Dear Mr. Robins
I was contacted via email early this morning with regards to your new hire complication. Monica Carrolls has asked me to assist you in insuring all the pre-hire procedures are properly accounted for, so that orientation takes place on the 15th. Just to make sure that I am completely up to speed, I??™ll recap what I have been informed on. I will point out that in problems like this the biggest problem arises from panic. I have been sent in to help you so that you are not alone this first time around. So there is no need for your panic any more.
The first step that you need to take is to understand exactly what the company is requiring of you. Everything will be all right as long as in the end, the company is happy with the results that you produce. Monica Carrolls has informed you on all the expectations the company requires in accordance with the standard hiring procedures. In your job description under new hire responsibilities you are obligated to ensure that all new hires fill out all pre-employment paper work with H.R. and then submit a urinalysis. You are also required to perform the orientation and training schedules. After that they will all be handed over to their pre-described departments where they will no longer be your responsibility.
So that leaves us with the task in figuring out what still needs to be done to get you back on track. So far we know only some of your new hires have turned in their completed transcripts. No one has been sent out for their drug screening. You??™re missing the required orientation manuals and on top of that you have no place to even perform the orientation. Now that we have all the info it will be easy to assess what to do next. Your biggest problem is time right now. You have only 14 days after today to get all these issues resolved; that??™s not a long time but more than doable once we get you organized.
To keep you organized and on top of things I have generated a schedule spread sheet using excel. Keep this spread sheet so that you can use it with all the new hire groups in the future. It will be especially helpful when the company hires larger amounts of new employees because it shows you what each person has completed. I took the liberty of filling in all of the names of your new hires this time around to help acclimate you into this type of system.
If you refer to the spread you will notice that I have also inputted dates into slots that are not marked as completed. You will notice that the dates also correspond with the order in which I have entered the tasks. This will make it easier for you to keep on top of things.
The first thing the new hires need to complete is the paperwork to input them into the system; this can be completed the same day as the drug screening. The drug screening takes a couple of days to get the results back from the lab, therefore, you need to call all of the new hires and schedule everyone to come in tomorrow morning some time. They will need to complete any paperwork they are missing, and also drug screen before the lab closes. Any one that has completed all their paperwork can drug screen immediately, those who need to complete paper work should report to Human Resources. Once all the results come back for the urinalysis and everyone has passed send them to complete their company physicals.
This complication with the orientation has become a blessing in disguise. I have been pitching the idea for the company to integrate computer based training and literature for some time now. It will save the company money and will help make us technologically competitive with our rivals. I have asked the I.T. department and got the ok to utilize the room on the weekend. You can schedule the orientation for Saturday the 16th because computer training class is not being held on the weekends. This kills two birds with one stone. New hires can use PDF versions on the computers. This way you do not have to go through the hassle of getting more orientation packets printed out.
Now that you have all of the complications figured out you can get back on track. As long as you stay organized and follow these steps everything should be accomplished on time. I left the development of everyone??™s training schedules up to you but feel free to contact me if you have any questions. I figure now that all the complications are taken care of you will be able to concentrate on getting everyone??™s training taken care of. Just remember in the future when something goes wrong you need to bring it up and ask for help. Asking for help is not nearly as bad as just dropping the ball all together.
Below is the chart I designed for you. I also included the excel version so that you will be able to utilize it in the future to keep yourself on track.
Dear Mr. Robins