backroom_toolkit(text)

Basic Properties



Content


Date

Action Required
Oct. 22

8 am CDT		 Audience: Cub Managers
Responsible: Market Managers

Send a meeting planner for a Zoom conference call with your Club Managers to be held in the afternoon (Oct .22) at 2 pm CDT.
  • The title of the planner should read: “Business Updates”
  • Ask Club Managers to hold this call in a private location free from distractions.
Oct. 22

2 pm CDT		 Audience: Club Manager
Responsible: Market Manager

Host the scheduled conference call with your Club Managers. Using the talking points provided in this toolkit, inform them of the Backroom changes.
Oct. 23

9:45 am CDT		 Audience: Club Management
Responsible: Club Manager

Provide an overview of the Backroom changes with the Club Management team using the talking points provided in this toolkit.
Oct. 23

10 am CDT		 Audience: Impacted Associates
Responsible: Club Manager

Meet individually with all impacted associates and share changes to their role using the talking points provided in this toolkit.
  • Review the Dos and Don’ts of Delivering the Message prior to meeting with associates.
  • Print copies of the new Backroom Associate job description (for eligible associates) and Associate Impact FAQs to provide to the associates during your time with them.
  • If an impacted associated associate is not scheduled to work today or is on PTO, make every effort to talk with him/her in person.
  • If an impacted associate is LOA, please call the associate and share the changes to their position. Make every effort to discuss these changes in person. If the discussion cannot occur, please use the Notification Letter provided in the Resources section and send to the associate at his/her home address on file via certified mail.

Impacted associate notification period begins.
Oct. 23

4 pm local time and as needed afterwards		 Audience: All club associates
Responsible: Club Manager

Provide an update on changes to all associates during shift meetings.

Note: Do not share with the broader team until all impacted associates have been notified.
Oct. 24 Audience: n/a
Responsible: Club Manager

Post new Backroom Associate positions (using job code 18-994-401) in a closed applicant pool in Career Preference. Reference club-specific information provided to you by your Market Manager.
Oct. 26 Audience: Market Managers
Responsible: Club Support

Touch base conference calls will be held with the Market Managers from each region. Calls will be hosted by the Field People Partners – HR Ops to answer ongoing questions.
Oct. 29 - Oct. 31 Audience: n/a
Responsible: Club Manager / assistant manager(s)

Conduct interviews, using the provided interview guide, with eligible associates for the new positions (closed applicant pool).
Nov. 1 - Nov. 2 Audience: n/a
Responsible: Club Manager / assistant manager(s)

Make job offers for new Backroom Associate positions. These offers should be effective on Nov. 10.
Nov. 2 Audience: Market Managers
Responsible: Club Support

Touch base conference calls will be held with the Market Managers from each region. Calls will be hosted by the Field People Partners – HR Ops to answer ongoing questions.
Nov. 3 Audience: n/a
Responsible: Club Manager / assistant manager(s)

Open the applicant pool to internal/external candidates for any remaining Backroom Associate positions that have not been filled.
Nov. 10 Audience: Newly Selected Backroom Associates
Responsible: Grocery / Consumables / Compliance Manager

Newly selected Backroom Associates should be effective in the system on Nov. 10. Please use the job transition materials provided in the Transition Support section of this toolkit to complete this action.

Provide the associate with the required training materials on their first day in the new Backroom associate position. Ensure they read the material and understand the information.
Nov. 16 Audience: Market Managers
Responsible: Club Support

Touch base conference calls will be held with the Market Managers from each region. Calls will be hosted by the Operations Transformation team to provide an overview of what to expect with the new positions in My Club Schedule.
Nov. 19 Audience: Market Managers and Club Managers
Responsible: Club Support

A war room will be set-up all day to provide dedicated support and answer questions on the first day scheduling is open for the new positions. Click here to view the call-in information.
Dec. 7 Audience: Impacted associates
Responsible: Club Manager

Associate notification period ends.

Terminations must be completed in Workday using the code “Involuntary – Position Eliminated.”