Induction, onboarding, orientation—whatever term you use, getting it right is crucial. Proper staff induction is essential for employees to fully commit to the workplace and understand the expectations placed upon them. It provides them with a clear understanding of the purpose, function, and tasks associated with their new position, enabling them to perform at their best. While inductions don't need to be completed in full on the first day, as too much information can overwhelm new employees, certain components, particularly those related to health and safety, must be addressed before they begin any work.
Critical Components of an Induction Programme:
Health and Safety Briefing: A thorough health and safety briefing is paramount. This should include the evacuation plan, identification of workplace hazards and risks, and procedures for reporting and mitigating risks. Ensure that employees have the necessary knowledge and experience to perform their jobs safely, and if not, arrange for supervision by an experienced person.
Provision of Safety Tools and Equipment: Provide the necessary tools and equipment for the job and ensure that employees are trained in their correct usage. Even if employees are familiar with the equipment, verify their competence and ensure they are using the equipment safely.
Workspace Comfort: Ensure that employees are comfortable in their workspace, including checking chair and desk height and ensuring adequate space to perform their job.
Training and Resources: Provide employees with the training and resources they need to excel in their roles. This includes ensuring they have the necessary skills and understanding of how their role contributes to the broader business objectives.
Work Schedule: Clarify the employee's start and finish times, as well as the timing and duration of rest and meal breaks. Alternatively, negotiate these details with the new staff member to accommodate their needs.
6. Policies and Practices: Discuss any in-house policies and rules that apply to the employee, ensuring they are aware of and understand them. Provide information on organisational, human resources, and health and safety policies and practices, including codes of conduct, IT and email usage policies, conflict of interest guidelines, vehicle use policies, reimbursement policies, and harassment policies.
Tax Code Declaration: Obtain the new employee's completed tax code declaration (IR330) for payroll purposes.
Employer Registration: If this is your first employee, you must register as an employer with Inland Revenue. Inform ACC that you have become an employer as well.
Personal File Setup: Establish a personal file for your new employee, including records for holidays, leave, wages, and time worked.
Additional Elements That Can Enhance an Induction Programme:
Facility Orientation: Provide information on the location of bathroom facilities and other amenities such as the kitchen, cafeteria, and sick room.
Buddy System: Assign a buddy or tuakana to the new employee to answer day-to-day questions and help them settle into their role.
Introduction to Management and Team: Introduce the new employee to their immediate manager or supervisor, as well as the team, explaining the function of each position.
Introduction to Colleagues: Introduce the new employee to all co-workers, supervisors, and relevant personnel such as health and safety representatives, union delegates (if applicable), fire wardens, and first aid officers.
Organisational Overview: Provide a summary of the organisation's history, structure, department functions, and services it provides.
Job Specifics: Detail the specifics of the job, including production processes, job tools, training requirements, and any hazards or risks associated with the role.
Computer and Program Access: Provide instructions on how to log on to computers and access relevant programs and websites.
Telecommunications Setup: Provide guidance on how to set up telephone, voicemail, and email accounts.
Work Practices: Explain practices related to hours of work, flexible working arrangements, overtime, holidays (including any regular closedown periods), lateness, and absenteeism.
Staff Benefits: Outline staff benefits, including welfare programs (e.g., employee assistance programs), recreational activities (e.g., social clubs, sports teams), and financial benefits (e.g., staff discounts, health insurance).
Recognition and Reward: Explain any reward and recognition schemes in place within the organisation.
Engagement and Culture: Provide information on engagement initiatives, organisational culture, satisfaction surveys, results, action plans, and suggestion schemes.
Problem Resolution: Detail the process for resolving employment problems, including reporting harassment, discrimination, and bullying.
Performance Review: Explain the performance review process, including expected performance standards and how and when feedback will be given.
Pay Review: Outline the pay review process.
Performance Improvement: Explain the process for improving performance.
Disciplinary Process: Outline the disciplinary process.
Training Opportunities: Detail on- or off-job training opportunities, as well as opportunities for promotions, secondments, and transfers.
Reporting Processes: Provide information on reporting processes, including who to contact in case of absence or an emergency in the workplace. Provide the new employee with a copy of these contact details to keep at home.
Probation Period: Review the terms of any probation or trial period in the employment agreement, including the support and guidance the employee will receive during this period.
Next of Kin Details: Obtain the new employee's next of kin details in case of accidents or emergencies, and add this information to your records.
Special Medical Needs: Inquire about any special medical needs, such as asthma or diabetes, and inform your first aider.
Ensuring that all these components are included in your induction programme can significantly enhance the onboarding experience for new employees, making them feel welcome, connected and sets the stage for their success within the organisation.