Efficient Staff Onboarding Process Improvements at EMSA
This project led by Pamela Fletcher focuses on enhancing the onboarding process for new staff at EMSA by identifying pain points, using Lean Sigma tools like Gemba Walk, Spaghetti Diagram, and Check Sheet, and implementing strategies to streamline and standardize the process. Challenges addressed include confusing materials, redundancy, supervisor confusion, and non-standardized onboarding across different divisions within EMSA.
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Presentation Transcript
EMSA Staff Onboarding Improvement Project FACILITATOR: PAMELA FLETCHER
DATA COLLECTION Survey Focus Group Interviews - themes Lean Sigma Tools Pre-onboarding Assistant Directors Supervisors Gemba Walk Onboarding Supervisors New hires Spaghetti Diagram Wishes/ Pain points Managers Administrative staff Check Sheet 5S 5 Whys
TOOLS UTILIZED & OUTCOMES Gemba Walk, Spaghetti Diagram, and Check Sheet > Gemba Walk Observe onboarding process Surveys > Spaghetti Diagram Identified tasks involved in onboarding process Identified what can & cannot be changed > Check Sheet Roles, responsibilities, and time tasks occur Help streamline and establish standard process
TOOLS UTILIZED & OUTCOMES CONTINUED 5S & 5 Whys > 5S Sort: onboarding items Straighten: organize items Shine: lean sigma process Standardize: implementation of lean (create committee) Sustain: check ins on implementation process > 5 Whys Root cause for why mandatory training was missed Outcome: > No centralized location to store training > No tracking of trainings completed
CHECK SHEET RESULTS Q1.Prior to first day- items completed by whom & when
CHECK SHEET RESULTS Q2. When communication occurs
THE PROBLEM - BACKGROUND Scope: Division onboarding process for new staff (does not include job specific training) Confusing onboarding materials and process Redundancy and waste preparing onboarding materials Confusion for supervisors onboarding staff (what are the requirements) Different onboarding process for EM vs SA Missing mandatory trainings Non-standardized onboarding across EMSA staff
Challenges & Barriers Themes Multiple platforms, systems & technologies Too many individuals involved Difficulty keeping up with updated onboarding information Overlap information UWB & UWS orientations
Master comprehensive onboarding guide/checklist so there is a shared experience for all new hires WISHES/ HOPES/ DREAMS > Centralized comprehensive onboarding guide/checklist Up to date information > Less individuals and parties involved (1-2) > Clarity on the onboarding process (start to end) > What is the baseline knowledge our employees should gain by the end of onboarding? A centralized hub of onboarding resources that is curated, current, and useful would be wonderful I would like a more centralized "server" where I can see "must haves" (e.g. Title IX Training), "optional recommended" maybe by category (e.g. schedule one on ones with key partners), and a section around contributions to "this worked well for us."
OBJECTIVE FOR COMMITTEE Re-structure how onboarding materials are organized Pre-hire email template Clear roles and responsibilities Standardize information & when dissemination occurs Centralized to one site, SharePoint Track completion of mandatory trainings Clearly identify when onboarding is complete
NEXT STEPS Proposal & Charge > Working group Representative of division 5-8 people > Meeting frequency: once a week 5S (sort, straighten, shine, standardize, sustain) Clear roles and responsibilities (Tasks - Who, where, when, how) Where to house information (A centralized system, UW groups?) Clearly identify onboarding objectives & when onboarding is complete (baseline)
