JENNY JO CONNER AND KATIE BEBERIAN BRUNKHORST
Connect: Orientation and Onboarding Redesign
Overview
The main goal of this Capstone project, sponsored by Alameda County Community Food Bank (ACCFB), is to support organizations in successfully integrating into ACCFB’s food distribution network. ACCFB desired an engaging training solution that covers all essential tasks. ACCFB also wanted to make content more accessible and available on a “just-in-time” basis, rather than front-loading all content during a lengthy orientation presentation. The Capstone is a blended solution that addresses three major pillars:
Pillar 1: Onboarding. “Connect” is the overarching onboarding theme. Office-hours style meetings and a 30-60-90-day checklist are among the scaffolding and support elements included.
Pillar 2: Orientation. The designers redesigned ACCFB’s existing orientation instructor-led training to turn a one-way transfer of information into an engaging and more learner-centered approach. Content gaps in the existing training were identified and addressed in the redesign. Six web-based training (WBT) modules, developed in Articulate Rise and Storyline, give network partners access to content gradually, at the right time, and go deeper into concepts initially introduced during an instructor-led Orientation.
Pillar 3: Supporting Tools and Technology. The designers developed job aids, a Weebly Resources site with easy access to orientation and onboarding materials, and supported the selection of a learning management system (LMS).
Formative evaluation included subject matter expert and management reviews throughout the development process and user testing. Ten volunteer participants completed a pretest and posttest of one WBT module to assess the efficacy of the content and assessment items. Additionally, the designers conducted two rounds of usability testing: on a Captivate module (which was later migrated to Storyline), and on a Rise module. Ongoing, ACCFB will administer and review Level 1 (reaction) and Level 2 (assessment) results.
Pillar 1: Onboarding. “Connect” is the overarching onboarding theme. Office-hours style meetings and a 30-60-90-day checklist are among the scaffolding and support elements included.
Pillar 2: Orientation. The designers redesigned ACCFB’s existing orientation instructor-led training to turn a one-way transfer of information into an engaging and more learner-centered approach. Content gaps in the existing training were identified and addressed in the redesign. Six web-based training (WBT) modules, developed in Articulate Rise and Storyline, give network partners access to content gradually, at the right time, and go deeper into concepts initially introduced during an instructor-led Orientation.
Pillar 3: Supporting Tools and Technology. The designers developed job aids, a Weebly Resources site with easy access to orientation and onboarding materials, and supported the selection of a learning management system (LMS).
Formative evaluation included subject matter expert and management reviews throughout the development process and user testing. Ten volunteer participants completed a pretest and posttest of one WBT module to assess the efficacy of the content and assessment items. Additionally, the designers conducted two rounds of usability testing: on a Captivate module (which was later migrated to Storyline), and on a Rise module. Ongoing, ACCFB will administer and review Level 1 (reaction) and Level 2 (assessment) results.
Explore the Solution
Executive Summary
Alameda County Community Food Bank (ACCFB) sponsored this Capstone project, Connect: Orientation and Onboarding Redesign. This project includes a blended orientation training solution and recommendations for the client’s overall onboarding process.
Like many organizations, ACCFB was forced to quickly pivot from in-person to virtual interactions during the COVID-19 pandemic, when their services were perhaps more essential than ever. These interactions quickly became a proof of concept. ACCFB leadership and staff began to realize the benefits and possibilities of using technology in ways they had not previously explored. These benefits included flexibility and cost savings for training events. ACCFB was also pleasantly surprised to learn their audiences were receptive to the use of technology. These tests and findings inspired ACCFB to explore how to effectively utilize tools and technology to redesign one of their major training events, an orientation and onboarding for new members of the ACCFB partner network.
The main goal of this onboarding and orientation Capstone project is to support new partners in successfully integrating into the ACCFB network. This requires a holistic approach to assess training and structured support, including human performance elements, that comprise a successful onboarding playbook. This Capstone is an iterative approach that will assist ACCFB in meeting their immediate training support needs as COVID-19 restrictions continue to affect normal operations while also addressing their larger goal of improving orientation and onboarding long term.
ACCFB desired an orientation solution that is more engaging and participatory and includes coverage of all essential tasks. Additionally, ACCFB wanted to examine opportunities to deliver content on a “just-in-time” basis rather than front-load all content during a lengthy orientation presentation. Working with a core group of subject matter experts and members of leadership with insight and direct experience led to the three-pillar vision of this project, which is to address orientation, onboarding, and just-in-time access to supporting materials and resources. The final Capstone product is a four-hour blended training solution and recommendations to improve the onboarding process. The Capstone project is a partnership with ACCFB to redesign the instructor-led portion of the orientation training, develop web-based modules to augment orientation, implement select onboarding recommendations, and help select and implement technology solutions such as a Learning Management System (LMS). The tools and deliverables include instructor-led training course materials, instructional videos, engaging web-based training modules assigned to learners based on their specific profile and needs.
This redesign will help ACCFB turn a one-way transfer of information into an engaging and more learner-centered approach with elements of customization. Increased engagement from new network partners during orientation and throughout onboarding will help new network partners become engaged and productive members of the partner network. Additionally, the tools and resources developed for this project will help increase compliance and reduce questions and confusion among new network partners. The course materials simplify preparing for and delivering orientation training for ACCFB staff, which will ultimately help ACCFB optimize staff time and resources.
The designers produced the following project outputs/deliverables:
Orientation ILT training materials
Six (6) WBTs (approximately 2 hours of content)
Job Aids/Handouts
Set up and tested TalentLMS as part of usability testing
Weebly onboarding site (accfb.weebly.com)
Like many organizations, ACCFB was forced to quickly pivot from in-person to virtual interactions during the COVID-19 pandemic, when their services were perhaps more essential than ever. These interactions quickly became a proof of concept. ACCFB leadership and staff began to realize the benefits and possibilities of using technology in ways they had not previously explored. These benefits included flexibility and cost savings for training events. ACCFB was also pleasantly surprised to learn their audiences were receptive to the use of technology. These tests and findings inspired ACCFB to explore how to effectively utilize tools and technology to redesign one of their major training events, an orientation and onboarding for new members of the ACCFB partner network.
The main goal of this onboarding and orientation Capstone project is to support new partners in successfully integrating into the ACCFB network. This requires a holistic approach to assess training and structured support, including human performance elements, that comprise a successful onboarding playbook. This Capstone is an iterative approach that will assist ACCFB in meeting their immediate training support needs as COVID-19 restrictions continue to affect normal operations while also addressing their larger goal of improving orientation and onboarding long term.
ACCFB desired an orientation solution that is more engaging and participatory and includes coverage of all essential tasks. Additionally, ACCFB wanted to examine opportunities to deliver content on a “just-in-time” basis rather than front-load all content during a lengthy orientation presentation. Working with a core group of subject matter experts and members of leadership with insight and direct experience led to the three-pillar vision of this project, which is to address orientation, onboarding, and just-in-time access to supporting materials and resources. The final Capstone product is a four-hour blended training solution and recommendations to improve the onboarding process. The Capstone project is a partnership with ACCFB to redesign the instructor-led portion of the orientation training, develop web-based modules to augment orientation, implement select onboarding recommendations, and help select and implement technology solutions such as a Learning Management System (LMS). The tools and deliverables include instructor-led training course materials, instructional videos, engaging web-based training modules assigned to learners based on their specific profile and needs.
This redesign will help ACCFB turn a one-way transfer of information into an engaging and more learner-centered approach with elements of customization. Increased engagement from new network partners during orientation and throughout onboarding will help new network partners become engaged and productive members of the partner network. Additionally, the tools and resources developed for this project will help increase compliance and reduce questions and confusion among new network partners. The course materials simplify preparing for and delivering orientation training for ACCFB staff, which will ultimately help ACCFB optimize staff time and resources.
The designers produced the following project outputs/deliverables:
Orientation ILT training materials
- Google slide deck with facilitator instructions (approximately 2 hours designed for virtual delivery)
- PDF of the Google slide deck to share with participants
- Facilitator preparation guide
- Partner Portal Treasure Hunt take-home activity and “Jeopardy” review game
Six (6) WBTs (approximately 2 hours of content)
- Three Storyline modules
- Three Rise modules
- Ten instructional videos edited using Camtasia (eight screencasts, two on-site productions)
Job Aids/Handouts
- 30-60-90 Day Checklist outlining tasks new partners should complete within their first 90 days
- Delivery Application Handout
- Food Order Form Handout
- Community Market Agreements & Expectations (revised using ACCFB’s original)
Set up and tested TalentLMS as part of usability testing
Weebly onboarding site (accfb.weebly.com)
- Resources page with access to orientation and onboarding materials
- Online onboarding lessons page, with public access (non-LMS) to the six WBTs