Start Planning Early
Begin planning the onboarding process early, possibly as soon as the new employee signs their contract. Familiarise yourself with UiO's onboarding procedures and NHM's specific onboarding procedures for different departments at the museum, as well as for new employees from abroad and new managers. Use NHM's Checklist for Managers to ensure nothing is overlooked. Consider setting up a folder that only you have access to, to store the checklist and add other onboarding documents as needed.
- NHM's Checklist for Managers (in Norwegian only)(restricted access)
Identify a Buddy and Key People
Engaging others in the onboarding process can be highly beneficial. Identify key people who can assist you, such as other managers or colleagues who will work closely with the new employee, and select a suitable buddy for the new employee.
Prepare a Programme
You must send the new employee information about the onboarding process two weeks before their start date. This can include a link to our Welcome Web Page which provides comprehensive information for new employees.
You can use NHM's template to prepare the programme and customize it to fit your needs. The first page is meant to provide an overview of the new employee's first year, while the second page outlines what their first two weeks will look like. It is beneficial for the new employee to have a clear, straightforward, and flexible program for the initial two weeks. The onboarding programme should also be adaptable to accommodate the employee's evolving needs.
- Download NHM's Onboarding Programme Template (restricted access)
Onboarding Dialogues
As a manager, you must conduct onboarding dialogues with the new employee during their first year of employment. These conversations are beneficial for both you and the new employee, providing a chance to get to know each other, clarify expectations, and address any questions or concerns about the employee's role. They help ensure smooth integration into the team and lay a strong foundation for future collaboration.
You can use UiO's template for onboarding dialogues and note any follow-up points on the last page of the document. Keep these notes in the folder alongside the other onboarding documents.
Upon completion, the onboarding process transitions into the annual one-to-one work dialogue, also conducted by the manager, which builds upon the foundation laid during onboarding.
Specific Onboarding Guidelines
The museum has specific guidelines for onboarding new employees across its various sections. Additionally, we have tailored guidelines for onboarding new leaders and international employees.
Administration
New administrative employees receive individualized support through relevant training and courses tailored to their specific role.
Below are some useful resources and relevant UiO courses for administrative staff:
- The Norwegian Agency for Public and Financial Management (DF?)
- DF?'s online course in financial regulations (in Norwegian)
- UiO courses in
The Department of Botanical Garden
New employees in the Department of Botanical Garden receive individualized follow-up to ensure they complete relevant documented and certified training..
Seasonal employees are required to review the following checklist and adhere to the instructions provided. This checklist must be signed at the beginning of their employment.
The checklist is also applicable to other new employees in the section..
- Checklist for Seasonal Employees (in Norwegian only)(restricted access)
The Department of Research and Collections
The planning and implementation of onboarding in the Department of Research and Collections is a collaborative effort involving the research group leader, project manager, and, when onboarding PhD candidates, their primary supervisor.
Newly hired PhD candidates and postdoctoral researchers with duty work responsibilities must enter into a duty work agreement with NHM no later than two months after their start date. The composition of duty work should be diverse and aligned with the museum's areas of work. Including meetings with relevant sections where the duty work will be performed in the onboarding programme may be beneficial.
New PhD candidates are required to have
- a welcome meeting with the PhD committee
- Meetings with the finance department, which should occur within six months of their start date
Department of Technical and Scientific Conservation
New employees in SKF must be familiarized with the fundamental rules for laboratory and collection operations. Therefore, all new employees are required to take the following courses:
- Course in Safe Handling of Chemicals
- Course in Gas Safety
- Basic Laboratory Safety Course
- First Aid Course
In addition, training in collection management will be provided by qualified personnel for each specific collection.
Depending on the specific tasks involved, additional courses may also be required:
- Radiation Safety Courses
- Competence certificate related to work processes, such as
- Hot work
- Working at heights
- Small electrical tools
- Driver's license for vehicles such as cars, lifts, or trucks
Department of Exhibitions and Public Services (UTAD)
The planning and implementation of onboarding for new employees in the specialist groups are conducted collaboratively between the section leader and the group leaders.
UTAD provides specific checklists for new employees in various roles:
- Checklist for New Employees in the museum shop (in Norwegian only)(restricted access)
- Checklist for New Museum Hosts (in Norwegian only)(restricted access)
- Checklist for New Climate Hosts (in Norwegian only)(restricted access)
Depending on the tasks involved, the following UiO-courses may be relevant:
New Leaders
Planning the onboarding of new leaders is done in collaboration with the HR department. The onboarding process is tailored to each individual manager.
New leaders should receive a thorough introduction to the museum's operations, overarching policies, strategies, and action plans, as well as what it means to be a leader at the museum.
The following introductory meetings should be included in the onboarding process:
What |
Who |
|
Introduction to NHM: Overview of the museum's operations, role, and organizational structure. |
Museum Director or, if applicable, Immediate Manager |
| Departmental Overview: Introduction to the different departments and discussion of potential collaboration points | Bilateral meetings with department leaders |
| HR Policies and Practices: Overview of personnel policies, employee follow-up, and recruitment and hiring processes | HR Manager |
|
Financial Systems: Introduction to the museum's finances, budgeting, and procurement rules and systems. |
Financial Coordinator |
|
Health, Safety, and Environment (HSE): Introduction to the museum's work in these areas. |
Senior Adviser HSE |
|
Diversity, Equality, and Inclusion: Overview of the museum's efforts and initiatives in these areas. |
Senior Adviser DEI |
New International Employees
Is the new employee coming from abroad? International employees often face substantial transitions as they prepare for and begin their new roles. Navigating the Norwegian system and bureaucracy can be overwhelming, and adapting to local work culture, social norms, and practicalities may be challenging. The need for comprehensive information and facilitation, both before and after their arrival and once they have started in the new position, may be greater than for Norwegian employees.
If you are expecting a new employee from abroad, please familiarise yourself with NHM's specific guidelines for onboarding new international employees.
Rounding Off and Evaluation
Assessing the onboarding process during the final meeting is a good practice. After this, the onboarding sessions transition into the the annual one-to-one work dialogues.