Induction

Getting to now You! - From the Employers Perspective

Having the CEO or Managing director make a point of coming over and giving a warm smile and a handshake together with a few words of encouragement will go a long way to building the basis of a long and fruitful relationship. But it is not enough !

A formally organised programme of induction can be extremely beneficial to all new employees. Clearly, timing of such activity can be difficult, as employees tend to start in new positions at different times of the year. However, a regular induction programme (perhaps at the beginning of each month) can offer new employees the opportunity to meet other new members from different areas of the organisation, to share experience, and to hear from key members of departmental staff.

What induction is not about

Induction is not about handing out an employee handbook and expecting the employee to read it through in 15 minutes and understand it; nor is it getting them to watch the induction "video from hell"; or spending the morning filling out one confusing form after another; or just Introducing the new recruit to everybody in the business; or reading through one manual after another while they wait for the boss to find some time for them! And it certainly is not dishing out a lot of facts and figures on the first day through forms of lectures and presentations - that can only overwhelm the new employee.

Some new employees get to their department only to find no desk, no phone, no computer and no email. Great way to begin!!! Ensuring that a new employee has their own 'home' - workspace, desk, phone, computer and business cards, will certainly go a long way to making them feel like part of the organization. Their immediate supervisor should not be on leave or in a series of meetings but being there to ensure the employee is settled in.

Obviously, there is information which new employees need and paperwork (payroll details, social insurance, etc) that has to be done. Also, there is a degree of ritual - a 'rite of passage' - expected by the new hire, colleagues and the organization. But the process needs to be thought through, especially in relation to timing, quantity and intensity. Time needs to be set aside for this important part of the induction process.

Putting yourself in the New Employees shoes

The simple truth is that most people responsible for orienting new employees do not put themselves in the new hire's shoes. They forget or do not take account of just what it is like to start a new job. Many organisations miss an opportunity to make a great first impression and to "close the sale" on a newly hired individual by providing a lackluster induction!

A weak induction may just be a missed opportunity to WOW a new employee but it may also turn into a disaster if the induction process contradicts the initial impression given during the interview. Almost all companies do an induction for new hires but few pay much attention to them. Often workers come to work excited about the prospect of a new job and new friends only to get cold water in their face the first day on the job. A simple survey of workers not only will show how boring induction can be but also how little of it employees actually remember.

We celebrate when an employee LEAVES our company but where is the party when a new employee comes on board? The beginning of a new job needs to become a celebration and a process to make the new employee feel like part of the team and in return will be productive right out of the gate!

Part of HR's job is to educate managers on the importance of making new employees feel welcomed and important. Managers and employees need to take a larger role in "closing the sale" and owning the process of introducing the new employees because their talent will improve the teams chance of meeting its goals.

The Celebration begins

Managers should consider using one or more of the following "celebration tools" to raise the enthusiasm of and for the new employee. A phone call from the CEO/ GM welcoming them to the organization; An invitation by the CEO/ GM to visit their office on their first day (or the CEO stopping by their work space); A letter from the CEO/ GM welcoming them to the organization; Cake and candles on the first morning to celebrate their joining the "family"/team; A new hire luncheon on the first day to meet the team; Welcome banner for their cubical signed by the CEO and all; Give them a Tee Shirt signed by all; Give them a Plaque - Celebrating their First day; Place a welcome Note/ picture on your corporate Web site; Other spouses call and welcome their spouses; Have a new employee lunch for spouses during their first month.

Creating a pack of materials, general information and guidelines and advice for new employees, who cover the key elements of induction, can be a useful addition to induction activities. Such a pack can be a point of reference, and can be sent to the new employee before they arrive. Another idea is to produce a leaflet to send to new staff prior to their arrival giving basic advice about what they will need to bring with them on their first day.

The types of issues that can usefully be covered in such a session are:

• formal welcome from the head of department and the immediate supervisor
• overview of the structure, objectives and functions of the department
• health and safety, and accident reporting procedures
• introduction to key members of staff
• overview of the benefits associated with working for the organisation
• overview of opportunities for staff development and whom to contact
• opportunity for new members of staff to meet and talk to established members of staff informally (perhaps over coffee or lunch).

Most importantly, use induction as an intelligence gathering process. Find out all you can about your new employee and make him/her feel as welcome as possible. In return, you will gain a valuable employee. Poor Induction programs can also impact future recruitment efforts. Everyone you know asks you during your first week "how's your new job?" Unfortunately the response to the question is often "It's not what I expected" or "they never told me" which can result in negative rumors that could discourage others from applying.

Above all, reinforce the decision of the new employee in taking the job. Answer all their questions, eliminate their fears and give them something to tell their family and friends.