Induction for new employees

Often, you’re already understaffed by the time you hire a new employee. You need them to hit the ground running, becoming a productive team member straight away. Induction systems help to get new employees up to speed quickly. Having an effective induction program also enables you to set a high work standard from the start and minimises the stress on you and your managers. This article takes you through setting up an effective induction program and includes a checklist for what you should include in yours.

Set clear expectations

Right from the start it is important to set clear expectations about the performance standards and behaviour you expect from your employees. It is much easier to encourage the right behaviour from the start than to let bad habits form and try to change them later.

Make them feel welcome

It can be nerve-wracking for some people to start a new job. If you make them feel valued and welcome they will be more likely to pass on this goodwill with great future performance. Surprise them by doing a few little extras on their first day — write a welcome note, have the big boss drop by to welcome them to the team.

Save time with technology

Use online presentations, pod-casts, videos, photos, whatever medium makes sense to communicate the information you need to share with your new starters. Once you have developed your induction kit you can play it over and over again without it taking up any of your time.

Explain your organisation’s values

Share the values of your organisation right from the start and make sure that others are role-modelling the values you expect. This is often the biggest influence on the behaviour of new people; that they mirror the behaviour they see.

Introduce the existing team members

One technique I have used in many businesses, and which has proved popular, is to develop an online library of existing team members, including their photos and some fun information about them. Having a name, a face and some personal information about a co-worker can make it easier for new people to feel comfortable approaching their colleagues.

Develop a checklist

Have existing employees help you develop a checklist of issues that should be addressed with a new employee. By having a checklist in place you can make sure you are giving your new team member every opportunity to succeed!

Communicate your policies and procedures

Policies and procedures tell a new employee how you do things in your organisation. They include health and safety, employee conditions, behaviour guidelines, customer service and many other operational aspects of your business. You can put these in a document folder with a checklist guide for the employee.

Show them around

Give them a tour of the business and the surrounding area. Show them everything from toilets to fire exits, to where to get a good coffee. Make sure your tour includes everything they need to do their job. By providing this orientation you will save yourself and other employees a lot of time in answering obvious questions later on. If they know where things are they will feel more comfortable performing their role as part of the team.

Induction checklist – before they start:

• Organise the tools of their trade – e.g. computer access, safety equipment, car;
• Arrange access to work locations – keys/swipe cards etc;
• Put them in your people systems – payroll etc;
• Put a signed copy of their employment agreement in their personnel file;
• Collect all their personal details;
• Provide them with pre-reading material e.g. if you run a restaurant ask them to learn the menu;
• Give them the Fair Work information statement;
• Set up their induction schedule;
• Tell your team.

In their first few days:

• Explain their position description and give them a copy;
• Explain the behaviours required and your organisation’s values;
• Show them where to find toilets, fire exits, kitchen, parking, good coffee etc;
• Train them in your customer service procedures and etiquette for phone, face to face, and email (hint: this is a good one to put in an online training pack);
• Explain your health and safety procedures including fire evacuation, first aid, reporting incidents etc;
• Explain your crisis management plan (see My Business article from March);
• Show them how to use your computer and phone systems;
• Explain the ground rules related to smoking, breaks etc;
• Take them through your employee policy manual and get them to sign indicating that they have read it;
• Explain the business vision, goals and strategic plan and where they fit in;
• Show them where they can access more information on your business procedures.

The above may seem like a lot to go through, but if you develop your induction program in such a way that it is repeatable, without being resource intensive, you will help your new employees to hit the ground running, becoming productive members of your team in no time at all.

Sheralyn Guy is director of HRhelp, a company dedicated to providing affordable, practical and effective HR services to small to medium sized businesses. For further great HR ideas call +61 2 8006 1280, email gethelp@hrhelp.com.au or go online at www.hrhelp.com.au