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.