Steps to Successfully Onboarding a New Timetabler

You've crafted the advert, you've long-listed and shortlisted, you've interviewed and spent around £3k, the average cost of recruiting an employee in the UK finding the perfect employee. 

Look and sound familiar? With many job vacancies in 2022 unfilled, it's great that you welcoming a new member to your team. Their experience with you starts with the onboarding process. But what does this entail?

The onboarding process should be one that your new timetabler should remember for all the right reasons. Most institutions will have a global onboarding process that explain the key factors that affect all staff including timetabling teams and space managers.

But it also a great move to have a 'local' process too. From introductions to team members to a tour of the premises, think through everything that a new starter needs to welcome them onboard.

There's a lot to take in when starting a new role - names and places being one of them but for the new timetabler, there'll be jargon and programs to get to grips with too.

According to the Society for Human Resources Management, a multimodal onboarding process works best. Videos, in-person sessions and online learning are just three different methods that can be used as part of the onboarding process.

Online learning is a worthy options where staff are not only new to an institution, but to a subject too. Even for staff members relatively experienced in timetabling, it can be daunting. 

Depending on the complexity of the role, some HR specialists suggest that onboarding should take at least three months. There is some suggestion, that the entire first year should be 'onboarding'. It easily takes an employee five to eight months to 'get up to speed'.

These first few formative months in timetabling are key in educating a new timetabler with key skills and current best practice. Online learning is key. Our Timetabling New Starter course is used by UK and European institutions as part of their onboarding process.

 'Can't see the wood for the trees' is a popular explanation as to why, when we are very familiar with a topic, situation or event, we think we know everything or that everything is explained clearly enough.

This isn't the case. This familiarity fogs our vision, not mater how hard we try to stop this happening. New hires are valuable source of information. You have planned the onboarding experience, but they worked through it - what is their perception? were there aspects that were missed out?

Onboarding is a living and changing process and the new hire won't have all the answers! And, it is also wise to circle back to the new staff members several months into their role to see if their perceptions or ideas have changed.

Everyone who has ever started a new job will have experienced this - being throwing in the deep end or expected to simply get on with it are not conducive to creating a great first impression.

Neither is rushing the onboarding process. Likewise, one that takes too long can also be detrimental. Onboarding a new member of timetabling staff is a marathon, not a sprint.

Rush it and new starters miss out on valuable opportunities. When new starters truly feel welcomed and 'at home' in a new role, they are more likely to stay. Employee retention is key for any institution, but especially in the current climate. 

The manager of the new hire plays an important role in their success at an institution and this also applies to the onboarding process. It is essential in build rapport and a relationship, and is key in creating a comfortable and welcoming environment.

Of course, in the real world, meetings happen, catastrophes need to be dealt with, crises need to be dealt with and dragging your new staff member along is not the right move.

If this is likely to be the case, a new starter buddy is another solution. This allows for them to get to know one person really well, making the first few days a little les awkward...

Onboarding a new member of timetabling staff is not something you leave to chance. Is it time you work with Escentral to provide high-quality new timetabler training?