, 401(k) packet, W-4, I-9, garage access form Order new employee plant Welcome gift bag

 

• THE OFFICE ENVIRONMENT

 

                    Office location and contact details

 

         Address:           [Street Address]

                                 [City, State  Zip Code]

         Phone #:           XXX-XXX-XXXX or 1-800-XXX-XXXX

                           Fax #:            XXX-XXX-XXXX or 1-800-XXX-XXXX

         Backdoor #:     XXX-XXX-XXXX ext. _________      

         Website:         [Web Address]

         Email:                                            @[Firm Email Address]

         Title:                                                                   

 

 

 

 

Preparing the Office and the Team

 

 

Stage	Task	Completed By	Date
2.1 2.2   2.3 2.4 2.5                 2.6         2.7   2.8   2.9	Organize workstation or office area allocation Set up in Practice Solutions; enter rates; set time defaults; access to MAIN office client listing only Security cards/access arranged/office key(s). Telephone connected with allocated extension and voice mail Computer or laptop allocated and set up with email address, passwords, and all applicable software; all other stations updated with new employee’s calendar & e-mail address. Create passwords:                                        Network                                        [Time & Billing Software]                                        [Marketing Software]                                        Voicemail                                        [Tax Software] Business cards ordered 1 week ahead of start date; new team member added to appropriate mailing lists/team lists/phone lists/Outlook (update other team member’s outlook with new employee’s address) Announcement message to inform team members Day One orientation arranged with meetings scheduled in Outlook Week one orientation arranged with meeting in Outlook, rooms booked, etc. Organize lunch with new team member and their manager or team

 

 

 

 

Supplies for a New Team Member

 

                  Pens

                  Markers/highlighters

                  Pencils

                  Eraser

                  Ruler

                  Note pads

                  Paper clips

                  Stapler and staples 

                  Staple remover

                  Scissors

                  Liquid paper

                  Letter opener

                  Disks

                  Trash can

                  Kleenex

                  Luggage cart

                  Envelopes

                  In/Out boxes

                  Elastic bands

                  2-Hole punch

______      3-Hole punch

                  Tape dispenser

                  Business card holder

                  Calculator

                  Cell phone (if needed)

                  10-key for laptop

                  Desk organizer

                  Laptop cushion

                  Mouse

                  Surge Protector

 

Orientation Stage 1: First Day

 

Office Tour

 

                  Reception

                  Meeting rooms

                  Overview of network structure

                  Meal / kitchen area

                  Office & paper supplies

                  Mail drop and times

 

                  Storage facilities

                  Water cooler

                  Printer / scanner / fax/ copier

                  Restrooms

                  File rooms

 

 

Stage	Task		Completed By		Date
	Afternoon Schedule With Administrator
3.7   3.8   3.9 3.10 3.11   3.12 3.13 3.14 3.15 3.16 3.17 3.18 3.19 3.20 3.21 3.22 3.23   3.24	Security swipes and access keys to building handed over and use explained Protocols for telephones – answering and receiving calls; script and phone usage Employment contract—return by 2nd day of employment Expenses claim policies explained; Excel template shown IT training – introduction & use of [Time & Billing Software] & [Marketing Software] Location and use of our color letterhead Place desktop document icons on desktop Check access to the applicable network drives Office supplies and order procedures Explain the filing system – color coding, label format Office procedures - deliveries, mail, fax, forms, etc. Pay periods explained (if hourly, turning in timesheets) Direct deposit information received 401(k) matching program explained Offer fitness program Discuss payment of dues and license renewal Deborah to set up tasks on Richard’s outlook for the three sign-off dates. Manager/Partner to sign-off on first day orientation

Personal Computer, Database and Website

 

                  Overview the file structure on the main server

                  Overview of the client database

                  Tour through firm’s Web site

                  Downloading from the Web site

                  Scheduling daily appointments in Outlook

                  Sending emails externally

                  Sending emails internally

                  Setting up personal folder under users

 

 

Orientation Stage 2: First Week

 

Stage	Task	Completed by	Date
4.1     4.2 4.3 4.4   4.5 4.6 4.7   4.8 4.9	Billing       Introduce business management:      Time recording,       expense entries, billing, collections, WIP (RB –       discuss hold procedures) Manager to introduce library materials Manager to introduce relevant marketing material Manager to discuss project management – how we move work up and out Manager to explain quarterly performance reviews Discuss chargeable time goals Manager to discuss rates and fees for services (X:\Sales mtrls, Eng Ltrs, Products\Engagement Pricing) Review employee handbook Partner/Manager sign-off on first week orientation

 

 

 

Orientation Stage 3: First Month

 

Stage	Task	Completed by	Date
5.1 5.2 5.3   5.4       5.5   5.6	Manager to present the firm’s vision and strategy Manager to introduce the services provided by the firm Manager to provide an overview of the firm’s management structure Manager to provide an overview of the firm’s network – schedule a meeting to conduct introduction to firm’s network’s products and resources.   Manager to arrange for the tax return preparation procedures for non-tax team members Partner sign-off on first month orientation

 

Orientation Evaluation Form

 

 

1.   Please rate the overall quality of your orientation program?

 

Exceptional            Superior                 Good                      Average                 Needs Improvement

 

2.      How well did the orientation program prepare you for your new role?

 

Exceptional            Superior                 Good                      Average                 Needs Improvement

 

3.      How well did the orientation brief you on the business – vision, strategies, culture, policies and procedures?

 

Exceptional            Superior                 Good                      Average                 Needs Improvement

 

4.   How effective was the orientation program in introducing you to the people, systems, processes and resources of the firm.

 

Exceptional            Superior                 Good                      Average                 Needs Improvement

 

5.   How well did the orientation program introduce you to the specific operational practices of your work group?

 

Exceptional            Superior                 Good                      Average                 Needs Improvement

 

6.   How well did the orientation program provide you with a sense of how things are generally done in the firm?

 

Exceptional            Superior                 Good                      Average                 Needs Improvement

 

7.   Briefly describe the key benefits of the program?

                                                                                                                                                          

                                                                                                                                                          

                                                                                                                                                          

 

8.   Do you have any comments/suggestions for improving the orientation program?