Hi Subir and Pallavi,
I am posting an article on Employee Induction... I hope it will be useful to you and all other members who come across this post.
Introduction
When you take on a new employee, it is important to provide them with the right induction that will benefit both themselves and your business. This induction period can be considered as the foundation for getting the most out of the employee and determining their long-term success in your business.
An induction should be given at the beginning of employment and may last for several weeks or even months. During this time, the quality of the induction will affect how the employee perceives your business and how well they integrate into it.
Some companies often make the mistake of ignoring induction periods. Instead, they leave the new employee to figure things out on their own, which costs time and money. This goes against the purpose of induction, which is to integrate the employee so that they can reach their full potential as soon as possible.
If your new employee is recruited through an interview, it is a good idea to start the induction at that specific time.
Comment
Even if the applicant isn't definitively going to be your new employee, it still gives them a chance to maintain interest in your business.
What Do They Need To Know?
You may want to start with the overall look of the company, moving on to the finer details. When informing the employee, you may decide it is worthwhile to give them a tour as you go over the relevant points. The following are guidelines for what you may want to include, but feel free to add anything that you feel is necessary.
Introduce your company by specifying the size (number of employees, branches, etc.), the history, and how your company operates. The employee may have already researched your business, but any additional information is always good to know.
Let them know about any procedures in your business. This may include the terms and conditions of employment, disciplinary action, and dress code. Also, show them what to do and where to assemble in case of fire.
Inform them of anything concerning their job: give them a job description listing the tasks involved, their responsibilities, and accountabilities. Tell them what training is needed (if any) to meet their job requirements. If tools, equipment, computers, etc., are involved, make sure they know where and how to obtain them. If your business has many forms, letters, etc., it's a good idea to create an induction manual for them to keep. The manual should show and explain the basics of completing, for example, a form from start to finish. Where necessary, an induction manual can also cover systems and procedures relevant to the employee's task. With an induction manual, the main concern should be the quality of its contents: take time, effort, and care if you start this task.
Regarding the personal needs of the employee, direct them to the toilets, cafeteria, snack/drink machines, and anything else they may require.
An employee's involvement with other employees is important. Inform them about any activities/social outings that occur both during and outside of work hours. This could be a game of football after work on Tuesday or a pint of beer at the pub during Friday lunchtimes. Involving them early in the social side of work will give them a feeling of being 'accepted' and welcome.
When They Need To Know
As mentioned earlier, induction can start from the selection process such as the interview. But it is important that some things are brought to the new employee's attention before they start their first day at work. This includes the terms and conditions of employment, which they may already have in writing if you provided them. Additionally, they need to know where to go, who to ask for, and what to bring along to prepare for their first day.
You should also prepare for their arrival by ensuring you have all the necessary equipment for them (working computer, safety gear, etc.). If others are involved in assisting with the induction (as detailed later), create a timetable to inform them of when they are needed.
Some information may be provided when your new employee actually starts their first day. This day is significant for the new employee and what happens will usually form the basis of their impression of your company. Make sure they are made to feel welcome in every department they visit. This day is often used to inform the employee about company procedures (outlined earlier) and to complete any necessary paperwork regarding their details (bank information, P45 forms, etc.). Introduce the employee to everyone they will be working with. This way, there will be no strangers around when they start working the following day.
Avoid overwhelming the employee with too much information on the first day, as you don't want them to forget the most important points (no one will remember everything). Remember: induction takes time to be successful.
Other things may be introduced when necessary during the early stages of their employment. During this period, the new employee may start to compile a list of questions about the job or the company. These uncertainties can often lead to the employee leaving or progressing at a much slower rate. It is therefore in your best interest to have a follow-up meeting, for example, in the form of an appraisal to address these concerns. Usually done after 2-3 months from the initial employment, it gives you (or whoever is conducting the induction) an opportunity to provide further information and for the employee to ask questions they might have.
Who Should Do The Induction?
If you are unsure about the best way to convey the information, you can leave it to the new employee's immediate supervisor. However, you may decide that it is relevant to divide the information to be given among the relevant departments. For instance, your personnel department may inform them about employment contracts and procedures.
If the new employee will be working with others, you may assign the responsibility to one of their future colleagues. This way, the new employee can make a new friend and see it as an entry point to their social involvement.
If it's not you, then you might think it's best to leave the induction to the person most interested in the effectiveness of the induction scheme. They can then take responsibility for ensuring that the new employee integrates into the company with the right balance (job/social/personal involvement).
Whoever you assign to conduct the induction, it will help build a good relationship between those involved (or not, as the case may be).
Summary
A good induction can determine how quickly your employee settles into the business and the speed at which they develop to reach their full potential. Providing the employee with all the necessary information regarding their time at your business will further enhance its effectiveness.
The importance of the induction period's duration has been emphasized throughout the article. Take as much time as needed until you believe (and it has been acknowledged) that the new employee has been fully integrated into your business. Conduct a 'follow-up' appraisal to address any queries they (or you) may have.
Involve everyone you consider essential to establish good relationships between the new employee and those they will be working with. Make the employee feel welcome and comfortable in all areas where they will be present.
Regards
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