Induction

For new employees, in the first few weeks of a new job there is a lot that a new starter will need to know, which can be quite overwhelming. By creating a tailored induction program for new staff, they may feel more comfortable in their new surroundings and have a better understanding of your business and the expectations of their role going forward.

Importance Of Induction

Induction provides new starters with important information regarding their new employment. The induction process serves to welcome new hires to the business and help them transition into their new role; enabling new employees to feel supported while they adjust. It is considered best practice to provide an induction program to employees.

Induction ensures that new employees are initiated in the expectations, performance and culture of the Company. When used strategically, the induction process can increase employee retention by helping them understand their role and how it fits into the company. Companies that have a structured new employee induction processes are more likely to have higher productivity within the workforce, as the new employee may be able to add value to the business sooner if they can hit the ground running. Employees who have undertaken a structured induction process will have a fair idea of how the company operates.

The induction process may include:

• Pre-induction process

• Induction

• Post-induction process or Follow-up and ongoing development

The Benefits Of Induction Training

Employee induction is an effective and efficient means of outlining workplace policies and procedures to new starters,  for providing specific information new employees need to know to do their job, and for setting expectations within the larger context of company goals, objectives and the business operation as a whole. An induction program should include training for new hires on how to do their jobs safely and what to do in the event of an emergency.

Adopting an induction process for new starters can have many benefits for both employers and employees.

For employers an induction process can:

• Contribute to a positive workplace culture as it assists new employees to transition and assimilate into the workplace;

• Save an employer time and money, as the employee can partially self-educate through online learning modules;

• Encourage employee retention, reduce employee turnover and save on recruitment costs as it helps employees feel welcome and valued;

• Ensure operational efficiency and increase productivity – employees have a full understanding of the company and their role within it so they can hit the ground running;

• Educate employees on compliance with company policies and procedures, and Workplace Health and Safety;

• Enhance company reputation by creating a professional impression.

The benefits of employee induction for new staff are:

• The induction process helps new employees settle into their role quicker;

• New hires better understand their role and how it fits into the organisation;

• New starters feel respected and valued and accepted into the organisation by team members;

• New employees better understand company processes and (workplace health and safety) policies and procedures;

• New staff receive necessary information as to organisational culture and standards of behaviour to help them assimilate;     

• The induction process helps establish good communication with managers and team members.

An Introduction To The Company’s Mission, Goals, And Values

It is important that new employees are provided with information as to the purpose, direction and values of the organisation.  This allows new starters to put their role into perspective and feel part of the business as a whole, which encourages positive contribution to the overall company goals and vision.

The induction process helps the employee understanding the company culture and values and allows the employer to set clear expectations regarding performance and conduct.

Once an employee has been inducted in the workplace it will be easier for the employee to adjust and adapt to the expectations, goals, and values of the Company.

Employee Induction Program Checklist

The purpose of an induction program is to help employees settle into their position at a new company, business or organisation. To ensure the induction program is successful, create a checklist that specifies all the documents and information new staff will receive on their first day of the job.

This checklist does not need to be long, but the induction should cover at least the following:

• an introduction to the business, colleagues and important stakeholders (eg. team leader)

• an overview of the organisational history, structure, visions, culture and values

• employee handbook briefing and reference to the code of conduct

• job description for the employee such as title, roles, and responsibilities

• roster or work schedule

• copy of their employment agreement, company handbook and HR manual

• Work Health and Safety information (layout of premises, including fire exits, first aid facilities; overview of WHS policies)

• induction and setup of workstation and systems

• overview of upcoming key dates and events

• provided with tools of trade (ID, keys, name badge, swipe card, phone etc.)

• contact list of staff members

At the end of the induction, ask the employee if they have any questions or concerns they would like to address. It’s considered best practice to give the employee plenty of written material they can reference later to refresh their knowledge.

For compliance purposes, you should also require the new employee to provide you with copies of the following:

• signed employment contract

• tax file declaration

• choice of superannuation form

• bank details (including bank, BSB and account number)

• emergency contact details (including name, address, phone number and relationship)

• licence, passport, and visa (if applicable)

All You Need To Know About Employment Contracts

Free guide on what employers need to include in an employment contract.

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Encouraging Social Interaction

Bringing new staff into an existing work environment can be stressful. On their first day, give new staff a guided tour of the workplace and introduce them to other team members. If possible, appoint one or two team members as a main point of contact for new staff, so they can rely on them for help or advice.

Besides the usual ‘meet and greet,’ some other activities the company can do to encourage social interaction include:

• organising a group meeting and have everyone introduce themselves to the new member

• encouraging the team to sign a ‘welcome card’ or similar kind of written introduction

• having an informal team lunch

If your business is active on social media, you might also consider welcoming the new team member with a brief online description or profile with your social media network.

Don’t stop encouraging your new employee’s social interaction after just the first few days. Some people take longer than others to open up and feel comfortable in their new surroundings. For this reason, the above activities should be spread out over several days, so the employee doesn’t feel overwhelmed.

Following-Up

The follow-up process allows managers to ascertain whether or not employees have integrated successfully, what further resources are required or what changes need to be made and if the employee needs further training. The information gathered during the follow-up process can help improve induction programs for other new starters.

Once the formal induction is over, arrange regular meetings with the new employee to check how they are going. Give them the chance to raise any concerns and discuss them in confidence.

Whether it be problems with the job requirements, disputes with fellow team members or a bad experience with a customer – these issues should be handled early to ensure the new employee’s future in your business is successful.

If you need help creating an effective induction program, call us for free initial advice on 1300 651 415.