A Comprehensive Guide to Employee Onboarding

Before the first day	First day	For the first 90 days
Inform current staff and let them know a new employee is joining	Remind office staff of new arrival and leave instructions on where to send the new employee	Set timely check-ins (weekly or fortnightly) with the new employee
Prepare all relevant paperwork such as tax, superannuation, company handbooks, and employment contracts. Upload them digitally if necessary	Get them to finish off any HR paperwork or admin quickly if urgent before they can meet the team	Introduce them to other departments and the wider business
Have a workstation ready with all the equipment and software for the new employee. Do it few weeks in advance in case of long delivery times or IT issues	Set up a coffee catch-up with their manager and their immediate team so they can meet everyone in a casual, informal setting	Follow up with their mentor to check in on their mood and progress
Appoint a mentor, this doesn’t need to be their manager but can be a peer who has been around a long time and is trustworthy	Offer a guided tour of the workspace, if they haven’t seen it already. They should be able to find their workstation, exits, toilets and emergency exits	Assign specific goals to them and provide constructive feedback on how they have worked towards the goals
Order any other tech such as mobile phones or company equipment such as car, camera etc	Introduce them to their mentor or buddy and let them get to know each other	Provide training and support for their role
Send them a welcome email	Ensure they can access their emails, internal company systems and messaging software. Walk them through their schedule and answer any questions they might have	Encourage informal interaction with their peers and colleagues. You can also invite them to company catch-ups and events
Set up 1-2-1 meetings with the team in their calendar for Day 1 or the first week	Give them an agenda to help them get started	Seek feedback from their peers and colleagues
Request the manager to call the new employee 24-48 hours before their first day to say hello and check in	Provide them with a list of contacts and their roles	Get their feedback on the employee onboarding process

Employee Onboarding

Probationary Period

A probationary period is the start of a permanent full-time or part-time employment relationship, It is not a legal concept or entitlement. It is merely a HR tool that as an employer you may consider implementing to assess if your new employee is suitable for the role before they pass the minimum employment period. This probationary period can also act as a time of settling into the new role for the employee and for them to understand their duties. Generally, an employer decides the length of the probationary period in the employment agreement, but an award or registered agreement may provide otherwise. Probation and the Fair Work Act The Fair Work Act 2009 (the Act) does not use the term ‘Probation.’ It is a contractual term and there is generally no law covering what is and isn’t a “probation period”. Probation refers to a trial period at the start of a full-time or part-time employee’s employment that is generally set out in their employment contract. The Act refers to a Minimum Employment Period determined by the time the employee has worked in the business and the size of the company. If the employee has met the minimum employment period, the employee will have access to unfair dismissal which is the minimum period that an employee must be engaged for. Length of the probation For a small business with less than 15 employees, this is 12 months, otherwise it is six months. This is the length of the minimum employment period depending on the size of the company. Peninsula recommends small employers to set a probationary period of 6 months initially - as the employee gains access to UD at 12 months. Additionally, Peninsula recommends a 3 month probationary period for large employers, which employees gain access to UD at 6 months. From here, if the employer is still unsure, they can extend or edit the length of the probationary period - however it becomes pointless to set it longer than the minimum employment period that applies to the specific employee. During the minimum engagement period, an employee may be terminated subject to written notice by the relevant provisions of the NES, industrial instrument, or contact.  Employee entitlements on probation A probationary period is not a separate period of employment. Recruits on probation receive the same entitlements as permanent full-time and part-time employees. An employee may be able to initiate a general protection claim regardless of the length of their employment if the dismissal is due to discrimination based on race, age, gender, and other such attributes, or because the employee exercised a workplace right. For this reason, it may be prudent to seek formal advice from an employment relations professional or legal practitioner before the termination of an employee. Performance management during probation During the probation period, you may consider holding regular meetings with the employee to review the employee’s performance. It also provides an opportunity to fix any problems or raise concerns on either side. If the employee knows what is expected of them, it gives them the best chance of passing probation successfully. Extending the probationary period If you are unsure whether a new employee is suitable for the job, but you are not ready to dismiss them yet, then you may want to extend their probation period. Technically speaking, you are allowed to do this by agreement or if the terms of the employment agreement give permission. However, you can only extend the probationary period by whatever time is stated in the contract depending on how the clause in the contract is worded, e.g. may state an ‘initial period of 6 months’ and ‘subject to change’ etc. For example, if you put an employee on probation for six months and the agreement lets you extend the period by an extra three months, then you would be allowed to do so under those conditions. Failing the probationary period If an employee does not pass their probation, they are entitled to receive written notice of their employment ending and be paid out any accrued unused annual leave hours as part of their final pay. If the probationary period is less than six months, or 12 months if you are a small business with less than 15 employees at the time of dismissal, the employee will not be able to succeed in the event of an unfair dismissal claim. Unfair dismissal claims If you choose to dismiss an employee on an extended probation period, and that employee has worked long enough to surpass the minimum employment period of six months (or 12 months if you are a small business) they will be entitled to make an unfair dismissal claim against your business if the circumstances warrant it. The size of your business dictates how long an employee must work for you before they can make an unfair dismissal claim. If your business has less than 15 employees, the employee must work at least 12 months. If your company has 15 or more employees, the employee only must work for at least six months to access an unfair dismissal claim. A business is classified as a small business, depending on the number of employees employed at the time of the dismissal, which includes: The employee and any other employees being dismissed at that time. Any regular and systematic casual employees employed by the business at the time of the dismissal (so not all casual employees). Any employees of associated entities, including any based overseas. So, in some cases, choosing to extend the probationary period of an employee may serve no purpose, as the employee will have surpassed the minimum employment period and will have access to an unfair dismissal claim. Resigning while on probation When an employee on probation resigns, they should give notice of their intention to leave, because they have the same responsibilities as a full-time or part-time employee. The length of the notice period will depend on the terms of their employment agreement or the relevant award or registered agreement. The employer should pay out any wages owing, unused annual leave, and notice (if applicable) as part of the employee’s final pay. What Happens at the End of the probationary period? Before the probationary period ends, you should meet with the employee and inform them whether they have passed probation. If they are unsuccessful, you can extend their probationary period if the contract, award, or registered agreement allows it, or end their employment.   If you are ending their employment, it may be considered best practice to meet with the employee to provide feedback about their performance or conduct and explain why the probation period was unsuccessful. Under the National Employment Standards set out in the Fair Work Act 2009, you need to give an employee written notice to end their employment. The written notice should specify the period of notice given (or payment instead of notice), and the date the employment will end. Always confirm the outcome of the meeting in writing to the employee. Whether they are successful or unsuccessful and whether you are extending the probation or terminating their employment. Keep a written record of the discussion during the meeting. Boost your staff management with Peninsula Being an employer in Australia means keeping up with complex legislation, awards, pay rates, and intense recruitment and hiring processes. Peninsula has a team of advisors and experts that can handle all your tricky questions and offer support, and documentation for everything from hiring, onboarding, probation, to pay rates, management, and dismissal.

Employee Onboarding

What is Onboarding? Employee Onboarding is the process of inducting new employees into your business. To be exact, it involves taking the necessary steps to ensure new recruits feel welcome in their environment, and that they have the guidance, training, and support required to be a happy and productive contributor. From the initial greeting, through to preparing the workspace, filling out paperwork, and meeting the team, the onboarding process has a lot of steps involved, and it is up to you to get it right. Fortunately, there are ways to make the process easier on you, your team, and your new recruits. To ensure the long-term success of your new employees, an onboarding program should last for several months or up to a year. During this time you need to maintain regular communication with new employees through follow-up meetings. This way, you can give constructive feedback, and resolve issues early before they escalate. The Importance of Employee Onboarding A carefully planned and executed onboarding program will help new recruits feel relaxed and comfortable in their new surroundings. As a result, they will be happier, more productive, and willing to stay for longer. Better still, your current employees will find the transition to be smooth and painless too. This is not just a matter of opinion, either. According to research done by the SHRM (Society for Human Resources Management), employees who had a good onboarding experience were three times more likely to say they had the best job. With this in mind, it really does pay off to devote the time and energy into creating an onboarding program that suits your business. Onboarding Process There are many ways to create an employee onboarding program. How you approach this will depend on your business, personal preference, and what your employees are most receptive towards. There are a few key elements that, when implemented correctly, will ensure each employee has the best onboarding experience. They are as follows: Before the First Day Inform current staff: Let your existing staff know a new employee is joining the team. Give a brief summary of their role, department, duties and responsibilities, and whether their inclusion will mean any changes to the business. This way, your team will know exactly what to expect, and will be ready to welcome the new recruit. Prepare the paperwork: From tax and superannuation to company handbooks, make sure everything is printed and ready for the new recruit to sign on their first day. If you use employee onboarding software, upload these documents as digital files to the cloud, which the recruit can review and sign-off on ahead of time. Prepare the workstation: Have your new recruit hit the ground running from day one. Clean and tidy up the workstation to make sure it is neat, presentable, and functional. If you have to order in special tools, equipment, or software for the new employee, do this a few weeks in advance in case of long delivery times. Appoint a mentor: Mentors can offer invaluable advice and guidance. When appointing a mentor, choose someone who has been with the company for a while, is trustworthy, and most importantly, is up to the task itself. On the First Day Remind staff: On the day of onboarding, let the receptionist know the new employee will be arriving. Leave instructions for where the new employee has to go and who they need to talk to upon arrival. Arrange a coffee, morning, tea, breakfast or lunch: By doing this, both the current team and new recruit will have a chance to become acquainted in a casual setting. However, if your organisation is quite large, it may be more suitable to limit this meeting to just members of the relevant department Guided tour: Either you or the mentor should take the new employee on a guided tour. If possible, give them a map they can reference at any time. After the tour, they should know where to find their main workstation, exits, emergency exits, toilets and places to grab food, to name a few. Training: Provide internal training to help the new employee learn more about their role. The program should provide an overview of basic duties, tasks, and responsibilities, including health and safety policies, company-specific procedures, and info about the company culture. After the first day Maintain rapport: Check in frequently with your new employee over the next few weeks and months. You can do this by having a blend of casual check-ups, follow-up meetings, and performance appraisals. During these periods, give the employee a chance to express any concerns they may wish to resolve. Maintain records: Keep a track record of each interaction with your new employee. You can keep a record either physically or electronically. By doing so, you can gradually monitor their progress and adjust the program until it starts to achieve the desired results. Employee Onboarding Software One of the best ways to streamline and personalise the recruitment process is by using onboarding software. These programs enable you to take care of the formalities much faster than you can through traditional methods. This way, you can focus on making new employees’ first few days far more constructive and meaningful. From the comfort of a desktop computer, laptop, or mobile device, both you and the new employee can go through the recruitment process together via an app or web-based platform. Some of the many tasks you can perform include: Collect employee details Automatically generate contracts and policy documents for new employees to sign Automatically sync data with payroll department Let employees choose their preferred superannuation fund Offer exclusive company benefits Welcome new employees with personalised greetings Other Onboarding Materials Every industry is unique, and yours is no different. So when you create an onboarding strategy, you will need to keep in mind any extra considerations that fall outside the scope of this guide. Here are a few other materials to give your new recruit on their first day and onwards: Welcome note: Make your new recruits feel welcome by writing a caring, personalised welcome note just for them. Company handbook: This is a requirement of any recruitment process. Your handbook should contain everything the new recruit needs to know to settle into the workplace, such as policies, procedures, health and safety guidelines, uniform, performance expectations, and more. Tools, equipment, and software: Your new recruit will most likely need certain tools, equipment, and software to effectively perform their job. This may include a laptop, company smartphone, notepad, office stationery, protective clothing, or a vehicle. Be sure to prepare these kinds of materials at least a few weeks in advance, especially if you need to order in special supplies or equipment. Peninsula can advise you on how to create the right onboarding program for you. Call our team on 1300897857.

Employee Onboarding

Casual vs permanent employees

When hiring new staff, there are several employment arrangements to choose from. One of the biggest workforce dilemmas hiring managers face is deciding between casual and permanent employees. It’s important to weigh your decisions carefully – your choices can have wide-ranging implications in your business. This guide explains the key differences between permanent and casual staff, helping you make your next hire the perfect hire. Casual vs permanent employees The key difference between casual and permanent employment is that a permanent employee has an expectation of ongoing work. When it comes to permanent employees, many modern awards require employment contracts to outline set days and hours, as well as specific start and finish times. A casual is generally employed with no firm advance commitment to regular or ongoing work. Because casuals are only given shifts based on the needs of the employer, their workdays and hours are often irregular. Casual employees An employee is considered a casual if they accept a job offer without the employer giving any firm advance commitment to ongoing work or an agreed work pattern. For example, if an employee is only given hours during busy periods, their roster changes each week, and they can refuse or swap shifts, they have likely been hired on a casual basis. Casual employees are offered no firm advance commitment of guaranteed regular hours. This means the hours worked by casual employees are often more sporadic than those of permanent staff and may fluctuate from week to week, depending on the employer’s needs. Employers should remember that many modern awards contain minimum engagements for casual staff. This means you must roster or pay a casual employee for a minimum number of hours on each occasion you use them. For more information, refer to the guidelines in the employee’s relevant modern award. Permanent employees While casual employees are only given work based on the employer’s needs, permanent employees are contracted to full-time or part-time employment. Permanent employees and their employers enter into a long-term, ongoing employment relationship, the terms of which are laid out in an employment agreement or contract. A permanent employee’s work arrangement will likely involve the following: Set hours of work each week (either full-time or part-time). No specific employment end date. A minimum notice period for redundancy or termination of employment. Leave entitlements, such as annual leave, personal leave, and in some cases, long service leave. A permanent employee has a minimum number of guaranteed hours each week. For full-time employees, this is usually 38 hours per week. Anything less than 38 hours per week is classified as part-time employment. For example, a permanent full-time employee may work 9 am to 5 pm, Monday to Friday, or approximately 38 hours per week over a rotating roster. Regardless of their work times, a permanent employee can expect regular and systematic hours on an ongoing basis. Hours of work The most important distinction between permanent and casual employees is the expectation of regular, ongoing, and systematic working hours. Work patterns Another significant difference between casual and permanent employees is the pattern of their normal working hours. A casual employee’s weekly schedule involves irregular hours and will change based on the employer’s needs. This means there tends to be no discernible pattern to the days and hours they work. Permanent employees tend to work set hours on the same days each week. This work pattern is normally agreed on in writing in the employment contract. There is an expectation that the employee will work the shifts allocated to them on an ongoing basis until they either resign or their employment is terminated. A casual does not have to work the shifts offered to them by their employer. Instead, they have the right to either accept, refuse, or swap shifts as it suits them. Employers should be mindful that giving casuals a regular or systematic pattern of work may allow them to access the same paid entitlements as permanent staff. Additionally, terminating a casual who has had a regular or systematic pattern of work can lead to an unfair dismissal claim.   Wages and pay When deciding whether to hire permanent or casual employees, it’s always wise to consider the differences in wages and pay. A full-time permanent employee’s pay is usually based on an annual salary, either outlined in a relevant modern award or employment contract. Part-time permanent employees’ pay will also normally be based on an annual salary but calculated pro-rata based on the number of hours they work. A casual employee’s pay is based on an hourly rate, with an additional amount included called ‘casual loading‘. Casual loading is extra money paid to casual workers over and above the normal hourly rate that permanent staff receive in the same job (normally calculated at an additional 20-25%). Casual loading is often seen as compensation for the lack of paid entitlements and job security that come with being a casual worker. Leave entitlements As well as wages and pay, it’s crucial to factor in the different leave entitlements that permanent and casual employees receive. These entitlements make up an important part of the long-term cost that hiring a new staff member entails. In line with National Employment Standards (NES), a full-time permanent employee is entitled to a minimum of 4 weeks of paid annual leave per year. A part-time permanent employee is entitled to a minimum of 4 weeks of paid annual leave per year, with the number of hours calculated pro-rata. For example, a part-time employee who normally works 25 hours a week would be entitled to a minimum of 100 hours each year. A permanent employee’s annual leave is accrued throughout the year based on the hours worked. Unlike permanent staff, casual employees do not receive any entitlements to paid annual leave. Because they have the right to refuse shifts, they are free to take time off work whenever they choose. However, this time away is unpaid and needs to be budgeted for by the casual. Personal leave In line with the Fair Work Act and NES, full-time employees should receive 10 days of paid personal leave per year (also known as sick or carer’s leave). The paid personal leave part-time employees receive is calculated pro-rata (1/26 of an employee’s ordinary hours of work in a year). A modern award, registered agreement, or employment contract may offer more paid personal leave, but it should never be less than the amount specified by NES. Much like annual leave, a permanent employee’s personal leave accrues throughout the year. Unlike permanent staff, casuals are not entitled to paid personal leave. If they’re unable to work due to illness or another personal issue, they simply don’t get paid. Paid family and domestic violence leave All employees can access 10 days of paid family and domestic violence leave each year. This includes permanent and casual employees. Paid family and domestic violence leave also come from the minimum entitlements of the NES. A new employee’s paid leave entitlement is available immediately and renewed on their work anniversary. However, if this leave is unused it doesn’t accumulate from year to year. Compassionate leave All employees, including permanent and casual staff, are entitled to compassionate leave when a member of their immediate family dies or suffers a life-threatening illness or injury. Permanent employees are entitled to 2 days of paid compassionate leave, while casuals receive 2 days of unpaid compassionate leave per occasion. This leave can be taken as a single 2-day period, 2 separate days, or over any period that the employer and employee agree on. Termination and redundancy Employers must have a valid reason for dismissing or terminating a permanent employee, such as poor performance or gross misconduct. The employer is required to give a written notice of termination and meet the notice period laid out in the employment contract or agreement. When a permanent employee’s job is made redundant, the employer may need to give them redundancy pay (also known as severance pay). Under the National Employment Standards, redundancy pay doesn’t need to be paid in some circumstances, such as if the employer is a small business. On the other hand, a casual employment arrangement can be ended at any time without notice of termination. If a casual’s job becomes redundant, employers are not obligated to give them any redundancy pay. Key takeaway Whether permanent or casual employees are a better fit for your company will depend on your staffing needs and the unique characteristics of your business.  Because casual staff do not have to accept shifts, most employers will build a team of permanent staff to meet their baseline requirements. This can then be supplemented with casuals who act as a safety valve during busy periods.  Hybrid workforce models made up of a mix of full-time, part-time, and casual employees will often give the perfect balance of stability and flexibility. Grow your business with Peninsula Small businesses in Australia need to hire different types of employees, casual and permanent. Understanding the difference between these employees is crucial so you can make the right choice for your business. Peninsula has worked with thousands of businesses and employers, helping them in employment relations and workplace health and safety. For free initial expert advide, you can call our team 24/7. This article is for general information purposes only and does not constitute as business or legal advice and should not be relied upon as such. It does not take into consideration your specific business, industry or circumstances. You should seek legal or other professional advice regarding matters as they relate to you or your business. To the maximum extent permitted by law, Peninsula Group disclaim all liability for any errors or omissions contained in this information or any failure to update or correct this information. It is your responsibility to assess and verify the accuracy, completeness, and reliability of the information in this article.

Employee Onboarding

Construction Onboarding: A Comprehensive Checklist

Onboarding a new employee within the construction industry is paramount. Particularly in Australia, where adherence to rigorous safety standards and compliance with legal regulations are fundamental. This guide offers insights into creating a detailed onboarding checklist designed specifically for the Australian building industry, ensuring a seamless integration of new hires into the workplace. What is an onboarding process in construction?  An onboarding process in construction is a strategic roadmap for integrating new employees into your company. It encompasses a series of activities designed to equip them with the knowledge, skills, and resources needed to perform their jobs effectively and safely while delivering strong employee awareness of expectations. This process typically starts before the first day of employment and extends for several weeks, even months, depending on the complexity of the role. Why is onboarding important in construction? The construction industry faces unique challenges, including high-risk work environments and a constant need for skilled labour. A well-structured onboarding process offers significant advantages for both employers and employees: Benefits for employers: Improved safety performance: Thorough safety training, including proper use of personal protective equipment (PPE) and clear communication of safety protocols, to reduce workplace accidents and injuries. Increased productivity: New hires who are properly trained and integrated into the team become productive members faster, minimising project delays. Reduced turnover: A positive onboarding experience enhances employee engagement and satisfaction, leading to lower turnover rates and a more stable workforce. Enhanced employer branding: A strong onboarding process demonstrates a company's commitment to its employees, attracting and retaining top talent in a competitive market. Benefits for employees: Increased confidence and competence: New hires feel more confident and prepared to perform their jobs effectively when they receive proper training and support. Improved safety awareness: A comprehensive safety induction empowers new hires to identify and avoid workplace hazards, protecting themselves and their co-workers. Stronger company culture: A positive onboarding experience helps new hires feel welcome and valued, leading to a better sense of belonging and a more positive work environment. Clearer career path: Understanding company expectations and growth opportunities allows new hires to set goals and plan their career development within the organisation. Australian construction industry onboarding checklist  A well-structured new hire checklist template ensures safety compliance, adherence to your company's policies and a productive work environment. This onboarding checklist provides a roadmap for Australian construction businesses to streamline the onboarding process and set new hires up for success. Enhanced pre-onboarding Even before a new employee's first day on a job site, there are steps you can take to ensure a smooth transition. Offer letter and employment contract: Clearly outline the position details, including salary, benefits, probation period (if applicable) and termination clauses. Right to work verification: Ensure your new hire has the legal right to work in Australia. You can use the ID Match, the Document Verification Service (DVS) provided by the Department of Home Affairs. Pre-employment checks: Conduct reference checks and verify qualifications as per your company policy. Safety training enrolment: Enrol new hires in mandatory construction safety courses recognised by Safe Work Australia, like the Construction White Card or Working at Heights training, depending on the role. Consider additional training specific to your company's needs. Digital onboarding portal: Implement a digital portal for efficient completion and tracking of legal, health and safety documentation in line with Australian legal requirements. Detailed first-day orientation The first day for a new hire sets the tone. Make it informative, engaging, and welcoming. Welcome and introductions: Greet the new hire warmly and introduce them to key personnel, including supervisors, team members and HR representatives. Company overview: Provide a company history, core values, and an overview of the different departments and projects. Administrative tasks: Complete essential paperwork like tax forms, superannuation selection and emergency contact information. Benefits and company policies: Explain company benefits like paid leave and any relevant policies such as dress code, social media usage and grievance procedures. These should all be in your employee handbook.  IT setup: If required, provide the new hire with a company laptop, login credentials and an overview of communication tools used within the team. Safety induction  Safety is paramount in construction. A thorough safety induction is crucial to cultivate strong employee awareness of site-specific hazards, emergency procedures and proper use of Personal Protective Equipment (PPE). Interactive site safety tour: Utilise technology such as virtual reality for an immersive safety induction experience, showcasing Australian construction site protocols. Site safety tour: Conduct a comprehensive tour of the current worksite, highlighting potential hazards, safety rules and emergency evacuation procedures, and location of the emergency assembly point. Personal Protective Equipment (PPE) workshop: Provide training on the proper use, maintenance, and inspection of required PPE like safety glasses, hard hats, respirators, and high-visibility clothing as per Australian Safety Standards. Site-specific safety requirements: Provide a comprehensive overview of ongoing projects, highlighting specific hazards and controls, including risks related to electrical elements, working at height and machinery operation as per the Australian Work Health and Safety Act 2011. Emergency procedures: Train the new hire on emergency response protocols, including fire drills, evacuation routes and first aid procedures. Safety culture: Emphasise the importance of safety as a core value. Encourage new hires to report any unsafe work practices or potential hazards. Role-specific training and mentorship Employee's responsibilities are further clarified through role-specific training and mentorship. This ensures they understand their duties and how they contribute to the overall project goals. Job shadowing: Pair the new hire with an experienced team member for on-the-job training and familiarisation with daily tasks. Customised equipment training modules: Offer training sessions tailored to the machinery or tasks common in Australian construction projects. Mentorship program enhancement: Develop a structured mentorship program that aligns with Australian industry standards, including regular milestones and feedback sessions. Performance reviews: Schedule regular performance reviews to provide feedback, assess employee's responsibilities address any challenges and identify areas for improvement. Documentation, compliance, and verification Maintaining accurate records and ensuring compliance with Australian regulations is crucial. Signed documents: Obtain the new hire's signature on all completed onboarding documents, including safety protocols, company policies and benefit acknowledgements. Training records: Maintain a record of all completed safety training courses and any role-specific training provided to the new hire. Certification verification system: Establish a system to continuously verify and update contact details with professional licenses and certifications, crucial for Australian construction standards. Continuous support and engagement A successful onboarding process goes beyond the first few days or weeks. Continuous safety culture reinforcement: Integrate safety as a core topic in all team meetings and communications, reinforcing the Australian construction industry's commitment to a zero-harm workplace. 360-degree feedback mechanism: Set up a comprehensive feedback system that encourages open dialogue and continuous improvement. Social events: Organise social events or team-building activities to help new hires integrate with the team and foster a positive work environment. Regular communication: Maintain open communication channels with the new hire. Encourage them to ask questions, seek clarification and provide feedback. Career pathway planning: Outline clear pathways for career advancement within the company, including leadership or specialist training opportunities prevalent within the Australian context. Contractor onboarding in the Australian construction industry Onboarding contractors into your construction projects require a separate yet equally important onboarding process. Here's a breakdown of the key considerations for an effective contractor onboarding checklist in Australia: Prequalification: Establish a prequalification process to assess a contractor's experience, qualifications, safety record, insurance coverage and financial stability before awarding a contract. Contract review and signing: Ensure a clear and concise contract outlines project details, scope of work, timelines, payment terms, safety protocols and termination clauses. Safety induction: All contractors and subcontractors must undergo a site-specific safety induction tailored to the project's specific hazards and risks. Insurance verification: Verify that the contractor holds the necessary insurance coverage for public liability, workers' compensation and any other relevant coverages as stipulated in the contract. Communication and collaboration: Establish clear communication channels with the contractor and ensure they are integrated into project planning meetings and progress updates. Performance management: Develop a system for monitoring the contractor's performance against agreed-upon timelines, quality standards and safety protocols. Onboarding in Australia: tools and resources Here are some valuable resources to streamline your construction onboarding process in Australia: Safe Work Australia: Provides a wealth of information on construction safety, including resources for training and developing a safety culture. Master Builders Association (MBA): Offers resources and support for construction businesses, including guidance on workplace relations and onboarding best practices. National Construction Code (NCC): Sets the minimum standards for building work in Australia. Familiarise yourself with the NCC to ensure your onboarding process incorporates relevant safety regulations. Additional tips for a successful construction onboarding Personalise the experience: Tailor the onboarding process to the new hire's experience level and specific role. Gather feedback: Solicit feedback from new hires throughout the onboarding process to identify areas for improvement. Celebrate achievements: Recognise and celebrate the new hire's achievements and milestones to boost morale and engagement. Invest in technology: Utilise online tools and platforms to streamline paperwork, manage training records, and facilitate communication. Continuous improvement: Regularly review and update your onboarding process to ensure it remains effective and meets the evolving needs of your business. Empowering construction teams with Peninsula Peninsula is dedicated to bolstering Australia’s construction industry with strategic onboarding solutions. Our in-depth knowledge of Australian safety, compliance and HR practices can assist you in crafting an onboarding experience designed to help you meet stringent legal requirements and also nurture a robust safety culture and team unity. Contact Peninsula for a consultation, and let’s construct a secure and efficient onboarding journey together.

Employee Onboarding

Why induction is critical 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. Induction training also referred to as onboarding or orientation is a process that can introduce your company and culture to new employees. Importance of Induction Training 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 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 structured new employee induction processes are more likely to have higher productivity within the workforce, as the new employee may 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. Components of Induction Training The induction training may include: Overview of the company and its history. Introduction to company values, mission, and policies. Training on company systems. Health and Safety Training. Diversity, Equality & Inclusivity (DEI) Awareness. 1-2-1 sessions with senior employees or team members. Benefits of Induction Training Employee induction is an effective and efficient means of outlining workplace policies and procedures to new starters, providing specific information new employees need to know to do their jobs, and setting expectations within the larger context of company goals, objectives, and business operations. An induction 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 Induction Training for Employees are: The induction process helps new employees settle into their roles quickly. New hires better understand their role and how it fits into the organisation. New starters feel respected, 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. Tailored Induction Training The process or purpose of induction training and programs may differ within companies. You must customise induction training to suit your goals and needs. Creating bespoke or personalised induction training and programs may ensure your employees get a clear understanding of the company and their mission. New employees must be 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, which encourages positive contributions to the overall company goals and vision. Based on your needs, induction programs can last days or weeks of a new employee’s tenure. You can also conduct 1-2-1 induction training sessions or have group training depending on your staff’s capabilities and resources. 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 program is successful, create a checklist that specifies all the documents and information new staff will receive on their first day on the job. This checklist does not need to be long, but the induction should cover at least the following: Contract of employment / agreement. Fair Work information statement. Casual employment / fixed-term contract information statements (if applicable). An introduction to the business, colleagues, and important stakeholders (e.g. 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. Work Health and Safety information (layout of premises, including fire exits, and 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 the 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 their: 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). License, passport, and visa (if applicable). 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 the main point of contact for new staff, 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 having 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 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. Checking in Once the induction training has been completed, check-in with your employee. This process allows managers to ascertain whether or not employees have integrated successfully, what further resources are required, 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 employees to check how they are doing. 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, contact the expert team at Peninsula for free initial advice.

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