Employee Orientation Manual

[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 Form7

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

Stage / Task / Completed By / Date
Morning Schedule With Manager
3.1
3.2
3.3
3.4
3.5
3.6 / General welcome
Office tour & introductions
Meeting with manager to go through role descriptions and
first tasks
IT training – introduction to the computer system: use of
the network structure, departmental software, other
technical programs and scheduling excel spreadsheet
Schedule next meeting for first week and first month
orientation issues
Lunch w/manager

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?