Induction is intended to make a new employee or an employee returning to the job after a long duration of absence such as maternity leave, sickness, or a regular long service absence. The primary purpose of an induction program is to help them come to terms with their duties and responsibilities better and covers safety information, essential work ethics, expectations, goals, and objectives of the company or organization. The program helps prepare the staff or workers from going through the employment details again such as recruitment procedures or the organizational culture.
Content of an Induction Program
The orientation program should contain information on what the organization or company does and how the new employee will fit into the organization's work culture. On administration, the program needs to clarify on the organization's procedures and work ethics, professional pension design, and any equipment and uniforms the employee will use. The program will specify the terms and conditions of the job offer which shall be put into writing. The terms and conditions may include aspects such as disciplinary procedures, official hours of work, leave, holiday, and sickness procedures. Regulatory and legal requirements such as government requirements, for example, submission of the P60 or P45 forms. Other vital contents in the program should include safety and health information. Security and health policy need to be read and signed by the employee. Security procedures may contain information such as fire security measures, building hazards, alarm system, and precautions that need to be taken while within the premises of the company. Other security procedures may include information such as smoking zones, alcohol and drug policies. In cases whereby the job description involves the machine operation, the employee needs to be taken through the machine operation, use of appropriate equipment, and or the risks involved in the process. The payroll and all details of payment benefits, and pension scheme details need to be discussed and availed to the employees.
Introduction to other work mates
Introduction to other colleagues will entail introducing the employee to all the line managers, union, and workers' representatives, health and safety officers, in addition to the human resource personnel.
Introduction to the task /job
Introduction to the post of responsibility entails introducing the employee to the position that will form their principal duties and responsibilities and show them how the work fits into the entire organization or business.
Tools and Equipment
On tools and equipment, the worker should and will be taken through all the materials and tools they will use, their spares, materials and or replacements that they may need while undertaking their duties with the machinery.
An induction program needs to be planned well in time, with full details on all the activities involved including names of personnel involved. The program needs to be circulated and made available to all involved in the induction process. The new employee needs to have the plan well in advance to make the environment and the entire exercise welcoming and accommodating.
The orientation program below gives a comprehensive plan of introducing a new employee to the organization. The exercise will involve providing the new employee with all necessary information about the organization regarding the above-stated induction contents. The induction program will include two staff members from the human resource department and a public relations manager. The introduction team needs to be briefed, and given all procedures of the program before the exercise, for example, they need to be given the entire schedule a few days before the new entrant arrives. Before the whole exercise begins, all the staff will be informed of the new employee and the task to be undertaken. All equipment and documentation needed will be made ready in addition to an induction checklist that will help in planning the entire exercise. Additionally, all training and instruction manuals and courses needed such as the IT systems be made ready
The Induction Day
On the first day of the training, and on the arrival of the employee, the first task is for the induction team to make the employee feel comfortable. The public relations manager or one of the human resource officials to take the employee and show them around the offices, lavatories, stores, post rooms, break rooms, emergency exits, entry, and all the rooms worthy to know. At the same time, the new staff member will be introduced to all the managers, colleagues, and supervisors. The new entrant will then be taken to their work area and at least made to undertake a task. It will help them learn more about their duties and responsibilities. During this exercise, the new entrant will be asked for any feedback or question all through the exercise. The induction team will use the checklist to sign off all concluded activities and make any necessary comments about the practice and the new employee.
During the exercise, the new employee will be provided with the organizations code of conduct, organizational chart, phone number of various departments, emergency contacts, and any marketing materials or organizations culture material necessary. During the exercise, a mentor should be assigned to the new employee to offer guidance after the entire exercise on some of the critical aspects of the organization that may not be covered during the induction exercise. For example, in case the building is large with several floors and offices, a mentor will be assigned to the new employee to help them move around within the office.
The induction program may take two or three days depending on the size of the organization and the level of entrant of the new employee. For example, a high-level employee at the rank of a manager or supervisor will need more comprehensive details as compared to a regular junior employee. Some aspects that may differ in such a case may include a meeting with top level managers and an audience with the junior employees in the event of a high-ranking employee. For a junior ranking employee, the induction may involve only basic introductions without the involvement of the top level managers or have an audience or meeting with the junior employees. On the other hand, existing staff members moving to new roles may need to be taken through their new duties, responsibilities and or processes without the need to introduce them to other colleagues. Additionally, they will need to be given additional training before taking up their new roles. Employees returning to work from an extended leave or maternity absence will also need a refresher orientation to educate them on newly introduced processes, equipment, codes of conduct, and regulations among other new aspects of the organization such as new department heads and offices.
The Induction Program
ACTIVITY CONTENT OF THE ACTIVITY
Introduction to the Organization
Person in charge -Human Resource Ass Manager Visiting all key areas of the organization, for example, Lavatories, Offices, Work Areas e.t.c
Explanation of how each area fits within the organization's work ethics.
Introduction to Colleagues, other employees
Person in charge - Human Resource Ass Manager Description of the Organization Chart
Description of the duties and responsibilities of the employees, in general
Introduction to key work area
Person in charge- Line Manager How the purpose fits within the workspace and the entire organization
Rules and Regulations
Person in charge - Human Resource Manager It will involve bringing the employee up to date with all the organization's terms and conditions.
Person in charge - Public Relations Manager Define organizations objectives and goals
Outline job specifications
Review appraisal processes and developmental reviews
Person in charge- Human Resource Ass Manager Review of work hours
Methods of engagement (e.g., sickness procedures, lunch arrangements, leave, absence, etc.)
Person in charge - Public Relations Manager Computer securities
Environmental efficiencies (Such as recycling and wastes)
Engage with other offices
Review all processes of the organization
Training and Job Development
Person in charge - Human Resource Ass Manager Evaluation of personal development tools
Outline the usage of specific development procedures
If in need of any training, the employee should inform the human resource department
Safety and Health
Person in charge - Public Relations Manager Will include fire alarm, evacuations. First aid procedures, manual l handling of emergency situations, and fire exits
Monitoring and Assessment
Person in charge - Public Relations Manager The reviews will include meetings, to help monitor and evaluate the new employee
Person in charge- Human Resource Manager The organization will apply the probation guidelines for the new entrant
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