Acculturating for Policy Compliance

The current issue of Workforce Week highlights the fact that transactional and acculturation onboarding are really inseparable when it comes to compliance. Reducing risk by making sure that all forms are completed correctly and signed appropriately is only part of the picture. Ensuring that employees (especially managers) fully understand what is expected of them and that they are motivated to comply is essential.

Author Stephen Paskoff reveals that the federal government expects more than signed policy acknowledgements from companies that are looking to sidestep liability for an employee's unethical or illegal behavior. Instead, the U.S. Sentencing Commission is looking for practical, firm enforcement and an overall culture that promotes compliance. Encouraging appropriate behavior has to be an obvious priority within a company's structure and practices. So, if "on the ground" leadership is being pressured to ignore policy for the sake of getting things done or if some employees are routinely given a pass on questionable actions, this must change.

Acculturation Onboarding Can Help

Having new hires attend a training class doesn't qualify as putting forth a sufficient effort on the part of employers. Presenting information is great, but following up and making sure it is absorbed is crucial. With the AllegroHR Acculturation Portal, it is possible to analyze new hire's retention and understanding of any and all company policies from permissible technology use to anti-harassment and safety training. Scheduling these follow up tests and surveys over an extended period of time and providing refresher courses as needed is one example of how to take compliance seriously.

The information should always be accompanied with practical advice on what to do if the employee witnesses a violation of policy. HR and management must have an action plan in place that they follow rigorously whenever a worker makes a report. There should also be proactive steps that the company takes to monitor and ensure compliance at all levels (with no one exempt from the rules).

Since the AllegroHR acculturation platform is highly adaptable, video and interactive modules may be included to provide "real life" examples or case studies of what happens when an employee fails to comply with rules. Seeing the far ranging impact on the company, coworkers, and one's own job can help make new hires take this more seriously - but only if they see the same attitude reflected in the actions and decisions of management.

Acculturation Onboarding for Executives

Are you bringing in a new addition to your C-suite? Onboarding an executive can be a pretty involved process. These are often the only individuals in a company who are hired under contractual instead of at-will employment terms. Hammering out the fine print and ensuring all agreements are clear is an important part of the transactional portion of onboarding. Then, there is the acculturation side of things.

An executive is actually responsible for helping create the company culture - as well as upholding the norms and expectations that are already in place. Here are some ways to use the acculturation process to set your new executive up for success as a leader in your organization:

Networking at the Top

An executive needs to be integrated into the company hierarchy starting at the top. Arranging a conference with the newly hired executive's peers can help start things off on the right foot. Department directors should be included in discussions about the role of the new executive to ensure that the importance of interdepartmental collaboration is emphasized early on.

Connecting with Middle Management

Arranging for an in-person group introductory meeting with managers and supervisors sets an example for good communication. This is especially effective if one or more helpful suggestions from the managerial staff are implemented by the new executive within his or her first 2 months on the job. Creating a reputation for taking advice from those who have been around long enough to "know the ropes" is a good precursor to making other changes that the executive may feel are necessary for improving operations.

Getting to Know the Troops

The exec should also be introduced to your rank and file employees. At a large company (or one with multiple locations), this can be done online. A podcast, a video introduction, a guest post on the corporate blog, and other social networking tools can be used to make the executive approachable. With the AllegroHR Acculturation Portal, uploading fresh content is a simple process that can be carried out whenever a change at the leadership level requires updated messaging. Having your executive go through the same process of online tutorials and orientation as your entry level employees can also be helpful in making sure the new exec fully understands your HR branding and how workers perceive the company.

Teen Workers Need Good Communication for Acculturation

Do you hire high school students on a regular basis for part time or seasonal work? These employees need to be brought onboard with an eye toward the particular needs of their age group. This includes making the most of their youthful enthusiasm while taking into account that they may quickly lose interest in a new job. An exciting, informative acculturation onboarding experience can go a long way toward creating loyal employees out of teens who would otherwise see their job as simply a way to make some extra spending money.

Why is It Important to Make a Good Impression?

Responsible, hard working teens tend to hang out with peers who have the same characteristics. If you can convince your best teenage employees that your company is a great place to work, they will tell all their friends. Then, you won't have any shortage of high quality candidates to choose from to fill your open positions. The millennial generation really knows how to spread the word via social networking. You don't want your company to be featured on an employee's Facebook page under the heading "My new job sux!" So, make sure it doesn't.

Give Teens a Voice Internally

Since young people aren't always careful about what they say, asking them to comment publicly on a corporate blog may not be the best idea. However, they should have an online forum where they can vent without it being broadcast to the whole world. Invite teen employees to comment on the company's private discussion board to make suggestions for improvements in the work environment or processes.

Assign an HR staff member to follow up and respond to all comments within 48 hours so teens don't feel like they are being ignored. Make sure you have forum rules posted to prevent flame wars and to ensure compliance with all company policies regarding harassment and discrimination. This is SOP for most online forums, so enforcing these boundaries will generally be viewed as reasonable - even by teenagers.

Once a month, highlight the best suggestion on the corporate intranet website along with details about what the company is doing to make it a reality. This is a particularly effective approach for businesses with more than one location. It gives teens a sense of connection with other workers and makes them feel like part of an even larger team.

Immigration and Onboarding: Acculturating New Hires From Other Cultures

The U.S. currently hosts a thriving immigrant population from all over the world. In 2009, over 740,000 of these individuals became naturalized citizens. Many more are here as permanent residents or have other types of legal status that permit them to hold jobs in the U.S. workforce. Some have been living here for decades while others have just arrived on our shores looking for opportunities to make a better life. This July 4^th week is a great time to talk about how employers can make these employees feel at home and integrate them into the U.S. workplace culture.

Diversity in Onboarding Starts with Language

On the transactional side of onboarding, making policies and forms readily available in a new hire's first language is the first step toward building trust and respect. When foreign born workers are met on their first day with an accessible onboarding experience (without having to jump through hoops) this sets the stage for good communication.

Policies Must Be Clear

A strong anti-harassment training program should be presented to all new hires highlighting the fact that discrimination based on national origin or ethnicity will not be tolerated. HR should take care to ensure that immigrant employees are aware of the complaint procedures to follow in the event an issue arises with a coworker.

Choose Enrichment Rather Than Conformity

Employers should bear in mind that foreign born employees (just like U.S. born workers) inevitable bring their own expectations and customs to the workplace. This can be especially evident if they live in an extended immigrant community that keeps their original language and traditions alive. An acculturation onboarding platform that permits the creation of individualized profiles is a great place for employees to introduce their coworkers to some interesting facts about their birth culture.

Some workers from other countries may express a strong desire to assimilate. They want to fit in and not have others focus on what sets them apart. However, others feel proud of their origins and aren't just here to learn to be "completely American" (whatever that might mean). Both attitudes should be respected and supported. Sensitivity and diversity training can help - especially if information is presented in a way that makes sense to U.S. born employees who haven't necessarily traveled to other countries.