Induction Process
Benefits of a Good Induction Process
The first few months in a new job are a crucial time during which the new employee will be deciding whether the job and business are right for them. When new recruits leave a job quickly it’s often because they have found the same emotional connection to their new job and colleagues that they had in their previous roles. So how do you ensure your new employee stays with you? This post explores the benefits of an induction Process.
Benefits of Having an Induction Process
The main benefit of an induction process is that it increases your new employee’s understanding of your business and it helps them to adjust to working in it.
- the new employee will settle down and make a quicker transition into both their job and your way of working
- the new employee will be better informed about the structure of your business and your systems and procedures so they understand what is expected from an early stage
What should an Induction Process Look like?
The goal of any induction process is to speed up the time from clueless to proficiency. Let’s face it, every new employee is going to make some mistakes – we all did. A good approach to inducting your new employee can help minimise the duration and impact of that challenging learning curve.
A written procedure and check-list ensures that items are not forgotten and at all times repetition is better than not at all. The process should be implemented with care so that managers do not see it is an unimportant admin chore. The idea is to ensure that the new employee settles into the department and organisation as quickly as possible and this will only happen with gentle nurturing and care, so even if time is short, it should never be skimped.
The length of time that the induction will take will vary according to each individual. Studies show that it takes between three and six months for most employees to be familiar, confident and effective in an organisation.
A Good Induction Process Starts Before The Recruits First Day
This involves getting their desk or workstation ready for them and ensuring access to IT and security systems are organised.Identify a buddy for the new recruit who will show them round and chose any other managers or employees will play a key part in the induction process.
Plan some first day, first week and first month assignments for your new recruit to achieve. These will link into the probation review and the feedback and follow up will help you decide whether the new recruit is failing, meeting or exceeding your expectations.
By giving a new recruit an outline of how they will be spending their first few weeks on the job, you not only provide a plan of action, but also demonstrate to the employee that their employment is valued.
Here are my Top Tips to a Great Induction Process:
- Joining Instructions
Always try and send the new recruit a copy of their offer letter and/or employment contract prior to joining, so there are no misunderstandings at a later date.
When you have agreed a joining date for the new employee it is important to give them a few simple instructions or quick start guide to help them on their first day:
- The time and location at which, and the name of the person whom, to report to.
- Car parking arrangements.
- What documents to bring with them e.g. bank details and P45.
- Add a few less formal items such as what usually happens at lunch, and anything else you think would be useful (ask some recent recruits for their thoughts)
I always recommend giving the first day start time as an hour later than normal working hours, so everyone is settled at their workstations and you are organised to meet and greet them. It is also important to make sure the reception staff know who to expect and where you will be.
- Have a Nominated Buddy
During the initial few weeks, it may be helpful to identify a colleague who can offer particular support and
advice. This will be an informal arrangement but will add value to the formal induction process. - Getting The First Day Right
If you haven’t already given your new employee a copy of their employment contract prior to joining, ensure this is provided on day one. Failure to do this would be a breach of employment legislation.
Your new employee’s primary concern on their first day will be with practical matters so ensure you have the following organised:
- Tour of workplace.
- Domestic information i.e. toilets, refreshments and meal breaks etc.
- Introductions to immediate colleagues and other Managers.
- Issue of ID cards and security badges (where appropriate).
- Explanation of Health and Safety Procedures e.g. fire exits, no smoking policy etc.
- Introduction to the nominated buddy.
- Outline the purpose of the role and explain how it fits into the organisation.
- Copy of the employee handbook and ask the employee to sign a form acknowledging receipt.
- During The First Week
Although the first day should be more about introducing new employees to their workplace. There will be a number of necessary employment forms that you will need to give them during the first week of employment:
- Payroll: provide information about when and how they will be paid, deadlines for submitting overtime and expense forms and collect P45 and bank details
- Technology: instructions on log in to computer systems and how to set up computer and voicemail passwords.
- Security: be certain that new employees have filled out all paperwork and signed all necessary documents pertaining to security.
- Emergency Contact Information: emergencies are, by nature, unexpected. New employees should be given after-hours contact information for the appropriate managers and a copy of any emergency communication plans. New employees should also provide emergency contact information of their own, should an emergency happen while they are at work.
- During The First Month
If you tried to introduce your new employee to everything in their first day or two, they would suffer a serious case of information overload. When they begin to get comfortable with their immediate surroundings begin to introduce the following information:- The management structure.
- Conditions of service e.g. hours of work, sickness, holiday entitlement, reporting procedures etc.
- Performance objectives
- Training required for the role.
- Communication processes.
- Follow Up
You will need to monitor your new employees progress and have regular review meetings with them during the first 3 – 6 months. The review meetings should consider work output, work quality, relationships, attendance, training needs and potential. This will form part of the Probationary Period Review and whether or not the employee will be confirmed in employment after the probationary period has ended.
Do You Need HR Support?
It can be complex, costly and time-consuming to manage employees. Kea HR is the helping hand you need to save time, reduce costs and protect your business. The Kea HR Advice Service enables you to make fully informed decisions that are right for your business! So, you can be confident you can deal with whatever situation arises without losing focus on your core business.
HR doesn’t need to bureaucratic, but it does need doing otherwise you risk receiving time-consuming and expensive claims against your business.
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