Member Article

How companies can benefit from staff induction

The term “induction” is generally used in the workplace context to describe the whole process whereby employees adjust or acclimatise to their jobs and working environment.

As part of this process, “orientation” can be used to refer to a specific course or training event that new starters attend, and “socialisation” can be used to describe the way in which new employees build up working relationships and find roles for themselves within their new teams. Some people use the term “onboarding” to describe the whole process from an individual’s contact with the company before they formally join, through to understanding the business’ ways of working and ‘getting up to speed’ in their job.

Every company should have a well considered induction programme. Staff who have a well thought-out induction are more likely to stay with the company.

However, designing an appropriate and cost-effective induction package is a complex task. The induction programe has to provide all the information that new employees need, and are able to assimilate, without overwhelming or diverting them from the essential process of integration into the team.

The purpose of induction

The purpose of induction is to ensure the effective integration of staff into or across the company for the mutual benefit of both parties. Research has shown that tailor-made induction programmes increase staff retention.

A good induction programme contains the following elements:-

• Orientation [physical] - describing where the facilities are
• Orientation [company] - showing how the employee fits into the team and how their role fits with the company strtegy and goals
• An awareness of other functions within the company, and how the employee fits in with that
• Meeting key company directors, managers, supervisors and team leaders
• Health and safety information - This is a legal requirement
• Explanation of terms and conditions
• Details of the company’s history, its products and services, its culture and values
• A clear outline of the job/role requirements

Who needs an induction programme?

All staff, both full and part-time need an induction programme. Some groups may have specific needs - for example, those returning after long-term absence or maternity/paternity leave.

What happens without an effective induction programme?

New employees get off to a bad start and never really understand the company itself or their role in it.

This will lead to:-

• Poor integration into the team
• Low morale, particularly for a new employee
• Loss of productivity
• Failure to work to their highest potential

In extreme cases, the new employee leaves, either through resignation or dismissal. Early leaving results in:-

• Additional costs for recruiting a replacement
• Wasted time for the inductor
• Lowering of morale for the remaining staff
• Detriment to the leavers employment record
• Having to repeat the unproductive learning curve of the leaver
• Damage to the company’s reputation

The induction process

The structure of the induction programme depends not only of the size and nature of the company but also on the type of recruit. The process begins at the recruitment stage and continues into employment. New recruits need to know the company, the culture and people and their role. Ideally, all new employees should receive an individual induction programme that reflects their specific needs.

Using a formal induction programme

Some larger companies may find some value in a formal induction programme. The possible advantages are;-

• Saves inductors’ time by dealing with a group rather than several individuals
• Ensures that all new recruits are given a positive message and consistent information, portraying a clear employer brand, values and culture

However, there are several disadvantages, which include:-

• May take place several weeks, or even months, after the inductee joins the company, which dirupts integration in to the work team
• Contains too much information to be assimilated in a short period of time
• May not be a true reflection of the company or the job
• Individuals may not be able to attend all sessions in a series of induction presentations, resulting in incomplete induction

What to avoid

• Providing too much too soon. The inductee must not feel overwhelmed by a mass of information on the first day. Keep it simple and relevant
• Pitching presentatations at an inappropriate level. They should be suitable for everyone in the audiance and for their roles within ths company.
• Creating an induction programme which generates unreasonable expectations by “overselling” the job

Evaluation

The induction process should be monitored to determine whether or not, it is meeting the needs of the new recruits. Monitoring should include feedback sheets at the end of the induction process, and information from turnover statistics and exit interviews. In particular, those who leave within the first 12 months of employment.

In these hard-pressed times it makes good business sense to maximise the potential of staff in the shortest possible time.

Try this short quiz:-

QUESTIONS;-

1. Is there a legal requirement to give new starters Health & Safety information?

a] No

b] Yes

2. Who needs an induction programme?

a] Just full-time staff

b] All staff, part and full-time and those returning after maternity leave and long-term sick

3. What happens without an effective induction programme?

a] Small companies don’t need an induction programme

b] New employees get of to a bad start and never really understand the company itself and their role in it

4. Is there a legal requirement to have an induction programme?

a] Yes

b] No

ANSWERS:-

QUESTION 1

Answer a] Yes, there is a legal requirement to provide new starters with Health & Safety information. This would be best carried out during the induction programme

QUESTION 2

Answer b] All staff, both full and part-time and those returning after maternity leave or long-term sick

QUESTION 3

Answer b] New employees get off to a bad start and never really understand the company itself or their role in it. This can lead to; poor integration into the team; low morale; loss of productivity; failure to work to thier highest potential and potential damage to the company’s reputation

QUESTION 4

Answer b] No. However, a good induction programme will save money and ensure that the new recruit becomes a valued and productive employeee in the shortest possible time, and is given Health & Safety information [a legal requirement] and has a clear understanding of the company and his or her, role in it.

This was posted in Bdaily's Members' News section by Andrew Dane .