Induction


Putting together an induction pack

An induction pack is essential to reflect the importance of introducing new employees to the working practices, policies, and culture of your organisation. This is by no means an exhaustive list but a pack could includes the following:

Information about your organisation
  • Mission/vision statement
  • Organisational chart
Conditions of service
  • Contract of employment
  • Job description/person specification
  • Holiday allowance

Pay administration

Benefits
  • P45/P46
  • Staff form
  • Childcare voucher scheme
Policies, procedures and working arrangements
  • Employee handbook
  • Link to HR policies
  • Holiday/sickness processes
  • Equal opportunities form
Performance management processes
  • Details on how they work and the parts people play
Health and safety/lone working
  • Details on prevention of injuries and accidents, basic safety rules, and so on

This induction pack should be given to the line manager so they can give it to their new member staff on their first day. To follow-up, HR should meet with the individual and run through the main points. In this way, a more personal touch is provided and queries can be answered as soon as possible.

Buddy allocation

New employees are likely to settle in more quickly and enjoy working for your organisation if they are allocated a buddy. The purpose of a buddy is to help a new member of staff settle in and to answer those questions or queries they may have which they don't want to bother their line manager or HR with. Buddies help them adjust more quickly to their new surroundings and get to know colleagues for the first couple of months.

The buddy’s role is to:

  • Take the new worker to coffee and lunch to help them find their way around
  • Offer informal support
  • Make introductions to people across teams
  • Answer questions and help resolve any problems/issues

Your HR department may have a list of the current volunteers and could therefore nominate the buddy of the new member of staff on a rolling basis.

Induction

Your organisation should ensure that the new employee is not be overwhelmed by too much information on their first day, so strive to keep it simple and relevant.

Payroll administration

Your HR department should ensure that all information needed for payroll is collected on time. This includes P46/P46, contract of employment, evidence of ID and bank details. During induction, you might request that an employee works extra hours for training purposes. If this is the case, let your HR department know before the deadline for monthly payroll.

Informal support

It is the responsibility of the buddy to ensure that informal support is provided. In your role as line manager, you may wish to get some feedback from the buddy re itthe new recruit's integration within the organisation and any problems that he/she might have encountered. In any case, the buddy can raise an issue directly with you if they feel that it is important and needs to be resolved as soon as possible.

On-the-job training

Most new starters will learn on the job. However, on-the-job training can be haphazard, inefficient and wasteful.  For these reasons, a planned, systematic approach is better.

This can incorporate:

  • An initial assessment of what the new starter needs to learn
  • The use of designated colleagues to act as guides and mentors – these individuals should be trained in how to carry out this role
  • Coaching by team leaders
  • Special assignments

These on-the-job arrangements can be supplemented by self-managed learning.  If you need support in providing self-managed learning opportunities, do contact us.

Job training manual

Training manuals deal with specific training notes and training content such as instructions, procedures, standards, diagrams and illustrations, technical data and line manager's notes about the new starter’s role.  A training manual covers team or job-specific training (ie finance, project management, recruitment, coaching, etc). This is a useful document for new starters as they can refer to this manual throughout their induction period and therefore should be operational quicker.

If you are not sure how to structure a training manual or what should be included in it, do contact us.