Thorough orientation pays off

Procurement Manager Victoria Merivirta believes that thorough orientation is the foundation for everything. During the first months, a new employee is supported by the entire unit and more experienced colleagues. No one is asked to run demanding projects without preparation.

“It’s not easy to find procurement experts, as there’s a chronic shortage of public procurement experts. This work is learned by doing and from colleagues. The orientation process takes about four months, during which the new employee observes the work of more experienced colleagues and becomes familiar with all our processes. They also get to know their co-workers and get accustomed to our working culture,” Victoria says.

“Our procurement processes are highly refined. Thorough orientation guarantees that things are always done in the same way and the quality of procurements is high. The different stages and topics of the orientation process are scheduled based on our unit’s orientation plan. This helps us ensure that all new employees have the same basic information and skills,” says Procurement Coordinator Susanna Lähdesmäki.

The Procurement Centre has refined its orientation process for years, and it starts during the recruitment stage. The job advertisement includes basic information about the job and organisation, and more information is given during the job interview.

“Before a new employee’s first workday, we send them a welcome letter with information about their first days and our unit. We want to make sure that new employees immediately feel part of our team,” Victoria says.

“The welcome letter makes it easier for people to start their new job. Often things are mentioned in passing over the phone or while talking. I had a chance to read in advance what will happen during the first days and who else works in the unit, so I was less nervous about starting my new job,” says Procurement Coordinator Heli Mahlanen, looking back on her personal experiences from a year ago.

Gradually over the first few months, new employees gain more knowledge and are given more challenging tasks.

“At first, new employees participate in procurement projects with a colleague. Independent work starts when they have enough experience and confidence. Regular discussions about how things are going are essential during the orientation phase, and also later. The more a new employee asks questions and even challenges the way things are done, the more mutual trust is created,” Victoria says.

“The amount of information received during the first days is enormous, and it’s not possible to absorb it all at once. This is why we reserve plenty of time for the orientation process. It pays off in the end,” Susanna says.

“Proper orientation ensures an employee’s commitment to their new job right from the start. The thorough orientation process made me feel valued, so I also want to put effort into my work. After one year of working here, I still enjoy starting my work every day,” Heli says.

In addition to the Procurement Centre’s own orientation package, Espoo’s new employees must complete a city-wide online course. It provides basic information about the city’s decision-making processes, history, HR and financial matters, sustainable development, information security, and data protection. Furthermore, the mayor hosts an annual welcome event for new city employees. At this event, new employees learn about the city’s goals and development and get to meet people working in different units.

There is also a city-wide orientation event for summer employees.