What is induction?
It is a simple but vital process of introduction, information giving and planned training which enables people to become comfortable and productive in their new job role in the shortest possible time.
Why is it necessary?
- To provides new starters with important information about the organization and get them off to a good start.
- To introduce them to their working environment and their job and to integrate them into their team.
- To equip them with the knowledge and skills they need to do their job so that they can become effective in a short space of time.
- To help those who are new to a job role (for example first time managers) to settle confidently and easily into it and to become effective as quickly as possible.
Who is responsible for it?
Induction is the responsibility of the line manager for the new, returning or redeployed employee.
It needs to be:
- Carefully planned
- Well structured
- Tailored to meet the employee's individual needs
Who should be involved in induction?
As soon as the need for induction arises the line manager should:
- Decide who will be involved.
- Convene a planning meeting.
- Develop the Induction Plan.
- Assign responsibility for delivery.
- Monitor and review the induction.
The line manager for the new employee should lead the planning of the induction process and decide who will be involved in it. A contribution should be made by other members of the team.
Line managers do not have to personally deliver every part of the programme although they must be involved and they are responsible. Team members and other support staff can all play an active part in induction.
This helps the new starter to integrate and form good working relationships at an early stage. It also spreads the workload involved in the induction process. The more people that are involved, the quicker the new employee will settle and become effective in their job.
A “buddy” within the team should also be appointed. The role of the buddy is to provide a helping hand to the new employee, answering questions, offering advice and information and guiding the person through the first few weeks in their role.
The buddy, along with others in the team, may also be involved in delivering one to one training for the new starter.
An induction planning meeting should take place at least a week before the new employee starts. The line manager and others who will contribute to the induction of the new employee should meet to:
- Assign a buddy.
- Brief those involved in the induction.
- Agree what aspects they will be responsible for.
- Allocate timed slots and venues for each topic.
The outcome should be an Induction Plan which caters for the new employee's needs for up to the first few weeks of their employment.
Towards the end of the first 2 weeks, a progress review should be made by the line manager and, if required, the plan should be adapted. We all learn and assimilate information differently and some people may take longer than others to settle into their role.
New starters are keen to learn as much as possible about their new employer so sending them information before they start is welcomed and appreciated. There are a number of advantages in doing this:
- It enables the new employee to learn something about the organization, in their own time and at their own pace.
- It gives them an opportunity to think about questions they might want to ask when they start their employment.
- It helps to overcome the common problem of “information overload” once they are in post.
A visit to the office or place of work before the formal start date has the following benefits:
- The employee is able to meet their line manager and immediate colleagues.
- Tthey can see the office environment and the area they will be working in.
- They can check out their journey times and route to the office.
- It may help to overcome first day nerves or apprehension.
It is recommended that the line manager should take responsibility for conducting this visit, introducing the new employee to their immediate team members, showing the new employee around the office and answering any questions.
On the first working day the line manager should meet and greet the new starter on the first day of employment and spend time putting the employee at ease, making them feel welcome and explaining that they will go through the Induction Programme.
The Induction Plan should be shared with them and the line manager should conduct the tour of the office and make introductions to their immediate team members. The line manager can then hand over to or involve other staff members who have been designated to take part in the Induction Programme and who have been assigned responsibilities within the Induction Plan.
