Workplace induction is crucial in introducing new employees to your company, its processes, people and procedures.
Requirements of the job
Be sure to explain to an employee the requirements of his or her job, and the terms and conditions under which they are employed. This part should be covered in the very beginning of their induction training.
You should also explain factors such as how the employee’s job will fit into the actual day-to-day operation of the business; explain the services and products that are offered by your company and who your clients and customers are.
Be sure to show your new work the physical layout of the workplace, which will include any amenities and various other facilities related to their role.
Also let them know where the emergency exits are located, and the first aid kit.
It is a good idea to provide an orientation of the employee’s local work area, which includes the basics of how to log into the computer system; how to use the internal telephone system and where to get office supplies.
Health and safety policies
Thoroughly explain your company’s stance on the relevant occupational health and safety issues and, where applicable, have a discussion about any training and safe work procedures they will be required to adhere to,
Include discussions on safe handling of equipment and goods where relevant, and ensure they are shown the various signs, hazard notices and warnings they may be exposed to in their new role, so they have a clear understanding of what they mean and why they are necessary in your particular workplace.
Inform them as to any codes or legislation they must adhere to within their role and, if applicable, various safety standards and mandatory qualifications and licences that may also be required to work in your industry.
Don’t forget to discuss emergency procedures such as the location of fire escapes and marshalling areas, and do provide new employees with copies of these crucial documents.
Computer and email and communication system
Provide employees with security and access information for communication systems used by the company.
Ensure they understand who is to be contacted in the case of issues and injuries and provide clear, preferably written, guidelines as to what is considered acceptable work activity, and what is not and what work communication systems may – and may not – be used for.
Also provide an overview of logging onto computers, use of phones, stationary supplies and, of course, introduce them to their new fellow employees.
Aside from explaining the physical layout of the office space or building and a tour of the facilities and amenities, explain the staffing structure and where they sit within the chain of command.
If you have a large facility, it is a good idea to provide a map of the area as well as to designate senior employees to help them get around for the first week.
You should also let them know about when the building is locked in the evenings and if they are allowed in after hours.
This information is particularly useful when employees are working late or coming in early.
Explain any security issues.
Local workplace issues
Ensure you explain issues that are unique to your workplace but also how issues such as internal grievances and concerns are handled and by whom.
Of course, you’ll also need to make your new employee aware of the company’s polices on bullying, sexual harassment and equal opportunity.
Be sure, too, to discuss the procedure to follow if employees are injured in the work place and any accident/incident reporting procedures that must be followed.
Working conditions, processes and procedures
Thoroughly explain all the procedures, conditions and processes in the workplace including the proper procedures to follow in an emergency or accident situation, the harassment policies and the code of conduct.
Also, explain the everyday conventions, such as starting time, leaving time, the length of lunchtimes and the times they may be taken between etc.
Ensure each new employee receives copies of the relevant documents and that they sign a form verifying they have read and understood each procedure and policy.
Induction overview of work practices for safe environment
Cover the relevant safety issues for the employee’s specific roles. For example, it is wise to ensure new factory workers are inducted in the proper use of operating a forklift or, in another facility, the safe handling of toxic or chemical substances.
Regardless of whether they hold the relevant licences or permissions, be sure to explain how these work within your specific workplace.
All material and manuals regarding safety procedures and the proper protective equipment for employees should also be distributed and reviewed.
An induction training should take place prior to employees beginning to perform the activity, especially in cases where heavy machinery such as forklifts must be operated or potentially dangerous tools such as welding equipment or electrical outlets will be handled.
Cover the management of safety and health
Employees need to be informed how to handle and report hazard situations, as well as any other safety issue that may occur.
Be sure any employee who does not speak English fluently or as their first language, fully understands the information being provided.
Invest in interpretation services can be a most wise idea.
Review benefits and salary
For each new employee, provide an individual and unequivocal overview of their salary, any benefits and other sources of compensation or reward.
Also, in your induction training make sure to review practices for raises and increase in benefits or bonuses and be sure that you’re absolutely clear on this at the beginning, though this should all have been discussed before pre-induction and, certainly, in the initial contract of employment.
Ensure your employee has copies of any relevant documents pertaining to salary and benefits, so they can access it should questions or disputes arise in the future.
Explain the company’s products and customers
Provide a detailed overview of what your business offers and to whom it is offered.
This is crucial. After all, how can your new employee contributed to your business if they do not understand what the business does or produces and who the core customers are?
This discussion should include a thorough discussion of products and services, as well as information on where they sit within this framework and how their role contributes to the business’ overall offerings.
It is also important to highlight in your induction training how the new employee should handle customer interactions, even if their role is not customer-facing. Depending on their role, be sure to at least expose them to the basics of customer service, sales and any technicalities of the business.
Be specific as to what the employee’s role in the company actually is, and their level of involvement with customers.