welcoming new starters: How to create an induction process

welcoming new starters: How to create an induction process
A new employee’s first interaction with your company is long-lasting. It can really make or break your relationship with an employee and whether they decide to stay or leave. To combat any misunderstandings and unprofessional practice and to start off on the right foot, it’s a good idea to create an “induction process”. 

so, what is an induction process?

In a nutshell, it’s a comprehensive list of tasks and practices to follow when welcoming a new member of staff to your company. It can be a formal physical or online document that every new employee can easily follow - and all levels of management should be trained to run through its contents with new employees.

why do you need an induction process?

Every employee that has a bad interaction with your company is bad news for your brand, and, as a result, for your levels of retention. Interactions start at the very first interview and application process right through to the first day. 

Employees are more likely to stay if they experience a great introduction, are made to feel welcome and understand exactly what their job will entail. This clear, concise communication is a crucial part of retention, it ensures that employer and employee are always on the same page. An induction process formalises this idea and leaves no stone unturned for those all important new starters.

A successful new employee induction helps the person to feel welcome and gives them an understanding of the expectations underpinning their role. Importantly, it also helps existing staff understand the new recruit’s role in the business.

If you do not already have an induction process in place, or have one that needs reviewing, we can help.

There are 5 essential elements that must be included in an induction process:

1/ before the employee commences work

Inform new employees about travel and car parking arrangements, who to report to, the dress code, and whether they need to bring their own tools and equipment.

If your workplace provides equipment, then prepare whatever uniform, shoes, phone, or workstation is appropriate, allowing the employee to start work immediately. Remember to get them building, security and IT access and passwords and prepare their work schedule in advance. 

Your aim is to make their introduction to the business and their role as seamless as possible. You want to make them feel comfortable and welcomed, with the overall benefit to you being that they can start working effectively, sooner.

2/ the employee's future in the organisation

Inform new employees about any training they will need to undergo in areas such as software systems, first aid, fire safety, emergency procedure and hazard-specific training (such as handling hazardous substances). More importantly though, to help new employees see a future path in your organisation, let them know early on about potential career development prospects, whatever you can offer them in terms of future training or mentorships. 

Again, to excite and inspire new employees, mention any pro bono or charity work that employees can get involved with, as well as detailing any rewards programs.

3/ make them feel welcome

When the employee arrives, welcome them to your business and introduce them to all their immediate co-workers and their line manager. Give them a tour of all the amenities, especially change rooms and toilets, and explain the facilities available in the immediate local area.

4/ give them an induction pack/company handbook

This may take a little time to create, but it doesn’t have to be long or overwhelming, and it will be worth it. An induction pack will allow you to pre-empt questions about your company history, culture, mission, values and structure. It’s also a great tool to refer new starters and current employees to about policy and procedure. The pack is a chance to give a sense of your employer brand and employee value proposition. The pack should include items such as:

  • Codes of conduct and policies concerning dress, personal phone calls, social media and visitors
  • Work Health and Safety policies and procedures; where the first aid kit is and who is the safety officer
  • The probation process
  • Sick leave and late procedures
  • How they apply for leave
  • Anti-bullying, anti-discrimination and harassment policies
  • Grievance procedures
  • Employment assistance program
  • Workers’ compensation procedure

Alternatively, if you have capabilities you can upload your pack to an intranet page or protected web address so employees can refer to it easily and access it at all times. 

5/ job description

The employee will need a specific outline of their role, which may include:

  • Who they report to
  • Their duties
  • Performance expectations and review
  • Hours of work and how these are recorded
  • The applicable Modern Award or enterprise agreement
  • Details of how and when they will be paid, including pay cycles and time sheet procedures
  • After-hours access and security arrangements
  • Hazards of work and hazard reporting procedures
It’s a good idea to run through it with them in case they have additional queries.

an induction idea!

Another approach is to have an online induction process, which would allow all induction information to be easily referenced. This collection of digital resources could also include short video testimonials in which existing employees recall their early days with your organisation. Videos detailing the success of rising stars in your company could also be used to create excitement around the new role.

Creative ideas like this can really excite new employees and make them feel like part of the team from day one!
Posted: Thursday, 30 March 2017 - 6:16 AM