NLA Process and Procedure

Change Healthcare Solutions

Purpose

The New Leader Assimilation process is designed to accelerate communication, relationship and common purpose between the new leader and his or her direct reports. As new managers, the new leader assimilation will help them quickly develop relationships with their direct reports in order to be successful and have quick wins during their transition period.

The new leader assimilation is designed to:

  • Provide employees with an opportunity to learn more about the leader’s leadership style and plans;
  • Enable the leader to learn more about the team’s thoughts concerning immediate needs and opportunities facing the department;
  • Assistin the development of strong, positive working relationships within the team;
  • Open the channels for effective two-way communication and partnership; and
  • Serve as the basis for initial work planning.

Process

The program can be conducted in many different formats depending on the size and level of the participants in the organization. At Change Healthcare, the sessions are usually conducted between 2-4 hours. If the responses from the new leader assimilation questions are gathered prior to the live session, the meeting is usually scheduled for 2-3 hours. If the responses to the questions are obtained during the live session, the meeting is scheduled between 3-4 hours.

Regardless of either collectionprocess, most meetings begin with the leader kicking off the meeting and providing an explanation of the purpose of the session. After the leader opens up the meeting and introduces the facilitator, the leader exits the room to allow the facilitator to lead the session with the participants. Once the facilitator meets with the participants, the leader is debriefed, re-enters the room and addresses his or her team. Action plans and team expectations are captured and agreed upon as a team.

Preparation

Identifying Participants (HR and Management)

HR and management identify direct reports of the new leader. HR and management agree on invitees and schedule a meeting. Ideally, assimilations would take place within the first 30-60 days of the new leader in his or her role.

Note: New Leader Assimilations should be scheduled once a leader’s team is established. If there are multiple open positions on the direct report team, it is beneficial to wait until the positions are filled to conduct the session.

Communicating to Participants

Participants should be communicated to at least 3 weeks prior to the session. Sample invitations from facilitator is provided below.

Option A: Collecting Data Prior to Session (on-line survey)

You are invited to participate in a new leader assimilation session on (insert date)designed to help your team get to know the new leader (insert name). The purpose of the new leader assimilation process is to accelerate communication, relationship, and common purpose between the new leader and his or her direct reports.

In preparation of this session, please complete this short survey (insert link) by (insert date).

Your responses to the questions are greatly appreciated and will help facilitate a deeper dialogue when we meet on (insert date) Please note that your responses to the survey are confidential.

In order to foster an environment of open and honest communication, the new leader will not be present for the Q&A session with the team. No names will be associated with the comments or answers supplied during the Q&A session. I will facilitate a discussion with the direct report team and review the responses to the survey. Based on your output, I will debrief the leader on the common themes/responses and the leader will reconvene with the team to make any comments based on the feedback received, share observations from his/her short time in the new role, and address key issues.

Thank you so much in advance for your participation. To start the survey, click (insert link).

Developing On-Line Survey

If you choose to collect the responses prior to the live session, the best option is to create an on-line survey. Allow the team one week to complete the survey. Once the survey closes, categorize the responses into themes by each question (see New Leader Assimilation PowerPoint template). The PowerPoint presentation will be used to review the responses with the leader prior to the session and with the team during the session.

Reference the Poll Everywhere Survey Tool job aids for assistance in creating the survey and collecting the data.

Option B: Collecting Data During Session

You are invited to participate in a new leader assimilation session on (insert date) designed to help your team get to know the new leader (insert name). The purpose of the new leader assimilation process is to accelerate communication, relationship, and common purpose between the new leader and his or her direct reports.

During this session, I will meet with you as a group to discuss the following questions:

  • What do you know about (insert leader name)?
  • What would you like to know about (insert leader name) that you don't already know?
  • What do we want most from (insert leader name)?
  • What would you like (insert leader name) to know about the team?
  • What challenges will the team face?
  • What do you think (insert leader name) should do to help you meet those challenges?
  • What would you suggest (insert leader name) do more of, less, of and/or continue to achieve success?
  • Is there anything else you would like to share, ask, or suggest?

In order to foster an environment of open and honest communication, the new leader will not be present for the Q&A session with the team. No names will be associated with the comments or answers supplied during the Q&A session. Based on your output, I will debrief the leader on the common themes/responses and the leader will reconvene with the team to make any comments based on the feedback received, share observations from his/her short time in the new role, and address key issues.

We look forward to your participation.

Pre-think Questions for Participants

In addition to the survey questions, provide the following to participants in advance to prepare for the live meeting. Note these questions can also be used with the data collected from the survey to facilitate the session.

Think about the following: What do you want your new leader to know about you, both as a team and as an individual? How do you like to be led? What do you want to know about what your leader expects from you?

Review the list of sample questions below to jump-start your thinking:

Vision/Strategy

•How do you see us as a department?

•What goals do you have for us?

•How are we perceived by the organization?

•What type of potential is there for our department in the future?

•What are the priorities for our department?

Leadership Style

•How would you describe your leadership style?

•What are your leadership strengths? Weaknesses?

•What drives you crazy?

•What is it about leadership that is satisfying to you?

•How do you go about making decisions?

•How will we as a team be involved in decision making?

•How do you respond to stress and pressure?

Performance

•What do you think constitutes a top performer?

•How will you go about setting and evaluating performance expectations?

•How will you communicate your performance expectations?

•How will we know if we haven’t met or exceeded performance expectations?

•How will you give feedback?

Teamwork

•What do you see as the shared work and goals of this team?

•To what degree and/or under what kind of circumstances do you expect us to work together as a team?

Communication

•What type of information do you need?

•What is the best way to communicate with you?

•When is it best to communicate with you via: text, cell, email, or one-on-one?

•What are your expectations with regards to group meetings as well as one-on-ones?

•How will broader organizational communications be cascaded to us?

Conflict resolution

•What is the best way to give you feedback?

•What is the best way to share our opinions if they differ with yours?

•What is the best way to let you know if we are under pressure or need your help?

New Leader Preparation Meeting

The new leader preparation meeting should be scheduled at least 2-3 days before the live meeting. During the preparation meeting, you should review the agenda and expectations for the new leader assimilation meeting. In addition, the new leader should prepare and discuss the topics he or she would like to share with the team. Here are some questions the new leader can consider:

Think about what you want to tell your team about yourself – personally and professionally. Consider what stories you might want to share that illustrate your points.

  1. What is my management style? (communication style, pet peeves, etc.)
  2. What do I do well?
  3. What are my areas of development as a manager?
  4. What are my expectations for the team?
  5. What is my first impression of the business/team?
  6. What is my vision for the operation?
  7. The best/worst teams I have worked with in the past, what characteristics/behaviors made them the best/worst?

Personal life

•Family

•Hobbies

•Interests

•Background

Professional background

•Education

•Experience

Leadership Biases

•What are your leadership strengths? Weaknesses?

•What qualities do you believe are essential for a top performer to possess?

•How do you evaluate a performance?

•How do you deliver feedback (both positive and negative)?

•How will your team find how you feel about their performance?

•What motivates you to do your best?

•How do you motivate others to do their best?

Decision making

•How do you go about making decisions?

•What types of decisions do you see as directive, consultative or consensus?

Communication

•In what way and how often do you like others to communicate with you?

•How much detail do you prefer to have?

•Under what circumstances do you feel that you must be in the loop? And under what circumstances is being in the loop not as important to you?

Conflict resolution

•What are your “hot” buttons?

•If your team upsets or disappoints you, how will the members know?

•How do you like conflict to be resolved?

•What is the best way to give you feedback?

If you chose to collect the responses from the new leader assimilation questions prior to the live session, review the responses with the leader during the preparation meeting (see New Leader Assimilation power point template). Help the leader decide which topics he or she wants to address with the group.

Assimilation Meeting

Option A: Agenda (collected responses prior to session via survey)
Total Time: 2-3 hrs (adjust as needed by agreement with leader)

Time (approx) / Topic / Process / Facilitator
5 minutes / Welcome/overview /
  1. Thank everyone for participating.
  2. Review agenda
/ Facilitatorand Leader
15 minutes
5 mins if 2 hr session / Icebreaker / Facilitator
45 minutes / Team Discussion about Questions /
  1. Leader leaves room.
  2. Team members remain and review collective responses, gain agreement on top trends/themes as well as additional questions they’d like to propose to leader.
  3. While team meets, Leader formulates own thoughts on leadership style, motivational approaches, questions he’d like to ask, etc.
/ Facilitator
20 minutes
15 mins if 2 hr session / Review additional themes with Leader /
  1. Team leaves room and returns after break.
  2. Facilitator and leader will review any additional team responses/themes
/ Facilitator
90 minutes
45 mins if 2 hr session / Development of agreed-upon expectations /
  1. Leader re-enters room.
  2. Leader shares team’s responses.
  3. Leader responds and shares information about self not covered previously.
  4. Team members answer questions from leader.
  5. Everyone comes to agreement on expectations.
/ Facilitator
10 minutes / Wrap up and next steps /
  1. Identify issues that have been raised during meeting that will need to be addressed at later time. Agree on how those issues will be addressed.
  2. Assign a scribe to capture notes from the meeting and send them to the team.
  3. Agree on next steps.
/ Facilitator
Additional breaks will be built in, as appropriate.

Option B: Agenda (collected responses during session)
Total Time: 4 hrs (adjust as needed by agreement with leader)

Time (approx) / Topic / Process / Facilitator
5 minutes / Welcome/overview /
  1. Thank everyone for participating.
  2. Review agenda
/ Facilitatorand Leader
15 minutes / Icebreaker / Facilitator
75 minutes / Team Discussion about Questions /
  1. Leader leaves room.
  2. Team members remain and review collective responses, gain agreement on top trends/themes as well as additional questions they’d like to propose to leader.
  3. While team meets, Leader formulates own thoughts on leadership style, motivational approaches, questions he’d like to ask, etc.
/ Facilitator
45 minutes / Review additional themes with Leader /
  1. Team leaves room and returns after break.
  2. Facilitator and leader will review any additional team responses/themes
/ Facilitator
90 minutes / Development of agreed-upon expectations /
  1. Leader re-enters room.
  2. Leader shares team’s responses.
  3. Leader responds and shares information about self not covered previously.
  4. Team members answer questions from leader.
  5. Everyone comes to agreement on expectations.
/ Facilitator
10 minutes / Wrap up and next steps /
  1. Identify issues that have been raised during meeting that will need to be addressed at later time. Agree on how those issues will be addressed.
  2. Assign a scribe to capture notes from the meeting and send them to the team.
  3. Agree on next steps.
/ Facilitator
Additional breaks will be built in, as appropriate.

Follow-Up

After the session, the facilitator develops an action plan based on the expectations that were set during the meeting and sends to the leader.The new leader should share their action plan with their leader and team within 10 days of the assimilation meeting. If needed, the facilitator meets separately with the new leader to review the session, provide any additional feedback and coaching, and define next steps for the teams and/or leader’s development.

1