INITIAL ON BOARDING COACHINGAccelerating the transition of new executives to their organization, team and role

Karen R. West, PhDYSC US South Office

Houston, TexasOffice: 713.267.2393Cell: 281.745.3345

Karen.West@ysc.com

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Initial On Boarding Coaching

Final TransitionMeeting

Transition Meeting 2

Transition Meeting 1

Reporting Senior Interviewed:StrengthsConcerns or Opportunities

Four Hour Interview Feedback to Executive & Reporting Senior Written Report regarding Key Initial On Boarding Issues Executive Given Integration Plan Guidelines

Team Integration Process Review/Coaching regarding Integration Plan Feedback to Reporting Senior Determine Pulse Questions

Review On Boarding Experience and Initial Pulse Results

Review experience with Reporting Senior Review/Coaching regarding Integration Plan

EDP

Pre-Interview

Initiate Process &Schedule Assessment

Phase 2

Phase 3

Phase 4

Phase 5

Phase 6

New executive scheduled for meeting with YSC Process described to executive Questions answered

Review Progress and Pulse Results Discuss Ongoing Issues Development Planning

Phase 1

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Implementation Guidelines

Initial On Boarding Coaching works when:

•New leader comes from outside company

•New leader transfers from an associated operation

•New leader due for promotion or role changes

Best when:

•Process started within first 30 to 60 days

Facilitated by:

•2 YSC consultants, including the same YSC consultant who conducted the EDP; 1 with smaller teams

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Phases 1-3: Environmental Scan

1. New executive is scheduled for meeting with YSC

2. Key Individuals interviewed:

3. EDP conducted

Reporting senior, Outgoing executive, others as desired

•Strengths•Opportunities•Concerns•Role challenges and goals

•Four hour interview

•On Boarding Integration Plan is given and explained, timeline set and scheduled for initial first draft, EDP feedback session, and Team Integration Process (note: all on same trip)

•Written report generated regarding key Initial On Boarding Issues

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Phase 4: Team Integration & Feedback

• Team Integration Process

•Team process to integrate leader with understanding of organization and team

•Review of On Boarding Integration Plan

•After Team Integration Process in order to include relevant information from Team Integration Process

•Feedback to Reporting Senior

•A 3 way conversation regarding:

•On Boarding Integration Plan

•Discussion regarding other emergent issues

•Determine 5 or 6 Pulse questions for follow-up feedback from team and reporting senior

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TEAM INTEGRATION PROCESS DESCRIPTION

Objectives Activities

• Prepare leader for process YSC Consultants meets with Leader to:• Review the process and establish objectives.• Review and revise questions. • Explore special issues and concerns.

• Prepare team for process (Optional) If significant underlying issues exist between the Leader and the Team, the YSC Consultants should meet with Team Members to:• Review the process, objectives, and benefits.• Review questions. Seek additional questions.• Explore special issues or concerns.

Gather Team data YSC Consultants meets with the Team to: Review agenda Gather Team’s responses to selected questions. Record all responses on flipchart or transparency. Record additional issues/questions in a “Parking Lot.”NOTE: Also can conduct one-one-one sessions depending on situation

Prepare Leader for discussion YSC Consultants meets with the Leader to: Review information gathered from Team. Plan for discussionYSC Consultants summarizes responses?Leader reacts to selected questions?Leader responds to all questions? Plan Leader’s key messages.

Exchange information Foster mutual learning Build trust and encourage open communication

Leader and Team reconvene. The Leader: Comments on the Team’s responses. Communicates key messages. The YSC Consultants: Records Team commitments and Leader commitments. Records future agenda items on “Parking Lot.”

Provide closure for the discussion As a final step, the YSC Consultants brings closure to the process by reviewing any agreements regarding action steps or parking lot issues.Many groups close the session with a team-building event.

1.Planning

(with Leader)

2.Planning

(with Team)Optional

3.Data Gathering

(with Team)

4.Debrief

(with Leader)

5.Leader & Team

Discussion

6.Close

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Objectives of Team Integration Process

Accelerate the creation of effective working relationships between a new leader and their team

Establish open channels of communication

Exchange views

Become acquainted with respective operating styles

Understand mutual expectations

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Outcomes for New Leader from Team Integration Process

•Leader can share ideas and philosophies

•Clarify mutual expectations

•Build foundation of trust

•Leader can hear and address the team’s concerns and questions thereby:

•Alleviate potential misunderstandings

•Dispel erroneous group assumptions

•Gain insight into the Team’s operating style and their expectations

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Outcomes for Team from Team Integration Process

•Brings the team together to create alignment about:

•New leader

•How they want to function

•Learn the new Leader’s operating style, personal priorities and expectations

•Take advantage of a forum that allows team to surface as a group, potentially sensitive issues or concerns

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SAMPLE AGENDA forTeam Integration Process

Time Activity Location

5 min. WelcomeMeeting objectivesAgendaGround Rules and Commitments

Conference Room

60 to 90 min. Data Gathering (with Team)Gather responses to “Questions to the Team.”

Conference Room

Break (Team takes Break during Leader Debrief)

30 min. Debrief (with Leader)Debrief Leader on group responses.Prepare Leader’s responses.

Conference Room(While Group is on Break)

90 min. Leader & Team DiscussionYSC Consultant sets a positive tone for the discussion by first reviewing the group’s overall “messages” to the Leader.Leader reviews and comments on responses gathered from “Questions to the Team.”Leader communicates their key messages to the group.YSC Consultant records “Team Commitments” and “Leader Commitments,” as well as “Parking Lot Issues” (i.e., future agenda items) during the discussion.

Conference Room

30 min. CloseAction item review.Parking lot review.Summarize Team Commitments and Leader Commitments.

Conference Room

Ground Rules1. The Leader has the right not to respond to any question.2. If they do answer, it is the truth as they know it.

CommitmentsThe group agrees to keep this process:1 Candid2 Constructive3 Confidential4 Fun

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On Boarding Integration Plan

•Situation Assessment

•Relationship Development

•Business Plan & Priorities

•Personal Performance Objectives

•Personal Development

•Organizational Assessment

•Development of Effective Team Processes

The Team Integration Process informs The Team Integration Process informs some or all aspects of the some or all aspects of the

ON BOARDING Integration PlanON BOARDING Integration Plan

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Example Psynergy Integration PlanAreas to Address Actions / Key Dates Results / Next Steps

Situation AssessmentReach out vertically and horizontallyActively solicit opinions, ideasIdentify strengths, weaknesses, opportunities and threats in areas of accountability Establish list of priorities

Organization Effectiveness AssessmentHow do they help or hinder effectiveness:

Structure Systems Processes Culture

Relationship DevelopmentIdentify and reach out to key stakeholders to build rapport, relationships and understanding

Business Plan / PrioritiesClarify strategic direction and prioritiesDevelop a clear business plan

Personal Performance ObjectivesDevelop personal performance targets

Personal DevelopmentDevelop personal vision statementWhat steps will be taken to specifically address personal development needs

Organization AssessmentAssess talent/skills of peopleIdentify actions as appropriateDevelopment plans for Direct ReportsReassignmentsPromotionsExitsDevelop an Effective Team ProcessRole clarityDecision makingProcessAuthorityMeeting and business review processes)

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Phase 5: Review & Refocus

•Review On Boarding Experience Thus Far

•Review/Coaching regarding Integration Plan

•Review Process with Reporting Senior, checking for:

•Validity

•Emerging Concerns

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Phase 6: Ongoing Development

•Review Progress

•Review/Coaching regarding Integration Plan

•Developmental Planning, including:

•A 3 way conversation with Reporting Senior, regarding:

•Review of Integration plan

•Discussions regarding other emergent issues

•Future opportunities

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