Hiring Managers checklist



Help new players �Get in the game�



Joining XYG, as with any new job, can be a challenging and demanding process. Let�s show him/her the decision to join your team was the right decision and ensure they feel welcomed with style.



When offer is accepted



Tell our new-hire, �We�re glad you accepted.� Celebrate the decision!



� Send a note or e-mail to the new-hire communicating how excited you are that he/she has accepted and ask if there is any information they need to prepare them for work at XYG



� Ask members of the interview team to reach out, congratulate, and welcome the new hire



� Make a personal phone call one week prior to the start date to check in with your new colleague. If the time between accepted offer and start date is substantially longer consider other means of staying in touch � don�t let the new-hire feel forgotten.



� Consider a personalized welcome of the new-hire and his/her family into the Novartis family, especially if relocation is involved



Prior to their arrival



First-impressions are lasting. You can make a dramatic difference by being prepared. Make that first day a great day by ensuring the following is completed:



� Set up a clean office/cube space with phone. Ensure the space is ready to go on the first day!



� Coordinate hardware and software needs with Tech Services no less than one week before our new-hire comes on-board: Complete:



� Purchase Requisition for new computer (if needed)



Two weeks prior to first day complete the following:



� Name Plate Request Form

� Access Card Request Form

� Business Card Requests are to be completed online/Offline:



� Choose a Buddy (see separate description) for the new employee� someone outside of your department � and provide that person with Buddy Coupons. Ensure the Buddy makes contact with the new employee prior to the start date. As a minimum, the buddy should send an e-mail with a scheduled lunch date on the first or second day.





Employee�s first day



Welcome with Style! Make opening day such a positive experience that your new colleague is reassured he/she has made the right choice!



� Ensure cube and tools for the job are in place. Consider a Welcome sign and/or other token to memorialize the event!



� new employees will attend a first-day New-hire Orientation from 9:00 am to 12:00 pm. The Orientation helps the new employee understand XYG culture and business. In the Orientation, they complete all paperwork and receive training on e-mail and the phone system. Information on the benefits package is fully covered.( see this in your company and act accordingly



� You, the new-hire�s Buddy, or someone from your team, should meet the new-hire following orientation and take him/her to lunch. This is important.



� Leave the afternoon flexible; allow your new employee time to get settled in.



� Introduce your new colleague to others in the group on the first day so he/she feels comfortable arriving the next day. You may want to consider assigning a Department Buddy to help with questions.



� Review the Integration process booklets that come in the first-day orientation process.



� Go through the First day integration booklet together.



Employee�s first week



� Complete an e-mail notice to welcome your new employee. For example:



�Please help me to welcome Jane to XYG. He will be filling the position of what in the which department. Jane will be doing This and That. Jane comes to XYG from XYZ Corporation. Jane�s network name is Janey.�



� Follow-up on First day booklet. These are worth further discussions.



� Roles and responsibilities



� Objectives/focus for first thirty days



� Customers (key contacts with whom the person will be working)



� Integration Process; establish 30-day, 60-day and 90-day check-in.



� Calendar first 30-day check-in.



Briefings on XYG practices



� Introduce new employee to key people he/she will need to know and briefly explain why the key people are important to his/her success at XYG



� Discuss importance of A.C.T.I.O.N values.



� Emphasize the importance of confidentiality of information and ethics.



� Discuss cubicle etiquette, e.g., use of small conference rooms to prevent disruption and use of discretion upon overhearing private conversations.



� Explain compensation, i.e., base-pay, bonus and stock.



Business procedures



� Explain how to fill out time sheets (if applicable).



� Discuss work-hours and breaks, if necessary.



� Discuss attendance, reporting policy, call-in procedure and PTO time off.



� Explain reimbursement procedures for mileage, travel, petty cash, etc.



� Provide Bank application (if applicable).



� Explain Security procedures.



� Discuss safety and emergency procedures (location of exits).



Other Integration activities



� Introduce our new employee to his/her Buddy.



� Arrange for specialized training, such as sales, hardware, software, management, etc.



� Talk to employee about our New Employee Referral Program and solicit him/her for any leads ( If it is there In the Company Policy)



� Ask them to complete the �Candidate experience form� and return it to HR/Staffing.