As a Team Leader, you’re responsible for supporting and directing new employees’ onboarding experience. By following the onboarding program, you can alleviate new employees’ natural anxiety as a new employee. Well- integrated, engaged new employees enjoy increased job satisfaction and productivity.
Detailed instructions and job aids for the following onboar ding activities can be found on the Team Leader Onboarding Checklist site (Intrapost>You at Canada Post>Team Leader Info>Onboarding
your new employee ).
SECTION 1 – PRE-ARRIVAL ACTIVITIES
Complete the following onboarding activities before your new employee starts. If available, you may appoint an Administrative Assistant (Coordinator) to assist with set up of technical
requirements.
□ Designate a work station Time Frame Responsibility
In many cases, a shared workstation will be available for your new employee. If this is the case, disregard this step. If there is no available shared workstation for your new employee, you must designate a new work station.
Existing space : One to two weeks
before arrival New space: Three to four weeks before
arrival
Team Leader or Administrative
Assistant
□ Request required hardware and software Time Frame Responsibility
To order the necessary hardware/software for your new employee, you will have to submit the following IT Service Request, through the IT Service Centre (MySAP > IT Service Centre > IT
Central>Service Catalog):
You will need to complete a separate request for each item below:
On/Off Boarding Request: This contains requests for email and LAN request
Computer Service Request> Administrative Computer Request
–Add/Move: This will order the computer and software needed.
Telephone/Audio & Web Conferencing: This will where you can complete the “Standard Line Request” to order the telephone.
Additional Requests
If your employee requires a cell phone, you will have to fill out the
“Cellular Service Request” request in the IT Service Centre (MySAP > IT Service Centre > IT Central>Service Catalog).
Minimum 10 days before arrival
Team Leader or Administrative
Assistant
Information on how to order SAP module access for your new employee is located in the online Team Leader checklist on Intrapost.
□ Announce the new employee’s arrival Time Frame Responsibility Announce the arrival of new employee to your colleagues and
other relevant contacts. Week before arrival Team Leader
□ Coordinate the new employee’s arrival Time Frame Responsibility Contact new employee the week before their start date so they
are comfortable with the details of their arrival on their first day. Coordinate:
□ Arrival time.
□ Meeting place.
□ Parking arrangements.
□ Dress code.
□ Lunch arrangements.
□ Ask new employees to identify any special needs requiring attention or accommodation.
□ Confirm that your employee accessed the New Hire Zone and will complete all sections by their start date.
Week before arrival Team Leader
□ Complete Access/ID card documentation Time Frame Responsibility Complete the security documentation to request an access card
for new employees. Week before arrival
Team Leader or Administrative
Assistant
□ Complete Corporate Credit Card application Time Frame Responsibility It is important that you complete a request to have your
new employee’s credit card ordered, if applicable.
Week before arrival
Team Leader or Administrative
Assistant
□ Assign Onboarding Colleague(s) Time Frame Responsibility
Select Onboarding Colleague(s) who will partner with a new employee to answer questions, offer advice and provide encouragement and serve as “job shadow” trainee for the new employee.
Provide the Onboarding Colleague with the Onboarding Colleague Checklist that can be found on the online Team Leader Checklist site that explains his or her responsibilities.
Week before arrival Team Leader
□ Orientation and Training Schedule Time Frame Responsibility Your Human Resource Representative will work with you to
register your new employee in the next available CORE training program.
Week Before Arrival Team Leader
SECTION 2 – FIR ST D AY
On your new employees’ first day, make sure they feel welcome, prepared and supported.
□ Prepare work area Time Frame Responsibility
Ensure your new employee’s desk/work area is clean and properly equipped.
Morning – before arrival
Team Leader or Administrative
Assistant
□ Notify Security/Reception Time Frame Responsibility
Ask Security/Reception to let you know when the new employee
arrives. Morning—before
arrival Team Leader
□ Greet the new employee Time Frame Responsibility
□ Meet the new employee at the front door. Extend a warm welcome.
□ Bring the completed security documentation to obtain the employee’s security pass
□ Confirm the employee parked in a secure are
Arrival
Team Leader or Onboarding
Colleague
□ Give health-and-safety walk of building Time Frame Responsibility Provide your new employee with a tour of your building to show:
□ Emergency exit(s)
□ Assembly area(s) outside the building
□ Emergency response activation
□ Alarm signal(s)
□ First Aid procedures and the location of First Aid kit Refer the new employee to the Health and Safety Policy and the Code of Conduct.
Discuss the procedure for reporting hazards and requirements for all work-related injuries and illnesses.
Morning of first day Whoever greets employee
□ Show new employee work area & discuss responsibilities Time Frame Responsibility Meet with new employee one-on-one to review:
□ Hours of work
□ Attendance
□ Requesting and recording personal days and vacation time
□ Job responsibilities and expectations
□ Your responsibilities as a Team Leader and how your employees support you
□ Performance Management at Canada Post
□ Guidelines around probation period (provide employee with probation report/documentation)
□ Identify the new employee’s local union association representative
After Health and Safety Walk
Team Leader
□ Introduce the new employee to team Time Frame Responsibility Hold a meeting with your new employee and their
designated Onboarding Colleague(s). In the meeting:
□ Provide an overview of your team’s function and structure
□ Discuss regularly scheduled events and team meetings
□ Set expectations for both the new employee and their Onboarding Colleague(s)/Peer Trainer(s) surrounding job shadowing/training
Morning of first day After you have showed the employee
their workstation
Team Leader
□ Provide access to computer/ Intrapost / New Hire Zone Time Frame Responsibility Provide employees with their User ID and Employee ID. Allow them
time to feel comfortable with their station and log into their computer, set up Outlook and explore Intrapost and SAP entries.
Allow enough time for new employees to complete the following:
□ New Hire Zone
□ New Employee Orientation page on Intrapost (You at Canada Post > New Employee Orientation)
□ Benefits information (Direct employees to the New Hire Zone or AccessHR if they have questions)
□ Log into SAP
Provide new employees with the Help Desk Support telephone number (1-877-411-8585) and show them the IT Service Support website for computer, telephone, printer and other IT -related questions or problems.
After you have met with the employee
one on one / throughout the first
week
Team Leader or Administrative
Assistant
□ General Records Management Time Frame Responsibility
Employee to contact their Information Management Champion (IMC) to gain access to their appropriate eRM SharePoint team site. Employee verifies that Harmon.ie is installed on their computer. Refer to the Harmon.ie job.
If Harmon.ie is not installed, please contact the Innovapost Support Desk (1-877-411-8585).
If Employee requires access to a shared drive, please contact the Records Management Team
Team Leaders are to ensure that the employee has access to other function specific Record or Database systems, as applicable.
For permanent employees, ensure that the following required training is taken from the Talent Zone.
– IM: The Basics – Focus on Files
Please contact the Learning and Development Team for assistance. Employees can also self-assign the learning.
For employees who do not have access to the Talent Zone (casual, student and temporary employees), training can be taken from the SharePoint eRM Help Page (refer to the links below)
– IM: The Basics – Focus on Files
Please contact the Records M anagement Team if there are any issues or questions.
First day Team Lead
□ Update the corporate directory Time Frame Responsibility
Enter a new employee’s phone number, mobile number, email and
fax number into the corporate directory. First day
Team Leader or Administrative
Assistant
□ Debrief with new employee at start of Day 2 Time Frame Responsibility
□ Answer any questions.
□ Review the day’s agenda and expectations.
□ Confirm the new employee has a security pass and (if applicable) parking pass. If not, ensure necessary arrangements are made.
Start of Day 2 Team Leader
□ Throughout the first week Time Frame Responsibility
Check in regularly to see how your new employee feels about their experiences in the first week, and their orientation and training.
As per article 8.2 in the Collective Agreement, the corporation must acquaint new employees with the fact that a collective agreement is in effect and arrange for the following:
Provide hardcopy copy of collective agreement to employee
Introduce to local union representative or shop steward. If they are not located at the same location, please provide employee with contact information.
This step must be completed within
the employee’s first week (5
days).
Team Leader
For any questions on this, please contact your local labour relations representative.
SECTION 3 – FIRST WEEK
□ Training Time
Frame
Responsibility
Training at Canada Post
Your new Employee is given access to Talent Zone, Canada Post’s online training Centre. Talent Zone is the single source for all training related information including job specific / health and safety training, the course catalogue and employee training history.
Your new employee is required to complete their mandatory training within the first 5 days of their start date. These mandatory courses appear on their learning assignments page in Talent Zone and can be accessed from work or home. They must complete their mandatory training to ensure that they are prepared for their role and have the necessary knowledge and skills to perform their duties safely.
To access your training as a first time user, please follow the steps below:
1. Access Intrapost via the ‘I’m an employee’ link on canadapost.ca using one of the following browsers: Microsoft Edge or Google Chrome.
a) Go to infopost.ca and click ‘Connect to Intrapost’. Enter the login information that was provided Select ‘MySAP’
3. Select ‘Employee Self-Serve’
4. To access Talent Zone, click on the Talent Zone button located on the tool bar near the top of the page.
To access job aids explaining how to access your training, please click the link below:
http://intranet.cpggpc.ca/html/branches/other/messages/Uploads/sso_job_aid - e.pdf
Note: VPN is not required to access the Talent Zone. If you experience technical issues accessing the Talent Zone system, please contact the Innovapost Support Desk available 24/7 at 1-877-411-8585.
First week
Team Leader
SECTION 4 – FIRST SIX WEEKS
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SECTION 5 – FIRST SIX WEEKS
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