New Role? Plan your own induction
By Elizabeth Harrin (London)
Starting a new job is always daunting. There’s so much to take in – settling in to your new desk, working out how to use different software to your old company, finding out how the coffee machine works. But on top of all that ‘new girl’ stuff you also have to make a fabulous impression on your new colleagues by quickly getting to grips with your new responsibilities.
Many companies offer induction or on-boarding programmes for staff that include pre-booked meetings with key employees, a buddy and general corporate orientation. However, as senior employee, you might not have the opportunity to join these programmes – or there might be nothing planned for you at all. What do you do if you turn up on your first day and are told to get on with it?
“New hires should strategize their entry with a strong awareness of setting the stage for their success,” says Stephanie Smith, who leads Stratex, an executive consulting and coaching firm based in New York City. She recommends finalising a written job description including your strategic purpose, performance criteria and reporting structure.
“Putting it in black and white is better for everyone,” she says. “Involve your first and second-level managers in editing and approving this document so you start off unequivocally on the same page. You’ll appreciate this clarity when preparing for your first performance review or renegotiating your compensation package.”
“Financial people should view the introduction to a new job as the most important system implementation they have ever done,” says financial consultant Gary Patterson. He says that new recruits should identify their top three concerns about meeting the expectations of their new manager. Then define the rest of your new job strategy. “What are the three best long-term opportunities, not adequately funded in your future budget, which you need to address before it is too late? What are your top three longer-term risk areas?” Even if your manager isn’t setting these priorities for you, you can do it yourself and then present it to them to check you are in line with their expectations.
Take advantage of being new to the company
“Take advantage of others’ expectations that you are on a learning curve,” says Sunny Claggett, vice president of talent management and organisational development at professional services company CBIZ, Inc. “Ask questions, listen, observe. Seek out time with your new boss and peers. A great way to preface any question is to say ‘help me understand why or how’. Ask them to tell you the story or stories of the company.” Claggett believes that your first few weeks in a new role are a perfect time for ‘management by walking around’. “Be out among the employees and the new environment,” she says. “Be seen, ask good questions. We often make the mistake of trying to quickly learn the technical aspects of a new job – to prove our expertise or confirm the decision to extend the offer to us – so we hole up in the new office and bare down. But what is really needed is to get out and meet new colleagues – learn who they are and what they expect of you. Ask your new direct reports what their expectations are; share your leadership style and philosophy with them, and then ask how they are managed best. Try to determine, if you haven’t already, what your predecessor did to be successful – or how he or she derailed in the position.”
Smith agrees. “Learn about your new colleagues and team while you still have a clean slate,” she says. “Their candid anecdotes will reveal more in an hour than you might otherwise learn in a year. The ‘new guy’ advantage doesn’t last long. Within weeks, you’ll blend into the culture as a subordinate, manager or potential threat.”
Getting to know the culture is an important part of settling in to a new role successfully. Claggett believes it is as important to know and understand what not to do as it is to know what to do. “Make a point to observe the culture. How do people treat each other? What organisational norms seem to exist?” she says. “Then test your theories. Ask your boss, your mentor, your peers if your observations are true.” However, reserve your judgment. Your first opinions may change as the weeks go on, so keep an open mind.
Make a good first impression
Smith advises taking notes during your initial days and weeks, and letting people see you actively writing things down. “Thank everyone for explaining the background on the organisation, corporate procedures or client relationships,” she says. “Request copies of memos or presentations to get up to speed on key activities and challenges the department faced before you arrived as awareness of recent history increases your understanding of present activities and enables you to prioritise your initiatives.”
Another tip is to update your professional profile as soon as you can. Your professional bio and LinkedIn profile may be the first or second impression people will have of you in a short period of time. “In your first few weeks, you will likely have a series of meetings within your firm, arrange client lunches or attend a trade show or networking events to introduce yourself to potential suppliers or partners,” says Smith. “If any of these contacts want to learn more about you before or after your personal encounters, they will likely do a Google search on your name right off the bat. Do you really want them to see an outdated title from a prior company or ‘Freelance Editorial Consultant’ left over from your job search period?”
It is always helpful to have a peer contact or mentor in the early phases of a new job. “If your new employer doesn’t provide it, ask for someone whom you can go to,” says Claggett. “If that is not possible, rely on a good friend, a personal coach or a former colleague whom you know will be straight with you and ask them to be your sounding board in the first few months.” The on-boarding process for a new senior employee can take up to a year. That’s a long time to feel out of your depth in some areas, so it’s important to keep yourself grounded and positive. “Maintain your self confidence and your composure,” says Claggett. “Remember, they chose you over all the others.”