Chapter 42
Have Your Passport Ready!

Contributed By: Lorraine Ukens, Owner of Team-ing with Success

About the Author: Lorraine Ukens is the owner of Team-ing with Success, specializing in team building and experiential learning. Team-ing with Success also provides performance improvement consulting, as well as training activity books and games. Lorraine received her master’s degree in Human Resource Development from Towson University in Maryland, where she also taught as an adjunct faculty member for eight years.

Lorraine’s Contact Information:

Team-ing with Success
25252 Quail Croft Place
Leesburg, FL 34748
352-365-0378

Lorraine is the author of training and development resources, including books (Getting Together, Working Together, All Together Now!, Energize Your Audience!, Pump Them Up, Skillbuilders: 50 Customer Service Activities, 101 Ways to Improve Customer Service), consensus activities (such as Adventure in the Amazon and Stranded in the Himalayas) and games (Common Currency: The Cooperative-Competition Game, and What Would You Do? A Game of Ethical and Moral Dilemma). She was the editor of and a contributor to What Smart Trainers: The Secrets of Success from the World’s Foremost Experts.

CREATING AN INTERACTIVE TOUR OF THE COMPANY

This is an interactive data-gathering activity that provides exposure to the organization’s physical facilities and information on departments that will have an impact on the employees’ roles and responsibilities. The information should be incorporated into every new employee orientation process on the first day of employment.

AUDIENCE AND TIMING

This activity works well for a new employee orientation event. The activity requires a minimum of 2 participants, and a maximum of 15 participants with 10 participants as the ideal size for the exercise. The activity will take 30 to 60 minutes or longer, if you have a large facility.

YOU’LL NEED

Passport booklets (create your own using the template and directions provided in this chapter)

Facility maps

Department Information Sheets (optional)

Stickers or stamps (optional)

PREPARATION

1. Using the passport template provided, duplicate one copy for each participant. Cut along the outer edges of the passport form, then cut one (or more if needed) blank sheets of paper to match the size and shape of the passport template. Fold both sheets in half, inserting the blank paper inside the printed passport form. Lay both sheets flat, and staple at the fold line. A “booklet” is formed when the stapled sheets are folded in half.

2. Prepare a map of the facility, showing the location of departments and listing the representative for each one. If time is limited or if the facility is large, designate the specific departments that the employees are to visit. Duplicate one copy of the map for each participant.

3. Notify the appropriate department representatives of the date and time frame in which employees will be visiting. Explain that each set of employees will ask the representative for a brief description of the department’s function.

4. After providing this brief description of the department, the representative is to enter his or her initials and the department name into each passport booklet. Or, each department could be identified by a sticker or stamp that can be used instead of initials, to increase the realism of traveling around the company and having the passport stamped.

5. Optional: Make copies of the Department Information Sheet and forward one copy to each designated department for completion, indicating a return date prior to the orientation session. Make copies of the completed information sheets for each participant as a follow-up resource.

CONDUCTING THE GAME

1. Explain to participants that one of the important features of an orientation program is gaining knowledge about the organizational facility and the people who work there. To this end, they will be completing a travel tour that will take them to various departments throughout the company.

2. Distribute one passport booklet and a facility map to each employee. Instruct each person to place his or her name on the front cover of the passport.

3. Direct the employees to form pairs (or trios, as necessary). State that each set of employees will locate and visit the departments indicated on the map. They are to ask the appropriate representative for a brief description of the department’s function. After the question is answered, the representative will enter his or her initials (or stamp or sticker) and the name of the department into each person’s passport booklet.

4. Announce the designated time limit (20 to 45 minutes) that the participants will have to complete the tour and return. Dismiss the participants.

5. At the end of the designated time, reassemble the returning participants.

6. If the size of the group and time allow, facilitate a group discussion as the participants share aspects of the information they gained from the various departments.

7. Optional: Distribute copies of the completed Department Information Sheets to each participant as a follow-up resource.

DEBRIEFING THE GAME

Lead a general discussion by asking the following questions:

What was your overall reaction to this activity?

Which department did you find most interesting, and why?

How will this information benefit you in doing your job?

Explain that an important part of new employee orientation is obtaining company-level information. This activity provided information about the physical facilities as well as the key functions of departments that will have an impact on the new employees’ roles and responsibilities. More importantly, each employee was actively involved in gaining this knowledge. This approach sends the message that the organization expects employees to be proactive and take initiative in completing job tasks.

In addition, orientation programs provide socialization and support to new employees. Each person has been partnered with at least one other individual who will continue to be his or her “orientation buddy.” These partners can be a resources for each other as employees settle in.

Department Information Sheet

Department Name:

Department Head:

Department Function:

Products/Services:

Resource Contacts:

Hours of Operation (if applicable):

Passport Template Example