By Courtney Hetler-Findlay, Director of Education & Training, SoftWriters.

Welcoming new employees into your organization is more than just a formal introduction; it's an opportunity to set the stage for their success and your company's continued growth. An effective onboarding plan can significantly enhance employee engagement, productivity, and retention.

In the specialized world of long-term care pharmacies, creating an effective onboarding process for new employees is crucial to ensuring seamless operations, maintaining high standards of care, and fostering a supportive work environment. A comprehensive onboarding plan integrates new hires into your team and equips them with the knowledge and skills necessary to excel in their roles.

Here’s a step-by-step guide to creating an effective employee onboarding plan for long-term care pharmacies.

Pre-Boarding: Set the Foundation

Before Day One

Prepare Documentation: Ensure all necessary HR paperwork, including employment contracts, confidentiality agreements, and compliance documentation, is ready and sent to the new hire(s) in advance. Prepare and share their Onboarding Agenda with all Key Stakeholders.

At SoftWriters, new employee start dates and written “get to know me” profiles are shared with the company before the new employee starts. New employee bios help the rest of the organization get to know new team members and welcome them to our team.

Workspace Setup: Prepare their workspace with the necessary equipment, login credentials, and required software and systems access.

SoftWriters encourages hiring managers to validate that their new team members have the appropriate applications installed and login information for all the tools and programs needed for success.

Welcome Kit: Create a welcome package with company swag, an employee handbook, and a personalized welcome note.

The First Day: Create a Positive First Impression

First Day Agenda

Warm Welcome: Greet the new hire personally, introduce them to their team, and give them a detailed pharmacy tour.

We (SoftWriters) always ensure the new employees are familiar with the location of their hiring manager, our People Team, the restrooms, the kitchen, and coffee!

Orientation Session(s): Conduct a comprehensive orientation covering the company’s mission, values, culture, and structure.

At SoftWriters, we have an entire week dedicated to New Hire Orientation. Each New Hire meets 1:1 with each Department Lead / Director for an introductory meeting to discuss their role within the organization. We review our products, services, and customers within the LTC pharmacy industry, providing as much information as possible to help them better understand who we are and what we do. We believe it’s essential for our new employees to know our core values and mission.

Team Lunch: Arrange a team lunch or a one-on-one meal with a manager to foster a sense of belonging.

Training and Development: Building Competence and Confidence

Initial Onboarding Training

Compliance Training: Emphasize training on regulations relevant to long-term care pharmacies, such as HIPAA, CMS guidelines, and state-specific requirements.

Role-Specific Training: Provide detailed training on the new hire’s role, including responsibilities, expectations, and key performance indicators (KPIs).

Training our team on our product suite is a top priority when onboarding new staff at SoftWriters. Every new employee undergoes live product training with our internal Learning and Development Team, which, combined with FrameworkAcademy courses as supplemental content, has proven extremely successful in transferring product knowledge. Ongoing access to the FrameworkAcademy platform offers employees unlimited learning resources, empowering them to take charge of their success!

Coaching / Mentorship Programs: Assign a mentor or buddy to guide the new employee through their initial days, answer questions, and provide continued support.

At SoftWriters, every new employee is provided with a coach or buddy to help them during their initial onboarding and post-training ramp-up. Our mentorship buddy program has proven successful in supporting new employees with a resource outside of their direct manager.

Ongoing Training

Continued Education: Encourage participation in workshops, seminars, and training sessions that enhance their skills and knowledge.

At SoftWriters, we encourage the use of FrameworkAcademy and LinkedIn Learning for continuous product training and professional development. FrameworkAcademy has allowed us to develop customized internal Learning Paths tailored to the specific needs of each department and career path. These Learning Paths will include targeted knowledge assessments and comprehensive learner reports to ensure employees have the resources and insights needed for their professional growth and success.

Regular Feedback: Schedule consistent check-ins to provide feedback, address concerns, and set goals for professional growth.

SoftWriters believes regularly scheduled check-ins and feedback sharing with new employees are crucial for their successful integration and development within the company. These regular interactions help to address any concerns early, provide ongoing support, and ensure that new hires are aligned with their roles and the company culture. Moreover, they foster a sense of belonging and engagement, increasing satisfaction and retention rates.

Social Learning: Building a Cohesive Team

Team Building Activities

Introductions: Facilitate introductions to key team members and stakeholders to help the new hire build their network within the company.

At SoftWriters, we prioritize the seamless integration of new hires into our culture, particularly embracing our core value of "one team, family spirit." Through our comprehensive onboarding process—which includes a warm welcome announcement, orientation meetings, an office tour, a buddy program, and regular check-ins—we aim to create an environment that supports new employees as they become part of our team. We believe these steps are essential in fostering a sense of belonging and unity, ensuring every new team member feels valued and connected from day one.

Social Events: Organize team-building activities and social events to help the new employee integrate socially.

At SoftWriters, we believe team-building activities don't need to be expensive or elaborate. We enjoy getting creative with in-office opportunities for fun and bonding. Examples include a puzzle table, weekly trivia, cornhole games and tournaments, chili cook-offs, potlucks, bake-offs, Bingo, and more. These activities help bring our employees together and strengthen our team spirit.

Monitoring and Support: Ensuring Long-Term Success

Regular Check-Ins

First Week Review: Conduct a review at the end of the first week to discuss initial experiences, answer questions, and provide support.

At SoftWriters, we recognize that regularly scheduled check-ins and feedback sharing with new employees are essential and pivotal for their seamless integration and ongoing development within our company. These consistent interactions serve as fundamental pillars, offering guidance, reassurance, and a platform for growth. By prioritizing this support system, we ensure that every new member feels valued, heard, and equipped to thrive in their roles, ultimately contributing to the collective success of our team.

30 / 60 / 90-Day Reviews: Implement check-ins at 30, 60, and 90-day intervals to monitor progress, provide constructive feedback, and set future objectives.

At SoftWriters, we understand the critical importance of supporting new employees during their crucial first 90 days. Our dedicated People Team maintains regular contact with every new team member, conducting frequent check-ins to offer guidance and address concerns. Additionally, our Directors and Hiring Managers take a hands-on approach, closely supporting new hires within their respective departments to ensure a smooth transition and foster a sense of belonging. We strive to create a welcoming environment where every employee can thrive from day one by staying closely connected and attentive during this pivotal period.

Resource Accessibility

HR Support: Ensure the new hire knows how to contact HR for any issues or questions.

Resource Access: Provide access to internal resources, such as the company intranet, knowledge base, and support channels.

At SoftWriters, we leverage a diverse array of tools and applications to streamline our operations. Ensuring that every team and department has access to the necessary tools is not just a component but a cornerstone of our effective onboarding program. By equipping our employees with the right resources from the outset, we empower them to perform their roles efficiently and effectively, contributing to our organization's overall success.

Feedback and Improvement: Refining the Process

Gathering Feedback

Surveys and Interviews: Conduct onboarding surveys and feedback interviews with new hires to gather insights on their experience.

SoftWriters uses a combination of Surveys and Interviews to ensure effective onboarding for our teammates.

Actionable Feedback: Use the feedback to identify areas for improvement in the onboarding process.

At SoftWriters, we are committed to refining our onboarding processes, recognizing that continual improvement is essential for staying competitive and delivering exceptional results. As we continue to grow FrameworkAcademy, we have used this resource to help drive engagement across our departments and teams with continuous educational opportunities.

Iterative Enhancements

Review and Refine the Plan: Regularly update and refine the onboarding plan based on feedback and evolving organizational needs.

SoftWriters remains steadfast in our commitment to refining and redefining our employee onboarding processes. We actively seek innovative ways to engage, welcome, and educate new team members as they join our organization. Utilizing FrameworkAcademy, our robust learning management platform, not only keeps us competitive but also provides invaluable career development opportunities for our teams, ensuring that every employee starts their journey with us on the path to success.

Best Practices: Stay informed about industry best practices and integrate them into your onboarding process.

FrameworkAcademy is our dynamic tool for efficiently cross-training all departments on the latest product features and enhancements. This platform enables us to swiftly distribute crucial knowledge and ensure that everyone understands the improvements in the new process. By incorporating internal knowledge assessments, we reinforce comprehension and skill acquisition, fostering a culture of continuous learning and adaptability across our organization. Integrating a pharmacy learning management system enables LTC pharmacies to train staff on tools to achieve positive productivity faster. Additionally, it ensures continued success by learning how to maximize their use of the tools at their disposal.

FrameworkAcademy: Your Pharmacy Learning Management System Companion

An effective onboarding plan is vital for the success of new employees in long-term care pharmacies. Investing in a structured onboarding process ensures that new hires are well-prepared, confident, and integrated into your team, ultimately contributing to better patient care and a more efficient pharmacy operation. Remember, the goal of onboarding is not just to welcome new employees but to set the foundation for their long-term success and satisfaction within your organization.

Let FrameworkAcademy lighten the load by supporting new hire onboarding and ongoing learning initiatives within your pharmacy. With its comprehensive resources and tailored learning paths, FrameworkAcademy empowers employees to quickly acclimate to their roles and stay updated on industry advancements, freeing up valuable time for other essential tasks.

Ready to explore more? See FrameworkAcademy in Action!