It is important that employers take steps to ensure that employees settle into their new roles. In general there is a higher rate of turnover of staff among new employees.  A good induction programme makes good business sense, whatever the size of the organization, and whatever the job.

It is important that the employee feels welcome on their first day in a new job. Make sure that basic arrangements such as the employee’s desk and chair are in place and, if appropriate, an email address is set up so that the employee feels that they have a place in the organisation from the outset. On the first day, ensure that the employee is introduced to the colleagues he or she will be working with and make sure he or she is familiar with the premises.

Induction does not need to be a very formal process but it should be well thought through and appropriate to the job and the organisation as a whole. Induction may be carried out informally by the line manager or supervisor on a day-to-day basis. It can also be useful to ask another employee to be on hand as a “buddy” to ensure that day to day questions can be answered such as where certain items are kept or how to use the computer system.

While induction does not have to be a formal process, having a one page checklist is useful for both the line manager and the new employee to ensure that nothing important is missed. This checklist could include matters such as:-

• Ensuring existing employees are made aware of the new employee’s start date and job role
• Providing an organisation chart – showing a “who’s who” of the organisation
• Job description and explanation of how their role fits into the overall aims and objectives of the organisation
• History of the organisation
• Provision of key contact details
• Tour of the premises
• Issue statement of main terms of employment
• Explanation of HR policy handbook (matters such as how to apply for annual leave, how to report sickness absence and outlining the organisation’s Equal Opportunities policy)
• Explanation of health and safety rules and issue of any equipment
• Guidance on the use of the IT system
• Timetable training
• Timetable review meetings

The induction programme may take place over several days or weeks and may include some job specific training. It is important to keep in mind that people can only take in so much information at a time so employers should ensure that sufficient time and space is given for a meaningful induction process to facilitate the smooth integration of the employee into the job.

By investing some time in ensuring that a good procedure is in place for inducting new employees, employers can help the employment relationship get off to a good start.

Collective Questions is intended as a guide and for general information only and is not a substitute for taking specific advice relating to your situation. For specific advice regarding this or any other issue relating to employing people, please do not hesitate to contact us.